Your Privacy | Portraits in Metal

Who is responsible

The sole trader identified in our Terms & Conditions is responsible for the personal information described here. Contact us about your information using these details:

info@portraitsinmetal.com 07464 843841Made in the UK

UK sole trader. Not VAT registered.

Your photograph and request

We use the contact details, photograph, wording, preferences and messages you provide to prepare your requested proof and quote. If you order, we also handle the approved design, order and payment references, delivery information and correspondence needed to fulfil and support the order. Your name, email and a usable photograph are needed for a portrait request; wording and material preferences are optional.

Please provide only photographs and information you have permission to use. Avoid including unrelated personal or sensitive information. A request does not give us permission to publish your photograph or artwork in our gallery or advertising; we would ask separately.

Why we use your information

We use your information to take the steps you request before an order and to fulfil an order you place. We keep necessary transaction records to meet legal record-keeping obligations. We rely on our legitimate interests in operating and protecting the service, resolving enquiries and disputes, preparing portraits of people whose photographs are supplied by a customer, and seeking service feedback. We consider the privacy of the people concerned and do not use portraits to identify people or infer sensitive characteristics.

Private files and artwork preparation

Supabase holds request records, photographs and proof files in private storage. Uploaded photographs are decoded and saved without their original camera or location metadata. Proof pages use private, expiring links. Anyone holding your link can view your proof, so please keep it private.

We record the first and most recent time a design page is viewed to help support your proof request. These records are linked to the design, not a browser profile, and do not use advertising cookies. A recorded view does not confirm who opened the link.

Eligible requests can start automated artwork preparation. The selected photograph and relevant instructions are sent to Google’s Gemini service, and our studio tools trace the portrait and compose the plaque. Our operator checks and approves each proof before it is sent to you. You then review the design and decide whether to order; submitting a request does not place an order or authorise payment.

OVHcloud hosts our private studio automation and working files. We use a private Telegram chat to review plaque previews, wording, specifications, prices and the email address the proof will be sent to. OpenAI helps our studio interpret written design feedback. These working copies and review messages are included when we review information for retention or removal.

Providers and payments

Vercel hosts the application, Supabase stores private records and files, and Resend delivers service emails. Stripe processes payments; this website does not store your payment-card details. Production and delivery providers receive the information needed to make and deliver the agreed plaque.

These providers can process information outside the UK, including in the United States. Resend stores email content and delivery records in the United States. The providers’ linked data-protection terms describe their international safeguards, including standard contractual clauses, the UK Addendum and recognised data-transfer frameworks where applicable. Contact us for information about the safeguards relevant to your request.

Review invitations

After delivery, we may provide Trustpilot with your name, email address and order reference for an invitation to give an honest review. We do not include your photograph, inscription, proof files, payment details or delivery address in that invitation data. Leaving a review is optional. You can contact us to object to this use.

Trustpilot processes reviews under its reviewer privacy policy.

Optional sketch follow-up

You can choose to receive one follow-up email from Portraits in Metal, around three days after your preview, about changes to your sketch and viewing different finishes and display options. This is optional: leaving the box unticked does not affect your sketch request or order. We record the email address, date and wording of your permission separately from your photograph permission. This does not subscribe you to an ongoing mailing list. You can withdraw this permission at any time by emailing info@portraitsinmetal.com or replying to an email from us. Necessary updates about your request or order are separate.

Keeping and removing information

We review photographs, unused artwork and enquiry details when a request is closed and remove information we no longer need. We keep records necessary to complete an order, handle outstanding enquiries or disputes, and meet applicable record-keeping duties. The period depends on the purpose and any unresolved issue.

Incomplete uploads are cleaned up after their upload window expires. Removal of completed requests, artwork and order information involves a review of private files, working copies and necessary business records; it is not automatic deletion of every copy on a fixed day. Contact us to ask what is held for your request or to request removal. We assess requests individually and explain if a record still needs to be kept.

Your rights

Depending on the circumstances, you can ask to access or correct your information, request deletion or restriction, and obtain a portable copy of information covered by that right. You can object to processing based on legitimate interests, including review invitations. Contact us using the details above. You can also complain to the Information Commissioner’s Office.

Using the website

Fonts are served with this website. Only after you accept analytics, PostHog and Google Analytics help us understand visits and improve the sketch request journey. PostHog records page categories, campaign tags, device type, approximate country and region, and steps such as requesting a sketch, approving a proof and completing payment. We do not send your name, email, inscription, photographs, payment details, IP address or private proof link to PostHog. Session recording is disabled. Anonymous analytics browser identifiers last up to 90 days; visit sessions expire after 30 minutes of inactivity. Our attribution and retry records are removed after 90 days. Declining analytics does not affect your request. You can change or withdraw analytics using Cookie settings on this page; this stops future collection and pending analytics events. Previously recorded events are not automatically erased by withdrawal.

After you accept optional advertising cookies, we use the Meta pixel on our free-sketch and free-proof pages, and the OpenAI pixel on public storefront pages, to measure page visits and successful sketch requests. These services receive browser and visit information. We do not include photographs, inscriptions or request IDs in advertising event data, or contact details in Meta events. Private proof and administration pages are excluded from these installations.

OpenAI uses first-party cookies to recognise an ad click and browser across visits. Its automatic advanced matching can also use supported contact information entered into website forms, such as your name and email address. It normalises and hashes those details in your browser before sending them; it does not send the raw name or email address for this matching. OpenAI requests a 30-day lifetime for its ad-click cookie and 365 days for its browser-reference cookie. Browser settings may shorten those periods. Change or withdraw your advertising-cookie choice using Cookie settings on this Privacy page.

The private studio uses a sign-in cookie; payment providers may use information needed to secure checkout.

If the request form offers a downloadable draft instead of submission, your draft and photograph stay in your browser and are not sent to us.

Notice updated 12 October 2026.

Your privacy.