Privacy Policy
Privacy Policy
Heirloom Haven Studio
Last updated: July 14, 2026
Heirloom Haven Studio respects your privacy and treats personal photos, stories, traits, memories, and portrait details with care. This Privacy Policy explains what information we collect, how we use and share it, how we protect it, and the choices available to customers and website visitors.
1. Information We Collect
When you place an order, contact us, use our website, or submit information for a portrait, Heirloom Haven Studio may collect:
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Your name and email address
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The subject's name, if provided
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Photos submitted for portrait creation
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Traits, memories, stories, or other details shared for The Heirloom Truth Method™
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Collection and background palette selections
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Truth Statement™ selections, revision notes, approval records, and display permission preferences
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Order details, customer service messages, and related communications
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Payment and transaction information processed through secure third-party payment providers
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Website usage information collected through cookies, analytics, consent tools, or similar technologies, such as pages visited, browser or device information, approximate location, and interactions with the website
2. How We Use Your Information
Heirloom Haven Studio uses the information provided to:
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Create your custom digital portrait
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Develop Truth Statement™ options
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Apply the selected collection and background palette direction
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Communicate with you about your order
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Provide revisions, customer support, and final delivery of the high-resolution PNG portrait file
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Process orders and payments
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Maintain business, approval, display-permission, tax, and transaction records
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Protect the website and studio from fraud, misuse, security threats, or unlawful activity
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Improve the customer experience, website, and studio process
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Comply with legal obligations and resolve disputes when necessary
3. Photos, Stories, and Portrait Details
Photos, stories, traits, memories, Truth Statement™ selections, collection and palette selections, and other portrait details are used to create and deliver the requested digital portrait, provide customer support, and maintain necessary order records.
Heirloom Haven Studio does not publicly display customer portraits, names, Truth Statements™, photos, story excerpts, or personal details without separate customer permission.
4. Display Permission and Public Use
For Founding Gallery Families, portfolio examples, testimonials, or marketing use, display permission is requested separately. Customers may choose how they wish to be displayed, including:
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Full name
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First name only
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Initials only
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Anonymous display
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No public display
Customers may update or withdraw display permission by contacting Heirloom Haven Studio. If permission is withdrawn after a portrait or related material has already been displayed, Heirloom Haven Studio will make reasonable efforts to remove it from active studio-controlled websites, social media, or marketing materials going forward. Previously distributed or independently shared materials may not be fully recoverable.
5. AI-Assisted Creative Process and Design Tools
Heirloom Haven Studio may use AI-assisted creative tools, image-processing tools, and design platforms to develop portrait artwork, Truth Statement™ options, design refinements, typography, and final-file preparation. This may require customer-submitted photos and text to be processed by third-party service providers, including services such as OpenAI and Let’s Enhance.
Heirloom Haven Studio limits the information provided to these tools to what is reasonably necessary for the portrait service. Third-party providers process information under their own terms, privacy practices, security measures, account settings, and retention practices. Heirloom Haven Studio remains responsible for the final creative selections, refinements, and customer-facing presentation.
Customer materials are not used by Heirloom Haven Studio for public demonstrations, portfolio use, testimonials, or marketing without separate permission.
6. Payment Information
Payments are processed through secure third-party payment providers. Heirloom Haven Studio does not directly store full credit card numbers or sensitive payment credentials. Payment providers may collect and process payment-related information according to their own policies, security practices, and legal obligations.
7. Email Communication
Heirloom Haven Studio may use your email address to communicate about your order, request missing information, send previews or revision updates, deliver final files, provide customer support, or respond to questions. Marketing emails, if used in the future, will include a way to unsubscribe.
8. Cookies, Consent, and Website Analytics
The Heirloom Haven Studio website may use essential cookies and, when enabled, analytics or website-improvement tools such as Google Analytics and Microsoft Clarity. These tools may collect information such as pages visited, session activity, browser or device information, approximate location, and interactions with the website. Microsoft Clarity may provide heatmaps and session-replay information that helps the studio understand how visitors use the site.
Heirloom Haven Studio does not intentionally use analytics tools to collect customer portrait photos, Truth Statement™ submissions, stories, payment details, or other sensitive content entered into order forms. The studio will use available masking, privacy, and consent settings when configuring analytics tools.
Where required, non-essential analytics cookies and tracking technologies will be activated only after the visitor provides consent. Visitors may manage or withdraw cookie choices through the website cookie controls, when available, or through browser and device settings.
9. Third-Party Service Providers and Data Sharing
Heirloom Haven Studio may use third-party services to operate the business and complete digital portrait orders. These services may include Wix for website hosting and forms; payment processors; email and file-storage providers; OpenAI and Let’s Enhance for AI-assisted creative and image-processing work; and Google Analytics and Microsoft Clarity for website analytics when installed.
Information is shared with service providers only as reasonably necessary to provide the requested service, operate the website, process payments, deliver files, maintain records, protect the studio, or comply with law. These providers may process information in locations outside the customer’s state or country and are governed by their own privacy practices.
Heirloom Haven Studio may also disclose information when reasonably necessary to comply with law, respond to lawful requests, enforce studio policies, protect the rights or safety of customers or others, investigate fraud or misuse, or address a business dispute.
10. Customer-Arranged Third-Party Printing
Heirloom Haven Studio provides digital portrait files only and does not sell, produce, ship, or fulfill physical prints. Heirloom Haven Studio does not send a customer’s portrait file or personal information to a recommended printer on the customer’s behalf.
If a customer independently chooses a third-party printer, the customer submits the file and information directly to that provider. The printer’s own privacy policy, terms, security practices, and data-retention practices apply to that transaction.
11. Data Retention
Heirloom Haven Studio retains customer information only for as long as reasonably necessary to create and deliver the portrait, provide customer support, preserve order history, support future customer-requested redelivery when appropriate, maintain business and tax records, fulfill legal obligations, prevent fraud, and resolve disputes.
After an order is completed, customers may request deletion of submitted photos, traits, memories, stories, or other personal intake materials by contacting Heirloom Haven Studio. Drafts, previews, and intake materials may also be deleted when they are no longer reasonably needed for the order or legitimate business purposes.
When a deletion request is received, Heirloom Haven Studio will delete materials that are no longer needed for customer support, legal compliance, tax or accounting records, fraud prevention, dispute resolution, business records, or proof of customer approval or permission.
Heirloom Haven Studio may retain final approved portrait files, order details, customer communications, payment or transaction records, and records of approvals or display permissions for legitimate business purposes, including customer-requested redelivery, portfolio permission records, dispute resolution, and required business documentation.
12. Customer Requests and Choices
Customers may contact Heirloom Haven Studio to:
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Ask what personal information we have related to an order
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Request correction of inaccurate information
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Request deletion of submitted photos or personal story materials when possible
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Update or withdraw display permission preferences
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Manage marketing email preferences
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Ask privacy-related questions
Heirloom Haven Studio may need to verify the identity or authority of the person making a request. Some information may need to be retained for legal, tax, accounting, customer service, security, fraud prevention, dispute resolution, or legitimate business record purposes. Depending on where a customer lives, additional privacy rights may apply under applicable law.
13. No Selling or Advertising Use of Customer Materials
Heirloom Haven Studio does not sell customer personal information, submitted photos, stories, traits, portrait details, Truth Statement™ materials, or final portrait files. Customer portrait materials are not used for targeted advertising or shared publicly unless the customer has given separate permission for display, portfolio, testimonial, or marketing use.
Website analytics providers may process limited website-usage information as described in this Policy, but Heirloom Haven Studio does not intentionally provide them with customer portrait photos, stories, Truth Statements™, or payment details.
14. Sensitive Information
Heirloom Haven Studio does not request medical records, medical diagnoses, treatment information, genetic information, Social Security numbers, government identification numbers, account passwords, or bank-account credentials for portrait creation. Please do not submit these types of sensitive information through portrait intake forms, stories, emails, or website messages.
If unnecessary sensitive information is submitted, Heirloom Haven Studio may delete or redact it, or ask the customer to provide a revised submission. Customers sharing information about another person are responsible for having appropriate permission or authority to do so.
15. Security
Heirloom Haven Studio takes reasonable administrative, technical, and organizational steps to protect customer information, photos, and submitted materials. However, no online system, website, email service, file-storage system, payment provider, AI-assisted tool, or third-party platform can be guaranteed completely secure.
16. Children's Privacy
Portraits of minors must be submitted by a parent, guardian, or authorized adult. Heirloom Haven Studio does not knowingly collect portrait information directly from children. If the studio learns that a child submitted personal information without appropriate adult authorization, it may delete the information and decline the request.
17. Memorial Portraits and Authorized Submissions
Customers submitting photos, names, traits, memories, stories, or other details for memorial portraits or portraits of another person confirm they have appropriate permission or authority to share those materials for the requested portrait experience.
18. Updates to This Policy
Heirloom Haven Studio may update this Privacy Policy from time to time. The most recent version and its effective date will be posted on the Heirloom Haven Studio website. When required by law, Heirloom Haven Studio will provide additional notice or request consent for material changes.
19. Contact
For privacy questions, requests, or concerns, please contact:
Heirloom Haven Studio
hello@heirloomhavenstudio.com