Privacy policy

1. Who we are

Everlasting Legacy Productions is a memorial production studio based in Windhoek, Namibia. We are the responsible party for the personal information described in this policy.

2. Information we collect

• Contact details you give us: name, email address, telephone number and town.
• Application and consultation details, including the name of the person being honoured.
• Media you or your invited contributors upload: photographs, video, audio and documents.
• Memorial content: biography text, tributes, dates and places.
• Account and security data: authentication records and administrative audit logs.
• Anonymous QR scan counts, used only to tell a family how often a plaque is visited.

3. How we use it

We use your information to produce and host the memorial you commissioned, to communicate with you, to issue invoices in Namibian dollars, and to keep the service secure. We do not sell personal information and we do not use your family media to train third-party models.

4. AI processing

When you request AI-assisted drafting, the text and notes you submit are sent to our AI provider solely to generate a draft returned to you. Drafts are never published automatically; a person in your family must review and approve every word.

5. Storage and security

Media is held in private encrypted storage that is not publicly addressable. Access is controlled by row-level security so that only the memorial owner, invited contributors and authorised studio staff can reach a file. Public memorial images are served through short-lived signed links.

6. Sharing

We share information only with processors that operate the service on our behalf: our cloud hosting, database, storage, email and AI providers. They act on our instructions and may not use your data for their own purposes.

7. Visibility of memorials

Every memorial begins private. It becomes unlisted, passcode-protected or public only when the memorial owner chooses that setting. Public memorials may be indexed by search engines.

8. Retention

Memorial content and media are retained for as long as the memorial is active, because permanence is the purpose of the service. Applications and consultation records that do not become projects are deleted after 24 months.

9. Your rights

You may request access to, correction of, or deletion of your personal information, and you may export all media associated with your memorial. Write tous through the contact page and we will respond within 30 days.

10. Children

Accounts are for adults. Memorials may include information about children who have died, submitted by their family, which we treat with additional care and never make public without written instruction.

11. Contact

Everlasting Legacy Productions, Aries Street, Dorado Park, Windhoek, Namibia. See our contact page.