Trade Terms

Effective 21 October 2026 · Version 2026-10-21-3

1. Who we are

Yours Giftfully is the trading name of Nicky Kroes, a sole trader, of 51 Colegate, Norwich, Norfolk, NR3 1DD, United Kingdom. Contact: hello@yoursgiftfully.com; +44 7831 987008. In these terms, “we”, “us” and “our” mean that sole trader; “you” means the business buying from us.

We are not currently registered for UK VAT and do not add UK VAT to our prices or issue UK VAT invoices. Any destination import taxes or duties are dealt with under clause 8.

2. Business orders and applicable terms

These terms are intended for orders placed wholly or mainly for your trade, business, craft or profession through our wholesale or print-on-demand service. By placing a business order, you agree that these Trade Terms, including Schedule 1 where applicable, apply to that order. They do not apply to purchases made as a consumer. Holding a trade account does not remove consumer rights where the purchase is in fact a consumer purchase.

You confirm that you have authority to place the order for the named buyer. These terms and any specific written terms we expressly agree apply to the order. Your purchase-order conditions apply only if we expressly agree to them in writing. Specifically agreed written terms take priority over conflicting standard terms.

These terms cover our personalised photo and iris jewellery and accessories supplied wholesale or made and dispatched on demand, whether ordered through an approved business account or another written process agreed with us. They do not provide a subscription, exclusive territory, guaranteed production capacity or commitment to accept future orders. Retail policies do not create an additional voluntary trade return right.

For a trade sale, these terms replace conflicting sale provisions in the general website Terms of Service, including general warranty disclaimers, resale prohibitions and indemnities. An expressly agreed written order variation takes priority over these terms. A completed data-processing schedule takes priority for the processing it governs. The agreed product specification and destination-specific delivery arrangement remain part of the order. Nothing here overrides mandatory law or changes a consumer contract into a business contract.

3. Orders and contract acceptance

Product listings invite you to place an order. Your order is an offer to buy. For an online trade order, we accept your order and the contract is formed when we send the automatic order-confirmation email confirming that order. No separate manual acceptance email is required. A payment-provider notification alone is not our order confirmation. For an order placed by another agreed method, acceptance occurs when we confirm acceptance in writing, including by email. Any material change requires your agreement.

The version of these terms provided when you order applies to that contract. Later changes apply to future orders and do not retrospectively change an existing contract.

Check the products, finishes, quantities, prices, image uploads, recipient address and any required delivery date before submitting. A quotation is valid for the period stated in it; otherwise confirm it with us before ordering. We may correct a listing or quotation error before acceptance and will obtain your agreement to any revised price or specification. We will not unilaterally rewrite an accepted order because of a listing error. A payment notification alone does not confirm acceptance or reserve stock; our order-confirmation email accepts the order as described above.

Following order confirmation, we start work using the image and instructions you supplied once the agreed payment, files and necessary instructions have been received. A separate artwork proof or approval stage is not included unless agreed in advance. If a file is missing or cannot be used for production, we will contact you and explain any effect on timing. Where a proof stage is expressly agreed, we wait for the agreed approval and do not treat silence as approval. An order-specific promise we have expressly accepted remains subject to its agreed conditions.

4. Prices and payment

The price, delivery charges and any applicable tax are those agreed for the order and shown before you commit to pay. Payment is due in full before production or dispatch unless we expressly agree credit terms in writing. Any minimum quantities, pack sizes or trade discounts must be stated before ordering. We will not impose an undisclosed minimum or increase an accepted order's price without your agreement.

Any artwork, sample, packaging, proof or other additional charge must be agreed before it is incurred. If our VAT status changes, we will explain the tax treatment for future orders before acceptance; a change does not itself authorise a price increase on an existing contract.

If we expressly allow credit, the payment due date must be agreed in writing. For a qualifying overdue commercial debt we may claim interest and recovery compensation to the extent permitted by applicable late-payment law, without double recovery. Tell us promptly about an invoice dispute; we will investigate it, and any undisputed amount remains payable when due. No credit facility is created by these terms.

5. Your images, instructions and permissions

We produce the item using the image files, text, product choices and instructions you supply. You are responsible for supplying the correct files and details, including quantities and the delivery address. Our standard service does not include a separate image-quality approval, retouching or proof service; any additional service must be agreed in advance. If a proof is expressly agreed, you are responsible for checking it before approval. We remain responsible for reproducing the agreed specification with reasonable care and skill.

You warrant that you own or have the permissions needed for us and our authorised production providers to use the supplied images, artwork and text to fulfil the order, including any necessary copyright licences and lawful permissions relating to identifiable people. You give us a limited licence to use those materials only as necessary to produce, supply and support the order. This does not transfer ownership or authorise promotional use. We may refuse material we reasonably believe is unlawful or infringes another person's rights.

Unless another specification is agreed, we may carry out the ordinary cropping, resizing and preparation reasonably needed to fit the chosen setting. Extensive retouching, restoration, colour matching or design work is included only if expressly agreed. You must tell us before ordering if a particular crop, feature or positioning is essential. Keep your own original files: a previous order does not guarantee that we retain an image for a later reorder. This does not reduce our data-security or agreed retention obligations.

6. Production, appearance and product information

We will supply goods matching the agreed description and specification and comply with applicable product-safety duties. Any material tolerances or handmade variations must be disclosed before ordering. Screen displays and printing processes can produce reasonable colour differences; this does not excuse a material departure from the agreed specification or a manufacturing defect.

We are not responsible for a defect caused solely by an incorrect file or instruction you supplied or a proof error you approved, provided we reproduced it correctly and did not cause or contribute to the problem. We will identify an obvious production concern we notice rather than knowingly proceed with it. Product materials, plating and care instructions are those stated for the specific product; no claim about metal content, allergy safety or suitability should be assumed beyond the stated specification.

The goods must also meet the quality, fitness and other requirements that apply by law. Tell us before ordering about a particular intended use or destination requiring confirmation. No general handmade-variation or screen-colour wording excuses goods that fail the agreed description or applicable legal requirements. Do not represent an item as hypoallergenic, nickel-free, solid precious metal, suitable for children or having another specific property unless that claim is supported by the product information and applicable evidence.

Stock availability and discontinued items

Products, components, sizes and finishes are subject to availability. Unless expressly agreed in writing, we do not guarantee continued availability, replenishment or availability for repeat orders. Items may sell out permanently, and we may discontinue products for future orders without notice.

Please confirm availability with us before committing to supply your own customers. We will not substitute an alternative without your agreement. This clause does not alter our obligations under orders we have already accepted.

Components or finishes in a future batch may differ from a previous batch; any material difference must be disclosed before that future order is accepted. If we identify a stock problem after confirming your order, we will contact you promptly to agree a solution, such as an alternative product, a revised delivery date or a refund for goods we cannot supply. We will not substitute goods, impose an additional charge or change an agreed binding deadline without your agreement. If we cannot supply the affected goods and no alternative is agreed, we will refund the payment for those goods without restricting any other applicable remedy. Stock depletion alone does not give us an unrestricted right to cancel an accepted order.

7. Changes and cancellations

Contact us promptly to request a change or cancellation. We will explain whether production has started and what can be changed. Bespoke goods are made to your specification, so there is no general contractual right to cancel an accepted trade order for a change of mind. If we agree cancellation, any charge will reflect reasonable, evidenced costs and unavoidable commitments caused by cancellation, allowing for costs saved and sums recovered. This clause does not restrict your remedies for our breach or defective goods.

There is no contractual change-of-mind return right for a trade purchase, including a non-personalised item, unless expressly offered for that order. This does not prevent a separately agreed return or a remedy required by law.

8. Delivery, title and direct fulfilment

Production and delivery estimates, the delivery address, available tracking and any expressly guaranteed deadline are agreed for each order. Tell us before ordering if a particular date is essential. We will notify you of a material delay and discuss an appropriate resolution. Customs duties and import arrangements must follow the destination-specific arrangement disclosed for your order; these terms do not override an agreed duty-paid service.

You are responsible for providing a complete and accurate delivery address and recipient details. We are not responsible for loss, delay or misdelivery caused solely by incorrect or incomplete details you supply, but remain responsible to the extent our own error contributes. Risk passes on delivery to the agreed address, including an end customer's address where you instruct direct delivery. Ownership passes when we receive full payment. If you supply an incorrect address or an authorised recipient refuses delivery, we will discuss reasonable, evidenced redelivery costs. We remain responsible for failures caused by our own incorrect dispatch.

Where you resell the goods, you remain responsible for your contract with your customer and for any additional promises you make without our agreement. Direct delivery does not remove our obligations to you, applicable product-safety duties or rights a third party has under law.

We will disclose the delivery service and the tracking it actually provides; tracking may cover only part of an international journey. A retail production or delivery estimate does not replace an expressly agreed trade schedule. We will agree any part delivery or split shipment that changes your cost or material delivery arrangements. Contact us promptly if an expected delivery has not arrived so we can investigate with the carrier; a carrier's investigation does not automatically decide your contractual rights.

The order must identify any applicable duty-paid arrangement and responsibility for import formalities. An agreed duty-paid service is not converted into recipient-paid delivery by a general disclaimer. We cannot make a false customs declaration. Tell us before acceptance if you intend to resell or send goods into another country; applicable destination requirements must be established before dispatch. Neither party can contract out of its own legal duties as a manufacturer, importer, distributor or seller.

Wholesale resale and print-on-demand fulfilment

You buy as an independent business and may resell the goods lawfully. You set your own resale prices and remain responsible for your customer-facing descriptions, payment collection, consumer information, refunds and any extra promises you make. We are your supplier, not your agent, partner or franchise provider. You must not present a statutory obligation as removed by our trade terms.

We use our standard packaging unless custom packaging is agreed in advance. Any custom packaging, branding, inserts, gift messages or other white-label requirements, including any additional charges and timing, must be agreed before production. For direct fulfilment, we dispatch to the recipient you specify using the applicable standard or expressly agreed custom packaging. We may contact the recipient where reasonably necessary for delivery, a safety issue or another legal duty. Direct fulfilment does not authorise us to use your customer list or images for unrelated marketing.

9. Inspection, defects and remedies

Please inspect deliveries promptly and notify us of visible damage, shortages or incorrect goods within 14 calendar days of receipt where reasonably practicable. Notify us of a hidden defect promptly after discovery. A failure to meet this suggested reporting period does not automatically extinguish a valid claim. Please provide the order number, a description and reasonably available evidence; we will not demand an impracticable photograph or the return of an unsafe item.

For a substantiated defect or supply error for which we are responsible, we will arrange an appropriate repair, replacement or refund and necessary reasonable return costs. Any proposed contractual remedy must remain consistent with applicable law. We are not responsible for damage caused solely by misuse, unsuitable storage, unauthorised alteration or failure to follow supplied care instructions; ordinary wear is assessed against the product's description and reasonable durability.

Returns authorisation and postage

Contact hello@yoursgiftfully.com before returning goods so we can confirm the return address, authorisation and suitable method. For an agreed change-of-mind trade return, the goods must be unused and in their original condition and packaging, and you pay the agreed return postage. We inspect returned goods before deciding the appropriate refund or credit. For a confirmed manufacturing fault or supply error for which we are responsible, we cover reasonable necessary return postage and arrange an appropriate repair, replacement or refund. Original packaging is not a condition of a valid faulty-goods claim. Resale, wear or use does not automatically defeat a claim for an underlying manufacturing defect. Personalised or special-order goods have no general change-of-mind return right, but this does not restrict remedies for defects or our breach.

Where a refund is due, we will return it to the original payment method within 14 calendar days after it becomes due or any earlier deadline required by law. We will not force you to accept store credit instead of a monetary refund to which you are entitled. Bank processing time may be additional. Both parties must take reasonable steps to avoid increasing a loss, and neither may recover twice for the same loss.

Product safety, traceability and recalls

Tell us promptly about a suspected safety issue, injury or regulatory complaint and identify the affected order and product. Stop further supply of a product reasonably suspected to be unsafe while appropriate advice or instructions are obtained. Both parties must cooperate with lawful safety investigations, corrective action and recalls, preserve reasonably necessary traceability records and pass on relevant warnings and care information. No party must remove safety, origin or other legally required information. Recall costs and responsibility depend on the cause and applicable law; they are not automatically transferred to you. No reporting or return deadline restricts a legal safety duty.

9A. Liability limit for business orders

9A.1 This clause applies only to business purchases. It does not apply to purchases made as a consumer.

9A.2 Subject to the exceptions below, our total liability to you arising from or connected with an order, whether in contract, negligence or otherwise, is limited to 100% of the Order Value. “Order Value” means the total agreed price paid or payable for that order, including delivery and agreed additional services, after discounts but before any refund or credit. The limit applies to all claims concerning that order together, not separately to each claim. Where claims concern more than one order, the combined limit is the total Order Value of those orders, counting each order once.

9A.3 This limit does not restrict any refund, repair, replacement or credit to which you are entitled under these Trade Terms or applicable law, or our responsibility for necessary reasonable return and replacement-delivery costs associated with those remedies. Those remedies and costs are separate from, and do not use up or reduce, the limit on additional damages. There must be no double recovery for the same loss.

9A.4 Nothing in this clause limits liability for death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; breach of our statutory obligations concerning ownership and the right to supply goods; or any other liability that cannot lawfully be limited.

9A.5 This limit does not apply to liability under Schedule 1 or data-protection law. It does not restrict individuals’ statutory rights or regulators’ powers.

9A.6 This clause applies only where this version of the Trade Terms forms part of the contract before the order is accepted. It does not retrospectively change an existing contract.

10. Photographs, recipient details and confidentiality

Both parties must handle personal data lawfully and protect confidential order information. Our privacy notice explains processing for our own purposes. Where we process photographs or recipient details on your instructions as a processor, Schedule 1 — POD data-processing terms forms part of these Trade Terms. Schedule 1 forms part of these Trade Terms for the processing it covers. Placing an order does not give marketing consent. An image-rights warranty does not replace the duties in the schedule.

The print service does not grant a licence to publish supplied images, use them for unrelated marketing or train recognition systems. Do not send unnecessary identity, payment or health information in image files or delivery notes. Any identity-verification or biometric-recognition processing requires separate assessment; ordinary reproduction of an iris photograph is not an agreed recognition service.

Keep confidential information secure and use it only for the contract, except where disclosure is required by law or to professional advisers or providers with appropriate confidentiality duties. This does not cover information already public lawfully or independently obtained. Confidentiality survives completion. Schedule 1 sets out the processing instructions, duration, people and data involved, provider authorisation, security, requests, incidents, deletion/return and audit arrangements. Our privacy notice explains the wider customer-facing processing; it does not replace the schedule.

11. Events outside reasonable control

If an event outside a party's reasonable control prevents performance, the affected party must notify the other promptly, explain the affected obligations and take reasonable steps to reduce the impact. Only the obligations actually prevented are suspended, and only for so long as necessary. Ordinary stock depletion, lack of funds or an avoidable supplier failure is not automatically such an event. This does not excuse an existing payment obligation.

If the affected part of an order remains prevented for 30 consecutive calendar days, either party may end that unperformed part by written notice, unless a shorter right or different express arrangement applies. We will refund amounts paid for goods or services not supplied under the ended part within 14 calendar days. Completed, conforming parts remain payable. This does not remove a remedy for an earlier breach or allow indefinite retention of money.

12. Complaints and governing law

Send trade complaints to hello@yoursgiftfully.com with the order number and requested resolution. We will try to resolve them promptly. These business terms and contracts are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, subject to any mandatory applicable law.

13. Trade accounts, suspension and termination

Provide accurate business details, use only authorised account users and tell us promptly about suspected account misuse. Approval of a trade account is not a guarantee of credit, stock or acceptance of an order. We may stop accepting future orders or suspend access for a genuine security, legal or payment concern, and will explain the reason where lawful.

For a material breach affecting an accepted order, the other party may terminate the affected part if the breach is not remedied within 14 calendar days after written notice explaining it, or immediately if it cannot be remedied or continued performance would be unlawful or create a serious safety or security risk. We will not use account suspension alone to avoid an accepted order. On termination, accrued rights and appropriate confidentiality, data, payment and claims obligations survive. Sums paid for unprovided goods are refunded, subject only to a lawful, expressly applicable cancellation charge or other entitlement. No automatic forfeiture applies.

14. Designs, branding and third-party providers

Each party and its licensors retain their existing intellectual property. Buying goods does not transfer copyright in our original designs, website content or marketing photographs. Use of our brand, product photographs or other marketing material requires our permission; any agreed licence must identify its scope. This does not restrict lawful resale of the goods or transfer ownership of your supplied photographs to us. Do not claim to represent us or bind us to a commitment without authority.

Website, social media and bespoke product photography

Photographs and images published on our website or our social media accounts are protected by copyright belonging to us or the relevant rights holder. Buying our goods or holding a trade account does not transfer copyright or grant you a licence to use those images. Except where permitted by law or under an express written licence, you must not copy, reproduce, edit, republish or use them in your own product listings, website, social media, advertising or other business materials. Crediting us or the photographer does not itself give permission.

If you need product photography for your business, we can arrange professional bespoke product photography at an agreed cost. The brief, price, deliverables and permitted uses must be agreed in writing before the work is commissioned. Copyright is not included or transferred merely because you pay for the photography; any licence or transfer of copyright must be expressly agreed in writing with the relevant rights holder.

We may use suitable carriers and other providers to perform the agreed work, subject to any agreed branding, confidentiality and data-processing restrictions. We remain responsible to you for our contractual performance; use of a provider is not a general exclusion of our responsibility. A provider processing personal data must be covered by the required authorisation and safeguards.

15. Notices and general provisions

Send contractual notices to hello@yoursgiftfully.com or our address in clause 1, quoting the order number. We will use the business contact details you supply. A notice takes effect when received; an automated failure message is not receipt. Keep your contact details current. Orders are handled in English unless another language is expressly agreed.

These terms, the agreed order specification, applicable processing schedule and expressly agreed written variations record the trade supply agreement. A contractual change requires both parties' agreement recorded in writing, including email. Neither party may transfer the contract without the other's written consent, except as permitted by law. Delaying enforcement does not waive a right. If a provision is unenforceable, the remaining provisions continue so far as legally possible; this does not make an otherwise unlawful exclusion valid. Nothing excludes liability for fraud or removes a right that cannot lawfully be excluded.

A person who is not party to the contract has no contractual right to enforce it under the Contracts (Rights of Third Parties) Act 1999. This does not remove independent statutory rights, including product-safety, personal-injury or data-protection rights.

Schedule 1 — POD data-processing terms

This schedule forms part of the Trade Terms for the processing it covers.

1. Parties, scope and priority

The processor is Nicky Kroes trading as Yours Giftfully, at the address in clause 1; contact hello@yoursgiftfully.com. The controller is the trade buyer identified by its legal name, business address and authorised contact in the accepted order and business-account record. Those records form part of this schedule. If you act for another controller, disclose that role and obtain its required authorisation before sending data; the processing chain must be recorded and agreed first.

This schedule applies only where we handle personal data on your behalf to fulfil trade print-on-demand orders. It takes priority over conflicting Trade Terms for that processing. Each party remains responsible for its own controller activities, including its own sales, invoicing and legally required records. Roles follow the actual activities. This schedule does not govern a consumer buying directly from us and does not remove anyone's statutory rights. “Data protection law” means the UK GDPR and Data Protection Act 2018 as amended, and other applicable data-protection law.

2. Processing particulars and your instructions

• Subject matter and purpose: receiving a customer image and instructions, preparing and printing the selected jewellery/accessory, quality-checking and supplying that order. You sell to your customer; we send the item either to you or directly to the recipient you specify.
• Data: customer photos, iris photographs, artwork containing personal information, necessary filenames/metadata, personalisation, order references, proofs and print-ready versions; necessary trade contacts and recipient name, address and delivery contact details. Send recipient details only where needed for the chosen delivery route.
• People concerned: your customers, gift/delivery recipients, people depicted in supplied images (potentially including children), and relevant business contacts. No biometric identification, authentication or health analysis is instructed. Ordinary reproduction of an iris image is not permission for recognition processing.
• Duration: from receipt for the order through fulfilment and the limited retention in paragraph 7, unless a lawful earlier deletion/return instruction applies. There is no continuing image-library or future-reorder service.
• Operations: collection, upload, viewing, necessary cropping/resizing or Photoshop preparation, app storage, retrieval for printing, transfer of necessary delivery details, limited order support and secure deletion. We do not authorise promotional, portfolio, social-media, AI-editing, AI-training or recognition use of the supplied images.

The accepted order, this schedule and subsequent agreed written instructions are your documented instructions, including for international processing. We will process only on those instructions unless UK law requires otherwise; where permitted, we will tell you about that legal requirement before processing. We will tell you immediately if we consider an instruction infringes data protection law, suspend the affected processing where necessary and seek lawful instructions. We will not silently introduce a new purpose.

You must have a lawful basis, provide required privacy information and obtain any necessary image rights/permissions before supplying data, including appropriate arrangements for children and anyone pictured. Supply accurate, proportionate information, remove unnecessary metadata and do not send unrelated sensitive information. Your assurance does not remove our own duties. You may give lawful instructions, request information, exercise the rights below and stop the affected processing if it cannot be performed lawfully.

3. Confidentiality and security

We will restrict access to authorised people who need it and who are bound by confidentiality, including after their work ends. Routine access within Yours Giftfully is limited to the sole trader. We will not disclose your customer list or images for unrelated use. Provider access remains subject to paragraph 4.

We must implement and maintain technical and organisational measures appropriate to the risk and Article 32, including protection of confidentiality, integrity, availability and resilience; proportionate restoration arrangements; and regular review/testing. Measures must be appropriate to the actual workflow, including restricted account and device access, strong authentication where available, secured and updated editing/printing devices, appropriate protection of transfer and storage, confidential handling of image links, minimal delivery disclosure and proportionate incident and deletion records. Encryption and other safeguards must be appropriate to the data and actual systems. We retain no separate image copies outside the app-managed workflow.

Image files are handled through the upload app. App-generated image links must be treated as confidential: a person holding a working link may be able to view the file. Do not share image links beyond the people authorised for the order. Contact hello@yoursgiftfully.com about an access or security concern.

4. Providers acting on our behalf

We must obtain your prior specific or general written authorisation before appointing a subprocessor. Acceptance of this schedule authorises the providers identified below for the stated activities. A generic reference to “Shopify partners” does not authorise an additional provider. We must impose equivalent applicable data-protection duties by written contract, check sufficient guarantees and remain responsible to you for our subprocessors' performance of those duties.

• Shopify: storefront, order and recipient information where acting as our processor/subprocessor. The applicable Shopify service agreement identifies the contracting entity and platform processing terms. Shopify's own-controller activities are dealt with separately in the privacy notice.
• Upload app: image upload and 30-day storage only, on app-operated Amazon S3 in US East (Ohio), us-east-2. Mini: Image Upload by Minimate Apps is the installed upload service. AWS is the app provider's infrastructure provider, not a separate AWS account operated by Yours Giftfully. No editing, marketing or other app service is instructed.
• Other processing: no additional subprocessor is authorised by a generic category here. Photoshop may be used for preparation; if editing sends data to Adobe or another provider, its role and details must be assessed and any required authorisation obtained first. Necessary carriers and other recipients must be identified with their actual role; an independent controller is not automatically a subprocessor.

Under general written authorisation, we will give at least 30 days' written notice of an intended addition or replacement, describing its work, location and safeguards, so you can object on reasonable data-protection grounds before it receives your data. We will discuss an alternative or refrain from that appointment for your data. If no lawful workable solution is agreed, either party may end the affected unperformed service under the Trade Terms; we will not send the data to the disputed provider while the objection remains unresolved. Any shorter notice requires your prior specific written agreement.

5. Overseas processing

The instructed app storage includes Ohio, USA. We must not make a restricted transfer, or permit onward access/transfer, without documented instructions and a valid applicable safeguard or other lawful route. The processing arrangement must document the relevant countries, applicable adequacy or contractual safeguards and any required assessment or additional measures. Contact hello@yoursgiftfully.com for information about overseas processing. App/AWS infrastructure terms must cover the actual chain. This schedule and the buyer's acknowledgement do not themselves establish a UK-to-US transfer safeguard or authorise every provider country.

6. Requests, incidents and assistance

We will promptly forward a rights request concerning your processing and, taking account of its nature, provide appropriate technical and organisational assistance so you can meet legal deadlines. We will not respond substantively on your behalf without your instructions unless law requires it. We remain responsible for requests concerning our own controller activities.

We will notify your authorised contact without undue delay after becoming aware of a personal-data breach affecting your data. We will provide available details of the incident, affected people/data, likely consequences, mitigation and contact for follow-up, give further information as it becomes available, preserve relevant evidence and cooperate with investigation and containment. We will assist, considering the processing and information available, with security, regulatory/individual notifications, impact assessments and prior consultation where required. An initial notice must not be delayed until every fact is known. Your contact for us is hello@yoursgiftfully.com.

7. Retention, deletion and return

Completed orders: image files are deleted 30 calendar days after order completion. Cancelled orders: image files are deleted 30 calendar days after cancellation. Abandoned uploads: image files are deleted 30 calendar days after abandonment. We will record the relevant event and must not restart the period merely by viewing a file. No retention for a new order is implied.

The upload app supplies image upload and storage only. Yours Giftfully retains no separate image copies. Temporary files, previous versions and any provider backups must be handled consistently with the retention and deletion obligations in this schedule.

At the end of the processing service, you choose secure deletion or return of the personal data processed on your behalf, followed by deletion of existing copies unless UK law requires storage. The 30-day period is the default maximum image-retention instruction, not a restriction on a lawful earlier request. Request return before scheduled deletion; we do not promise recovery of a file already lawfully deleted. We will provide proportionate deletion confirmation on request. Any unavoidable backup deletion delay must be documented, limited, protected and put beyond use until the agreed deletion cycle; it must not silently extend the stated retention rule.

Other personal data processed solely on your behalf must be deleted or returned when its instructed purpose ends, in accordance with your lawful instructions. Minimal invoices, tax or other records we must keep for our own controller purposes are governed separately by law and the privacy notice; keeping an invoice does not justify keeping its source photograph. If UK law requires retention, we will isolate the relevant data, restrict use to that duty and explain the requirement where permitted.

8. Information, audits and continuing duties

We will make available information needed to demonstrate compliance with Article 28 and permit and contribute to audits and inspections by you or your appointed independent auditor. The parties may agree proportionate arrangements to protect other customers' data and security, use existing evidence first and avoid unnecessary disruption, but these arrangements must not prevent an effective audit, urgent response or regulatory access. We will address identified deficiencies and maintain the processing records required by law.

This schedule continues for as long as we or a provider hold personal data on your behalf. Changes require documented agreement and cannot retrospectively authorise an unlawful use. Nothing in these Trade Terms or this schedule removes statutory data-subject rights, regulator powers or responsibility that cannot lawfully be excluded. The liability limit in clause 9A does not apply to this schedule. This schedule does not require a customer indemnity.