Your privacy at Quiet Promise

Controller and contact

Who operates Quiet Promise

Simon Aitman trading as Quiet Promise is the data controller responsible for Quiet Promise.

Privacy and support email: support@quietpromise.co.uk

Business and contact address: 65a Midland Road, Wellingborough, NN8 1HF

How the service works

Privacy and release safeguards

• Quiet Promise uses personal information only where it is needed to provide, protect and administer the service or meet a legal obligation.
• Private information is considered for release only after the account holder's passing, following a request and manual review.
• Approved access is read-only, temporary and limited to the exact categories and items the account holder permitted for that Trusted Contact.
• Subscription and billing information remains separate from release approval, account deletion and Trusted Contact access.

Personal information

Information Quiet Promise may use

Quiet Promise collects and uses only the information needed to provide the service, protect accounts, support manual verification and operate controlled release safely.

Stripe-hosted billing is used for subscription payments. Payment communications and renewal reminders are service messages, not marketing. Payment and subscription status remains separate from release decisions, account deletion and recipient access.

Private media

Photos, short videos and Voice Notes

Quiet Promise supports private media upload, recording and permission-limited viewing. Contract is used for the media service requested by the account holder, legitimate interests support necessary protection and release controls, and explicit consent is requested where an account holder chooses to include their own special-category information.

What is stored

• Supported JPEG, PNG and WebP images, MP4 and QuickTime or MOV short videos, and approved M4A, MP4 AAC-LC or MP3 Voice Notes are stored privately. Original filenames are not used in private storage paths.
• Image previews and video posters are recreated to remove embedded metadata. A private original file may still contain metadata, so remove location or device details before uploading if you do not want Quiet Promise to store them.
• Quiet Promise does not use private media for facial recognition, profiling, advertising, transcription, speech recognition, AI voice analysis, voice cloning or other automated inference.
• Microphone access is requested only when an account holder deliberately chooses to record a Voice Note, and it stops when recording finishes.
• Account holders, Trusted Contacts, requesters and recipients must be adults for the current service.
• Each upload requires the account holder to confirm age, authority to upload the content, acceptable use and whether their own special-category information is included.

Who can see it

• There is no public gallery or permanent public media link. Owner and authorised-recipient viewing links expire after 60 seconds.
• A recipient needs the exact item permission, a manually approved release and a valid, unexpired and unrevoked recipient session.
• Removing permission, revoking a recipient session or deleting an item prevents new recipient access.

Deletion, recovery and service limits

• Private media is kept while the account is active or until the account holder deletes it, unless a proportionate legal, dispute, fraud, security, audit or active-release hold requires temporary retention.
• When media is deleted, Quiet Promise removes the private storage objects before removing active records and permissions. A minimal record without the media content may be kept to prevent deleted files being restored accidentally.
• Quiet Promise is not a guaranteed permanent archive. Account holders should keep their own originals of important media.
• Private media is not sent to a third-party malware-scanning or automated content-moderation service. Quiet Promise instead uses format checks, private quarantine, upload limits, rate limits and incident handling.

Website technology

Analytics, cookies and browser storage

Vercel Web Analytics

• Quiet Promise uses Vercel Web Analytics on a limited, reviewed set of pages to understand how people find the website and move through the public, signup and payment journeys.
• Account, admin, authentication-completion, cancellation, Vault, private media, release-request, recipient, review and other protected routes are not sent to Web Analytics.
• Before an approved page-view event is sent, Quiet Promise removes the URL fragment and every query parameter except the standard UTM campaign fields used to measure acquisition.
• Vercel states that Web Analytics does not use cookies and provides aggregated statistics that are not designed to identify or re-identify individual visitors.
• Depending on the page view, analytics information may include the page path, time, referring page, approved UTM campaign fields, approximate location, device type, operating system and browser.
• Quiet Promise does not intentionally send names, email addresses, form answers, Vault contents, wishes, private media, release information or payment details to Web Analytics.
• Quiet Promise does not use advertising trackers, marketing pixels, heatmaps or session replay.

Essential browser storage

• Supabase authentication may keep the signed-in session in browser storage so an account holder can remain signed in.
• An approved recipient journey may keep its temporary session credential in local browser storage.
• Signup completion and interrupted media-upload recovery may use session storage.
• The protected administration area uses a secure authentication cookie.
• These technologies provide and protect requested service functions. They are not used for advertising or cross-site behavioural tracking.

Purpose and lawful basis

Why we use personal information

Quiet Promise identifies a purpose and lawful basis for each use of personal information. Consent is not bundled into the ordinary service contract. Legitimate interests are used only where the use is considered necessary and proportionate, with appropriate safeguards.

• Contract — to create and authenticate an account, provide the requested account, funeral-wishes, Vault and media functions, and administer an activated annual subscription where that processing is necessary to provide the service.
• Legitimate interests — to hold Trusted Contact records and ordinary third-party information supplied by an account holder; receive and match release requests; support manual verification and controlled recipient access; protect the service through security, audit, rate limiting, fraud prevention and incident response; provide proportionate support; and understand aggregate use of approved website pages. These interests are assessed against the effect on the people involved and are subject to safeguards.
• Legal obligation — to handle applicable data-protection rights and keep records required by law, including relevant accounting and tax records when payments are processed.
• Explicit consent — where an account holder chooses to include their own special-category information in supported funeral-wishes or media features. This is separate, specific and withdrawable, and sits alongside the relevant UK GDPR Article 6 basis.

Information sources

Information we receive from other people

Most account information comes directly from the person using the relevant Quiet Promise journey. Some information is provided by another person or generated while the service is being provided.

• An account holder may provide a Trusted Contact's name, email address, relationship and permissions. Quiet Promise sends the Trusted Contact a neutral privacy-information email after they are added. That message grants no access and reveals no private account-holder content.
• A Trusted Contact or requester supplies their own email address and the account-holder email address when requesting a release review.
• An approved recipient supplies access information when exchanging a one-time release code and using the protected recipient journey.
• Service providers may generate necessary authentication, hosting, email-delivery, analytics, billing, security and technical records while providing their services to Quiet Promise.

Recipients and providers

Who we share information with

Quiet Promise shares information only where it is needed to provide or protect the service, complete an approved release, meet a legal requirement or use the providers described below.

• Supabase — authentication, database services and private file storage.
• Resend — transactional and essential service-email delivery, including neutral privacy information sent to a newly added Trusted Contact.
• Vercel — application and API hosting, server-side processing needed for certain service functions, and limited Web Analytics on approved pages.
• Stripe — subscription payment, invoice, refund and dispute processing.
• Google Fonts — browser-loaded typography. Loading the configured fonts causes the browser to contact Google and provide request information that can include the visitor's IP address, the requested Google URL, browser and operating-system information, and the referring page. Google states that the Google Fonts Web API does not set or log cookies and does not use Google Fonts information to create end-user profiles or for targeted advertising.
• An approved recipient — only the information the account holder permitted for that person, after manual release approval and while a valid protected recipient session exists.
• Legal or regulatory recipients — only the minimum information required by law or proportionately needed to establish, exercise or defend legal rights or protect the service.

Quiet Promise does not sell personal information and does not share it for third-party advertising.

Providing information

Information you need to provide

• Some information is required to create and operate an account, authenticate the account holder, provide a requested function, protect the service or administer a subscription. Without it, Quiet Promise may be unable to provide that part of the service.
• Wishes, notes and private media are optional. Account holders decide whether to add them, subject to the service's content, authority and special-category boundaries.
• Trusted Contacts, requesters and recipients must provide the minimum information needed for the relevant protected request or access journey. Without it, Quiet Promise cannot safely match, review or provide that journey.

Human decisions

Automated decision-making

Quiet Promise does not use solely automated decision-making to approve a release request, confirm an account holder's passing or release private information. A release requires a requester action, manual verification, administration approval, a protected access exchange and permission enforcement.

A request does not change the account holder's billing. Once a passing has been confirmed manually, stopping future automatic renewal is handled separately. That action does not release information, grant access, delete the account or override the account holder's permissions.

Quiet Promise does not use personal information for behavioural profiling, facial recognition or automated eligibility decisions.

International data

International transfers

Quiet Promise's primary Supabase project data is hosted in West Europe (London), United Kingdom. Supabase provides authentication, database services and private file storage.

Other carefully selected providers perform limited roles: Vercel hosts the website and API routes and runs server-side processing needed for certain service functions, as well as approved website analytics. Resend delivers essential service emails, Stripe processes subscription payments, and Google Fonts supplies the website typography. These providers do not all receive the same information. Each receives only the information needed for its role.

Some limited technical, email, billing or support processing by these providers or their subprocessors may take place outside the UK. This does not make the information public. Providers must protect the information they process and are subject to their contractual duties and applicable data-protection law.

Where UK personal information is processed internationally, Quiet Promise uses the protection required by UK data-protection law. This may include a UK adequacy regulation or approved contractual and organisational safeguards, depending on the provider and processing.

To ask for further information or an available copy or summary of the relevant safeguards, email support@quietpromise.co.uk.

Retention

How long we keep information

Quiet Promise keeps personal information only for as long as it is needed for the service purpose, legal obligations, security, accountability or another identified lawful reason.

• Account and ordinary core-service information is kept while the account is active. After account closure, ordinary account and service data is deleted or anonymised within 12 months unless a proportionate active-release, legal, dispute, fraud, security or audit reason requires longer retention.
• Private photos, short videos and Voice Notes are kept while the account is active or until the account holder deletes them. Targeted deletion removes the private storage objects before active records and permissions.
• Recipient sessions may be retained for up to 12 months where appropriate for security and audit. Support messages and ordinary administration or security records may be retained for up to 24 months unless an active issue requires longer.
• Approved or released requests and the minimum decision records are retained for up to six years from the latest final outcome. They are reviewed annually and deleted or anonymised earlier where identification is no longer justified.
• Rejected, duplicate or abandoned requests where no access was issued are retained for up to 24 months unless a specific active reason requires longer.
• Quiet Promise does not accept identity evidence or evidence confirming a passing through the current online release workflow. If a copy has to be received through a separately approved secure route, it is deleted promptly and no later than 30 days after the final decision unless a specific dispute, fraud, safeguarding, security, legal or regulatory hold remains necessary. Any such hold is reviewed every 30 days.
• When a payment or subscription has been processed, minimum accounting, tax, refund, dispute and fraud-prevention records may need to be kept after cancellation or account deletion.
• Deleted information may remain temporarily in provider backups under the applicable backup and recovery arrangements. It must not be returned to active use unless restoration is necessary and lawful, and deletion controls must be reconciled after recovery.

Service boundary

Use Quiet Promise for its intended purpose

Quiet Promise is not an emergency, legal, financial, medical, counselling, safeguarding, funeral, probate or estate service. Use the available features for their intended purposes and keep formal or urgent matters with the appropriate professional or public service.

Add sensitive information only to the Quiet Promise feature designed to protect it and only where the current service permits that type of information.

Your rights and contact

Privacy requests and complaints

Your rights depend on the information involved, why Quiet Promise is using it and the applicable lawful basis. Quiet Promise may need enough information to verify identity, authority and the scope of a request before acting on it.

• Ask for access to personal information where the right applies.
• Ask for inaccurate or incomplete information to be corrected.
• Ask for deletion or restriction where the relevant legal conditions are met.
• Request data portability where the right applies to the processing.
• Withdraw consent at any time where processing relies on consent. Withdrawal does not affect processing that was lawful before consent was withdrawn.

Applicable rights requests are handled without undue delay and ordinarily within one month after Quiet Promise has what it reasonably needs to verify and understand the request. If the law allows more time for a complex or multiple request, Quiet Promise will explain this within the initial response period.

To make a privacy request or data-protection complaint, email support@quietpromise.co.uk. Complaints are acknowledged within 30 days and investigated and answered without undue delay.

You also have the right to complain to the Information Commissioner's Office, the UK data-protection regulator. You can use the ICO's official complaints service.

Keeping this notice current

Changes to this privacy notice

Quiet Promise reviews this notice regularly and updates it when the service or its use of personal information changes. The date at the top shows when it was last updated.

If a change materially affects how personal information is used, Quiet Promise will explain the change before the new use begins and notify affected people where appropriate.