Privacy Policy

This page explains what XYZ Prints does with your personal data: what we collect, why, who else handles it, how long we keep it, and what you can ask of us.

Who is responsible

XYZ Prints is a brand of Pedro Duarte Guimarães – FOTOGRAFIA, Unipessoal, Lda., the controller of the personal data described on this page.

Tax number: 514471182
Address: Rua Ilha do Principe 3A, Armazém E, 1170-182 Lisboa, Portugal
E-mail for anything about your data: info@xyz-prints.com

The XYZ brands — XYZ Books and XYZ Prints — share one management system, run by the same small studio team. Each brand's customers, orders and files are kept apart in it, and your data is used only by the company you deal with.

What we collect, and why

When you order

Your name, e-mail address, phone number, billing and delivery addresses, your tax number if you give one, what you order, any note you add, and how and when you paid. We use them to make, deliver and invoice your order and to help you afterwards; without them we cannot take the order. The legal basis is the contract with you (GDPR, article 6(1)(b)); keeping invoices and accounting records is a legal obligation (article 6(1)(c)).

If you give a VAT number from another EU country, we check it with the European Commission's VIES service, as the VAT rules require for a sale without Portuguese VAT.

Your files

The pictures and documents you upload to be printed, with the information stored inside them — which can include the camera, the date and, if your camera recorded it, the place where a photograph was taken. We use them only to prepare, print and, if you ask, reprint your order, and to show you a preview. Basis: the contract.

If you open an account

Your e-mail address, your name and addresses, your tax number if you give one, and a password, which we keep only in a scrambled form that cannot be turned back into the password. Your account lists your orders and the files you sent us. Basis: the contract — you asked for the account.

When you ask for a quote, book a visit or write to us

Your name, e-mail address and what you tell us, with any files you send; for a visit, also your phone number and the times that suit you. We use them to answer you and to prepare the quote. Basis: steps you asked us to take before a contract (article 6(1)(b)) or, for other messages, our legitimate interest in answering the people who write to us (article 6(1)(f)).

The studio's assistants

To work faster, the studio may ask an assistant built on a language model (Claude, by Anthropic) to read a request or an e-mail and draft a reply or a quote. A person at the studio reads every draft and decides what is sent; the assistant never sends anything on its own. When it reads our mailbox it keeps a one-line summary of each conversation and its draft until 60 days after it last saw the conversation among the last 14 days of mail it reads — about 74 days after the conversation was last active, and never more than 120. When someone at the studio corrects it — rewrites a draft before sending, answers a question it asked, or judges its tone — it also keeps that draft, the reply sent or the decision taken, the sender's name and the subject, to learn from: the last 200 corrections of each mailbox, with no time limit, until the assistant is switched off for that mailbox.

To prepare invoices, receipts and credit notes in our invoicing software, the studio may also use an assistant built on Claude (Anthropic) that runs on the studio's own computer. It is given the details of the order or invoice concerned — your name, tax number, address and what you bought — and sets out the document it proposes on a review sheet in our Google account. Nothing is issued until a person at the studio has checked that sheet and confirmed it.

Orders from our trade partners

Some orders are placed with us by trade partners for their own customers. If you receive one of them, the partner is responsible for your data: we use the name, address and phone number the partner gives us only to make and deliver that order, and we do not write to you.

Payments

We receive the payment method, the amount, whether and when it was paid, and the payment provider's reference. Card payments, Apple Pay and Google Pay are handled by Stripe and PayPal payments by PayPal: you enter your card or account details with them, and we never see your full card number. For a bank transfer, we see the name and reference on the transfer. Basis: the contract.

Keeping the site safe

Our forms and the checkout look for signs of automated abuse — a hidden field a person never fills in, and a form sent faster than a person could fill it in — with no puzzle to solve and no outside service. To stop floods of requests we count them in memory — by internet address, and for a few actions by e-mail address or by booking — always under a scrambled form that cannot be turned back. Most counts are forgotten after 10 minutes, some after an hour, and the longest after 24 hours; a restart of the server forgets them all. Our hosting provider's web servers keep the usual technical logs (internet address, page requested, browser). Basis: our legitimate interest in a site that is secure and works (article 6(1)(f)).

Visitor statistics

To see how the site is used we count page views: the page and its title, how long you stayed on it, the site you came from, campaign tags in the link, your country, your language, the type of device, the browser and the operating system. Your screen's width is used only to tell the type of device, and is not kept. A visit is recognised only by a code worked out from your internet address and browser that changes every day, so we cannot follow you from one day to the next; we never store your internet address and set no cookie for this. The figures are deleted after 365 days. Basis: our legitimate interest in understanding how the site is used (article 6(1)(f)); you can object by writing to us.

Who else handles your data

Only the service providers we need, each for its own part:

PTISP (Portugal) hosts the website, the database and the files.
KeyInvoice, our invoicing software, issues invoices with your name, tax number, address and what you bought; as the law requires, invoice data is reported to the Portuguese Tax Authority (Autoridade Tributária e Aduaneira).
Stripe — card and digital wallet payments.
PayPal — PayPal payments.
The carrier that delivers your order — usually CTT – Correios de Portugal — receives the name, address and phone number on the parcel.
Our mail server (mail.xyz-prints.com) carries the e-mails you send us and those we send you, and keeps them in our mailbox.
Google keeps the review sheets of our invoicing assistant, in our Google account.
Dropbox keeps a copy of the files and documents of each order, for production and reprints, and encrypted copies of our backups.
Anthropic runs the language model behind the assistants described above: what they are asked to read — a request or an e-mail or the details of an invoice to prepare — is sent to Anthropic to be processed.

Payment providers also use payment data for their own duties, such as preventing fraud, under their own privacy notices. We do not sell your data, and we do not use it for advertising or profiling.

Outside the European Union

Most of your data stays in the European Union. Dropbox stores data in the United States; Dropbox, Inc. is certified under the EU–US Data Privacy Framework, and Dropbox also relies on the European Commission's standard contractual clauses. Anthropic processes data in the United States under the European Commission's standard contractual clauses. Google may process the review sheets outside the European Union; it relies on the EU–US Data Privacy Framework and the standard contractual clauses. Stripe and PayPal may transfer payment data outside the European Union with the safeguards described in their own privacy notices.

How long we keep it

Orders, invoices and payment records: for as long as tax and accounting law requires us to keep them — currently ten years.
A file uploaded but never put in the cart: 6 hours.
A cart that never becomes an order: deleted 48 hours after it last changed; the files you put in it, at least 72 hours after you added them, and at most 48 hours after the cart is deleted.
The files of an order that was never paid: 7 days after it was placed if it was cancelled, 60 days if it was left unpaid.
The files of every order: removed from our server 7 days after they have been safely copied to our archive, and in any case 730 days after the order; the small preview of a paid order stays with the order. The archive copy is kept so that we can reprint for you, and is deleted on request where we are not obliged to keep it.
Your account: until you ask us to close it.
Quote requests, visit requests and e-mails: with our records of the request or of the work it led to; we delete them on request where we are not obliged to keep them.
Visitor statistics: 365 days.
The assistant's summaries and drafts of our e-mail: until 60 days after it last saw the conversation among the last 14 days of mail it reads — about 74 days after the conversation was last active, and never more than 120; the corrections it learns from: the last 200 of each mailbox, until the assistant is switched off for it. The text sent to the model is deleted from our system as soon as its answer has been read.
Our conversations with the invoicing assistant: until we delete them.
Backups: encrypted, kept for about 30 days.

Your rights

You may ask us at any time:

for a copy of the data we hold about you (access), and to receive it in a file you can take elsewhere (portability);
to correct it (rectification) — the details in your account you can change yourself;
to delete it (erasure): we remove your details and your files, and keep only what the law obliges us to keep, such as invoices;
to limit what we do with it (restriction), or object to what we do on the basis of our legitimate interests (objection);
to withdraw a consent you gave, without affecting what was done before.

Write to info@xyz-prints.com. We answer within one month, and may first ask you to confirm who you are.

If you think we have not respected your rights, you can complain to the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD) — www.cnpd.pt, Av. D. Carlos I, 134, 1.º, 1200-651 Lisboa.

Decisions about you

No decision about you is made by a computer alone. An order our checks find unusual is held until a person at the studio has looked at it, and the assistants only prepare drafts.

Cookies

This site sets only the cookies it needs to work, plus Stripe's own on the cart and checkout pages when the Apple Pay or Google Pay buttons are shown. Our cookie policy lists each one.

Changes

When this policy changes, we publish the new version here with its date.

Draft — pending legal review (4 October 2026).