Privacy Policy

Last Updated: 24 May 2026

1. Introduction

At ReplayMemoriesSA, we understand that the photos, videos, and voice notes you share with us are more than just data—they are precious memories. We are committed to protecting your privacy and ensuring that your personal information is handled with the utmost care, security, and full compliance with the Protection of Personal Information Act (POPIA) of South Africa.

2. Information We Collect

To create your personalised keepsakes and manage your account, we collect the following information:

• Account & Contact Details: Your name, email address, phone number, delivery address, account password (encrypted), and any text details you provide for your custom design.
• Personal Media: Photos, video clips, and voice recordings that you upload for inclusion in your physical product and digital gallery.
• Product Reviews: Text, ratings, or media you voluntarily submit when leaving a verified product review.
• Payment Information: Processed entirely through secure, third-party payment gateways. We do not store or see your full credit card or banking details on our servers.

3. How We Use Your Information

We use your data strictly for the following purposes:

• Production: To print, design, and embed your media into your chosen keepsake.
• Digital Hosting: To host your private digital gallery linked to your unique QR code.
• Account Management & Reviews: To verify your login details and validate authentic customer product reviews.
• Communication: To update you on your order status, send digital design proofs, or clarify personalisation details.
• Delivery: To ensure your physical keepsakes reach the correct doorstep via our courier partners.

4. Data Retention and Digital Gallery Availability

• Storage of Your Media: When you upload photos, video clips, and voice notes for your interactive keepsake, this media is securely stored on our private servers to populate your dedicated digital gallery.
• Retention Period & “Lifetime” Hosting: We retain and host your digital media bundle at no recurring cost to you. While this service is provided as a “lifetime” link with no subscription fees, “lifetime” is defined as the operational lifespan of the ReplayMemoriesSA platform.
• Service Commitment: ReplayMemoriesSA guarantees that your digital gallery will remain securely hosted and accessible for a minimum period of 5 (five) years from the date of your order. Beyond this 5-year period, data retention and gallery hosting will continue indefinitely for as long as ReplayMemoriesSA remains commercially and operationally active as a service provider.
• Business Transitions: In the unlikely event that ReplayMemoriesSA permanently closes or ceases operations, users will be notified via their registered email address where possible, and the company will make reasonable efforts to allow you a window to download your original digital media files before any permanent data deletion takes place.

5. Production Files vs. Hosting Files

We make a strict distinction between “working files” and “hosting files”:

• Working Files: High-resolution raw uploads and project design drafts are permanently deleted within 30 days of order fulfilment to protect your privacy.
• Final Media: Only the final, optimised video, audio, and photo files linked to your QR code are kept in our secure server environment for long-term digital gallery access.

6. User Accounts and Product Reviews

To ensure the integrity of our platform and protect our community, the following rules apply to user accounts and reviews:

• Logged-In Users Only: Visitors cannot leave anonymous comments or public reviews. You must register an account and be securely logged in to submit a product review.
• Review Data: When you leave a review, we collect the data shown in the review form, along with your verified account username, to display your feedback publicly on the product page.
• Spam & Security: To protect our platform, logged-in interactions, IP addresses, and browser user agent strings may be processed through automated spam and security detection services.

7. Cookies

We use cookies to streamline your experience on our website:

• Account Login Cookies: When you visit our login page, a temporary cookie is set to determine if your browser accepts cookies. It contains no personal data and is discarded when you close your browser.
• Session Persistence: When you log in, we set up cookies to save your login info and screen display choices. Login cookies last for two days, and screen configuration cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. Logging out removes these cookies immediately.
• Review Convenience: If you are logged in and preparing to leave a product review, temporary session cookies ensure your form data is held correctly while processing.

8. Third-Party Sharing

We do not sell, trade, or rent your personal information or private media to third parties. We only share essential data with trusted service providers to run our business:

• Couriers: Necessary logistics details (name, phone number, and physical address) to deliver your parcel.
• Payment Processors: Securely facilitating your financial transaction at checkout.

9. Security Measures

We implement strict technical and organizational security measures to protect your data, including encrypted file transfers (SSL/TLS) and restricted access to our production workstations. Only staff directly involved in the design, printing, and digital assembly of your keepsake have access to your media files.

Our digital galleries are private links intended only for you and anyone you choose to share your physical QR code with; they are hidden from public search engine indexing.

10. Your Rights (POPIA Compliance)

In accordance with South African privacy laws, you have the right to:

• Request access to the personal information we hold about you.
• Request the correction, updating, or permanent deletion of your account or digital gallery.
• Object to the processing of your personal details for any unsolicited marketing.

11. Contact Us

If you have any questions regarding this Privacy Policy, your user account, or how your precious memories are secured and handled, please contact us at: info@replaymemoriessa.co.za.