PRIVACY POLICY
1. Data Controller
This website and services are operated by:
Pencil Echoes
📧 pencil.echoes.info@gmail.com
Pencil Echoes acts as the data controller of your personal data.
2. What Data We Collect
We may collect the following personal data:
- Full name
- Email address
- Phone number (WhatsApp)
- Photos/images submitted for portraits
- Order details (size, preferences, notes)
3. How We Collect Data
Your data is collected when you:
- Place an order
- Contact us via email or WhatsApp
- Submit photos for a portrait
- Use the website contact form
4. Legal Basis for Processing (GDPR)
We process your data under the following legal bases:
- Contractual necessity → to create and deliver your custom portrait
- Legitimate interest → to communicate and manage orders
- Consent → for portfolio use or marketing (only if given)
5. How Your Data Is Used
Your personal data is used to:
- Process and manage your order
- Communicate with you
- Create your custom portrait
- Deliver your artwork
- Improve services
6. Photo & Artwork Usage
Your submitted images are:
- Used only for creating your portrait
- Stored securely
👉 Your artwork may be used for:
- Portfolio (website, social media)
- Marketing purposes
Only if you give permission.
You can request removal at any time.
7. Data Sharing
We do not sell or share your personal data with third parties.
Data may only be shared if necessary for:
- Payment processing
- Delivery services (if applicable)
8. Data Retention
We retain your data:
- As long as necessary to complete your order
- For a reasonable period for support or legal obligations
You may request deletion at any time.
9. Your Rights (GDPR)
Under EU law, you have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion (“right to be forgotten”)
- Restrict processing
- Object to processing
- Request data portability
To exercise your rights:
📧 pencil.echoes.info@gmail.com
10. Data Security
We take appropriate measures to protect your data:
- Secure communication channels
- Limited access to personal data
- Safe storage of images and information
11. Cookies (IMPORTANT — REQUIRED)
This website may use cookies to:
- Improve user experience
- Analyze website traffic
You will be informed and can accept or decline cookies when visiting the site.
12. Third-Party Services
We may use third-party tools for:
- Payments
- Website hosting
- Communication
These providers comply with GDPR where applicable.
13. International Data Transfers
If any data is transferred outside the EU:
- It will only be done with appropriate safeguards in place
14. Damage & Lost Package Policy
At Pencil Echoes, every artwork is carefully created and packaged to ensure it arrives safely.
However, once an order is shipped, it is handled by third-party delivery services.
This policy explains how damage or loss is handled.
1. Packaging Responsibility
All artworks are:
- Securely packaged using protective materials
- Reinforced to prevent bending or impact damage
- Checked before shipping
2. Damaged Items
If your order arrives damaged, you must:
Within 48 hours of delivery:
- Contact us at: pencil.echoes.info@gmail.com
- Provide:
- Clear photos of the damaged artwork
- Photos of the packaging
- Order details
Resolution
After verification, we may offer:
- A replacement artwork (free of charge)
- OR
- A partial or full refund, depending on the case
👉 Each case is reviewed individually.
3. Lost Packages
A package is considered lost if:
- It has not arrived within the estimated delivery window
- Tracking shows no updates for an extended period
What happens next:
- We will initiate an inquiry with the shipping provider
- You may be asked to confirm delivery details
Resolution
If the package is officially declared lost:
- A replacement may be offered
- OR
- A refund may be issued
4. Shipping Delays (Important)
Delays caused by:
- Customs processing
- Postal service disruptions
- International logistics
👉 are not considered lost packages
and do not qualify for refunds.
5. Incorrect Address
If the customer provides an incorrect or incomplete address:
- Pencil Echoes is not responsible for delivery failure
- Reshipping may require an additional fee
6. Unclaimed Packages
If a package is:
- Not collected
- Returned to sender
The customer may:
- Pay for reshipping
- OR
- Request partial refund (excluding shipping costs)
7. Custom Product Policy
All artworks are:
- Made to order
- Based on customer-provided photos
👉 Because of this:
- Standard return rights do not apply
- Issues are handled under this policy only
15. Updates to This Policy
This policy may be updated when necessary.
The latest version will always be available on this page.
16. Contact
For any privacy-related questions or requests:
