How we protect your family’s stories

1. Who we are

Keepsake is a product of Epigraf Pte. Ltd., incorporated in Singapore. We help families capture voice notes, photos, and written memories and publish them in hardcover books. Epigraf Pte. Ltd. is the controller of the personal information described here.

2. Who this policy covers

This policy covers visitors, waitlist subscribers, and the people involved in a Project.

• Account holders buy and manage a Project, invite others, and prepare the printed book.
• Contributors answer questions and add memories. A contributor may take part through a personal response link without ever creating an account. This policy applies to contributors in full, and every right in section 13 is theirs too.
• People a story is about may be named, described, or shown in a memory without using Keepsake themselves. They can ask us to remove that content, and section 13 explains how.

3. Information we collect

• Account details: name, email address, password, and profile preferences.
• Contributor details: the name and email address an account holder gives us so we can deliver an invitation or a question, and the display name shown beside a contribution.
• Waitlist details: the email address you submit, your language, and the public page and button placement where you joined.
• Family content: voice and video recordings, photo uploads, written stories, answers to questions, and book layout selections saved in a Project, together with technical details of those files such as format, size, and duration.
• Order details: the recipient name and delivery address needed to print and ship a book, plus order status.
• Billing information: payment details processed by our payment provider (Keepsake never stores complete card numbers).
• Product usage data: a limited set of named actions and technical properties, such as when a Question is sent or opened, a Story is submitted, or a book is prepared. Optional website and campaign data: with your permission, our website-analytics and advertising-measurement providers receive public page addresses, referrers, device or browser details, and campaign events. Section 9 explains the boundary.
• Support communications: emails and messages sent to support@makekeepsake.com or through in-app forms.

4. How we use information

• Provide, personalize, and maintain the Keepsake service.
• Facilitate collaboration in family projects and generate Keepsake books.
• Provide optional, reviewable Question, title, and book-arrangement suggestions.
• Deliver questions, invitations, and reminders to the people you invite.
• Process payments, purchases, and order fulfilment.
• Improve reliability, security, and user experience through analytics.
• Send service and order updates, answer support requests, and send marketing only with the required permission.
• Confirm your waitlist request and tell you when Keepsake opens to new families.

We do not use family content to train artificial-intelligence models, and we do not sell it.

5. Voice, video, transcription, and AI assistance

Recordings are the heart of Keepsake, so we treat them with particular care. When you record a memory, we convert the audio to text automatically so the story can be read, searched, and typeset for print.

• Transcription is carried out by specialist speech-to-text providers acting on our instructions, and only for the purpose of producing your transcript.
• After transcription processing, we request deletion of the provider transcript. Provider deletion can fail or take time; provider retention is separate from Keepsake's retained original recording, recording-source transcript, and edited writing. The source transcript is retained while its recording exists and follows the same access and deletion rules.
• The transcript can initialize your editable writing. You can also preview the recording-source text and explicitly confirm replacing your writing with it. Project exports identify this source text separately. Light cleanup is intended to remove non-meaningful fillers and transcription repetition, not summarize, embellish, or replace the storyteller's voice. Transcription can make mistakes; review it before printing. Existing authored text is not replaced by a late transcript.
• Keepsake does not use family content for model training. Transcription uses a European processing endpoint that the provider excludes from model training. Providers process content to deliver the service; Project members and people with an owner-created share or printed QR link can access the content that link makes available, as described below.

When you ask Keepsake for a follow-up Question, title, or book arrangement, relevant family text and Project structure are sent to our AI processing service to generate that suggestion. The result is optional: you review it and choose whether to apply it. AI cannot publish, prepare, purchase, or order a book for you.

We disable prompt and response storage in the AI service's logs and keep only operational metadata such as model, status, token count, cost, and duration. We do not consent to the provider using customer content to train models or improve its services, and Keepsake does not use family content to train models.

6. Legal bases for processing

Under Singapore's Personal Data Protection Act, we collect, use, and disclose personal data with the consent required by that Act or an applicable statutory exception. Where the GDPR or UK GDPR applies, our bases include: (a) performance of a contract (providing the Keepsake service to account holders); (b) legitimate interests — delivering a contribution to the Project it was invited for, keeping the service secure, and improving the product, balanced against the interests of the people involved; and (c) consent (optional website analytics, advertising measurement, waitlist messages, and marketing communications where required). Where we rely on consent you may withdraw it at any time.

7. Who processes information for us

These providers receive information needed for the purpose named. Processing on our behalf is governed by provider contracts; some providers, such as payment processors, also use information as independently responsible organizations for their own legal, fraud-prevention, and regulatory obligations.

• Hosting and data infrastructure — content delivery, database connectivity, object storage, and running the service.
• Transcription services — converting voice and video recordings to text, as described in section 5.
• AI assistance — our AI processing service receives the relevant family text and Project structure only when you request an optional suggestion, as described in section 5.
• Payment services — taking payment and handling refunds, fraud checks, and disputes.
• Print and fulfilment services — manufacturing and shipping your book. They receive the book files, delivery and order details needed for fulfillment, not general access to your Project.
• Email services — sending invitations, questions, receipts, and account messages, and keeping waitlist contact, language, and suppression information for the promised launch communication.
• Error-monitoring services — diagnosing faults using technical errors and bounded operational identifiers. Redaction removes family content, credentials, and private URL values; these reports are not intended to contain raw customer requests or recordings.
• Analytics and advertising-measurement services — limited product-journey events and, only with your permission, optional website or advertising measurement as described in section 9.

We also disclose information where the law requires it, or to protect rights, safety, and security. We do not sell personal information for money. Depending on where you live, consented disclosure for advertising measurement may count as “sharing” or targeted advertising; you can decline or withdraw that consent at any time, and we honour Global Privacy Control as a limit on marketing measurement.

8. Printed books, QR codes, and share links

A printed Keepsake book can include QR codes that play the original recordings. This is a deliberate feature, and it has consequences worth stating plainly.

• Anyone with the QR address can play the recording without an account or password. The address can be copied or forwarded independently of the printed book.
• We ask search engines not to index playback pages. This is not access control or a guarantee of secrecy.
• Printed addresses are stable and retain their original recording binding while the Project retains the recording. Later edits do not silently retarget a printed book.
• Deleting or editing a Story does not remove recordings retained for an already-paid book. Deleting the whole Project removes retained recordings and stops their printed QR playback. The app warns you before confirmation. Previously issued playback downloads can remain usable until their access expires; copies already downloaded and printed books cannot be recalled.
• A Project owner may also create a link to share one Story. Anyone with that link can read it until the link is turned off.

9. Analytics and your choices

We measure a limited set of product actions so we can understand whether families can get from a Question to a finished book and fix journeys that do not work. We keep that separate from optional website and advertising measurement.

• Product measurement records named actions needed to operate and improve Keepsake. It runs when you use the service and does not depend on advertising or cookie consent.
• Public-site analytics and advertising measurement run only after you agree, and never before.
• We do not record your screen, typing, or page content. There is no session replay. On public marketing pages only, we automatically record clicks on links and buttons after you consent; product interactions use a defined list of events instead.
• Page addresses are cleaned before they leave your browser. Addresses that identify a Project, a Story, a response link, or a QR page are removed rather than sent, and query values are stripped.
• Family content is never sent to an analytics or advertising provider.
• We honour the Global Privacy Control signal as a withdrawal of consent for advertising measurement.
• A response link records only bounded journey events such as opened, started, and submitted. It does not load analytics cookies, create a contributor profile, or send the link token or family content to an analytics provider.
• A permanent QR page records only whether playback started or completed. It uses a random code for that page visit to join those two actions. It does not load analytics cookies, create a profile, or send the QR address, recording, or family content to an analytics provider.

Our website-analytics and advertising partners include Google (Google Analytics and Google Ads), Meta and Reddit. When you allow them, they receive the information described above and use it as their own policies explain. Read How Google uses information from sites or apps that use our services.

You can change optional tracking at any time from Privacy choices. To object to processing based on legitimate interests, contact us as described in section 13. Our Cookie policy lists what is stored in your browser.

10. International transfers

Your data may be stored or processed in data centres outside Singapore and outside your own country, through our hosting, storage, transcription, print, and email providers. Transfers must meet the safeguards required by the law applicable to your information, including comparable protection under Singapore law. Depending on the transfer, safeguards may include an adequacy decision or contractual safeguards recognized in the relevant jurisdiction, with UK or Swiss requirements where applicable. Contact us for the destination, provider, and safeguards that apply to your information.

11. Retention

We keep account information and family content while you maintain a Keepsake account. Account closure has a 30-day cancellation period. After that period and resolution of any blocking purchase, refund, dispute, or print order, the application removes owned Projects, contact details, login data, and earlier non-accounting email history. We send a final account-closure confirmation to the address on the account. We schedule its delivery record for deletion 90 days after it is sent or delivered. If sending reaches a terminal failure, bounce, or complaint, we schedule deletion 365 days after that event. Deleted data may remain in protected backups until those backups expire. A recovery must preserve previous deletion decisions rather than make deleted content available again. Payment, tax, fraud-prevention, suppression, dispute, and fulfilment records may remain where law or contract requires them.

A refunded Project is locked for a 30-day recovery window and then deleted automatically unless it is repurchased. A contribution is kept for as long as the Project that received it, subject to the deletion rules and your applicable rights. Closing a contributor's account does not automatically erase their contributions in another owner's Project. Contact us about content you want removed. Paid-order records and frozen book context may remain where needed for fulfillment, disputes, or legal obligations; this does not prevent removal of retained recordings through Project deletion.

A waitlist email address is kept until signup opens and launch communication is complete, or until you ask us to delete it. If an address bounces or complains, we do not use it for outreach; we may retain the minimum suppression and delivery facts needed to avoid contacting it again.

12. Keepsake is not for minors

Keepsake is made for adults preserving family history. It is not directed to children, and we do not knowingly accept accounts or direct contributions from anyone under 18. Accounts and contributions require you to be at least 18, and account holders agree not to invite anyone younger.

Family memories often describe or show people of every age, including children. That content may be added by a parent or legal guardian, or another adult with appropriate permission or authority. Include sensitive information only when it is necessary and appropriate for the Project's sharing and printing choices. This is different from a child using the service. If you believe a minor has created an account or submitted a contribution, contact us at support@makekeepsake.com and we will remove it.

13. Your rights

Subject to applicable law, you may request access to your personal data, correction, deletion, a portable copy, or restriction of processing; object to processing based on legitimate interests; and withdraw optional website-analytics, advertising-measurement, or marketing consent. You can change optional tracking through Privacy choices at any time.

These rights belong to contributors and to people a story is about, not only to account holders. If you contributed content, or a Story describes you, write to us. We will assess and act on your request under applicable law, including any relevant rights of others or legal retention duties, and explain any limit. Content in another customer's Project or bound to a paid printed edition may require cooperation from the Project owner or deletion of the owning Project. We cannot change a book already printed or recall copies held by other people.

Contact us at support@makekeepsake.com. We respond within the applicable legal deadline, normally within one month, and explain any legally permitted extension. We may ask for enough information to confirm who you are before we act, and we use that information only to answer the request. You may raise concerns with Singapore's Personal Data Protection Commission. If you are in the European Economic Area, the United Kingdom, or Switzerland, you also have the right to complain to your local data protection authority.

14. Security

We use encryption in transit and at rest, role-based access controls, and continuous monitoring. Despite these safeguards, no online service can guarantee absolute security, so we encourage you to use strong passwords and enable device-level protections.

15. Updates

We may update this policy as Keepsake evolves. Material changes will be announced via email or in-app notices with a revised effective date.

16. Contact

Epigraf Pte. Ltd., Singapore
Data Protection Officer and privacy enquiries: support@makekeepsake.com