Photo Retention & Deletion

1. Files covered by this policy

This policy applies to customer image files used in the Keepsake Colour service, including:

• photos uploaded for a free sample or full book;
• main and backup photos;
• sample proofs and revised proofs;
• completed colouring-page images and other working files derived from submitted photos;
• the final flattened print-ready book file for a completed order; and
• temporary production copies used to prepare or correct a sample or book.

Contact, order, payment, shipping, tax, and customer-service records are covered by our Privacy Policy and may have different retention requirements.

2. Our normal retention periods

If an order is cancelled, declined, refunded, returned, or otherwise concluded without delivery, the 60-day period normally begins when the matter is closed.

3. Why we keep files for these periods

The short post-delivery or post-activity period for source and working images allows us to finish production, correct an approved issue, investigate a damaged or missing shipment, arrange a reasonable replacement, or respond to a customer question before those files are removed.

The final print-ready book is kept longer so an exact completed version remains available for limited customer service or future production needs. It is a flattened finished file and does not include the original photos, unused backups, or editable working files.

Keepsake Colour does not keep customer photos indefinitely, sell them, use them for unrelated advertising, or use them to train its own AI models. Any separate marketing use would require the customer's express permission. Third-party processing is explained in our Privacy Policy.

4. Requesting earlier deletion

You may request earlier deletion by emailing hello@keepsakecolour.ca. Please include the email address used for the request and, if available, the sample or order reference. We may need to verify your identity and authority to make the request.

You may request deletion of both the source photos and the retained print-ready book. If production, delivery, a requested correction, or an active dispute is still underway, deleting required files may prevent us from completing that work. We will explain any practical consequence before acting where possible.

5. What deletion means

Deletion removes the covered image files from the active systems under our control so they are no longer available for ordinary use. Protected backup copies may remain temporarily until the applicable backup cycle expires, but they are not used for normal production or customer service.

Where a service provider holds a processing copy, we rely on its deletion controls, retention settings, and contractual or service arrangements. Immediate removal from every technical backup cannot always be guaranteed.

6. Limited exceptions

We may retain a specific image file longer when reasonably necessary to comply with law, preserve evidence relating to fraud, misuse, a safety or privacy incident, resolve a chargeback or legal dispute, or establish and exercise legal rights. We will limit the retained material and access to it, and delete it when the exception no longer applies.

Ordinary business records may be kept longer for accounting, tax, transaction, and customer-service purposes, but we do not retain the customer photos themselves merely because those records must be kept.

7. After the print-ready file is deleted

After the 12-month retention period—or earlier if the customer requests deletion—Keepsake Colour may be unable to reproduce or modify the original book. Any later request may require the customer to upload the photos again and begin a new order.

8. Contact us