Version 1.1 | 22 October 2026

This policy explains how we use personal information when you manage, visit or contribute to a Memory Grove memorial. It covers the Memory Grove platform; purchases through our Shopify shop are also covered by the shop privacy policy.

1 Who we are

Grey Blossom Ltd is responsible for the personal information we use to run Memory Grove (the data controller). Contact us at help@greyblossom.com or Grey Blossom Ltd, 47 Albert Road, Dundee, Scotland DD5 1AY.

2 What we collect

Guardian accounts: your name and email address, order number and product purchased come from Shopify checkout. You set your password when activating your account. Memory Grove does not receive your billing address or payment details from Shopify. We need account details to provide and manage your access.

Memorials and contributions: text, photos, videos, documents, comments and the names people submit. These may contain information about the person remembered and other people. Information will come from a Guardian or contributor rather than directly from the person concerned. Visitors can contribute without an account; the only required contributor detail is a name.

Contact and technical information: information you send when asking for help, reporting content or exercising your rights, and connection information needed to deliver the website and protect access.

3 What other people can see

Memorials are public by default. Public content, including contributor names, can be seen and copied by visitors and may appear in search engines. A Guardian can choose password protection or hide the memorial. Hidden memorials are visible only to the Guardian through the normal memorial view. The Guardian controls contributions and comments. Guardian account names and email addresses are kept private.

Choose carefully what you share. Obtain permission before posting private or sensitive information about a living person, and clear parental or guardian permission for a child. Sensitive information includes health, appearance, personal beliefs, life experiences and similar personal matters. Where we rely on consent to process sensitive information about a living person, it must be explicit and cover that use. Contact us if information about you has been shared without permission.

4 Children

You must be 18 or older to be a Guardian or submit a contribution or comment. Memorials may be about children, but please avoid sharing unnecessary identifying or private information about them. Only ever create a Memory Grove about a child with explicit approval from their parent or legal guardian.

5 Why we use information

We use Guardian account and order information to provide the purchased service and send necessary invitations and account updates. Our legal basis is performing our contract with you, or our legitimate interest in delivering a memorial bought for or transferred to you when you are not the purchaser.

We rely on legitimate interests to host and display memorial contributions, support users, manage permissions, investigate reports and protect the service. Those interests are providing a useful, safe memorial service while respecting the rights of the people involved. We also use information when required by law. Where we rely on consent, including explicit consent for sensitive information, you can withdraw it by contacting us; withdrawal does not affect earlier lawful use.

We use Memory Grove emails to run the service, not to send marketing. We will not use memorial content in marketing without explicit permission.

6 Who helps us provide Memory Grove

Cloudways hosts the platform and uploaded files on a UK server. Zapier and Klaviyo handle information needed for service emails, such as Guardian contact and invitation details; memorial photos, stories and contributions are not sent to them for this purpose. Authorised members of our team can access information where needed to operate, support or protect the service.

Some service providers may process information outside the UK. Where this happens, we require a lawful transfer arrangement, such as UK adequacy recognition or approved contractual safeguards. Contact us for details of the arrangements applicable to your information and how to obtain a copy of relevant safeguards. We may also disclose information where required by law or necessary to handle a legal claim.

7 Cookies and tracking

Memory Grove currently has no analytics or advertising tracking tools. Cookies or similar browser storage needed for functions such as signing in or controlling access may be used to provide those functions. Browser settings let you manage cookies, although blocking essential storage may prevent parts of the service working. The Grey Blossom website shop has its own cookie arrangements.

8 How long we keep information

We keep memorial content and the account information needed to manage it while the memorial remains hosted. Lifetime hosting does not mean every related record is kept forever. Support, security and administrative records are kept only as long as needed for their purpose, legal obligations or resolving disputes. Relevant factors include whether an account or issue is still active and whether a record is needed for a legal claim.

Contact us to request deletion of a memorial, account or particular personal information. We may need to verify your identity and consider other people's rights. Removal from the live service does not necessarily remove backup copies immediately. Any retained copies remain protected and are kept only as long as needed for recovery or a legal reason.

9 Your rights and questions

Depending on the circumstances, you can ask to access, correct or erase your information, restrict its use, or receive a portable copy. You can object to processing based on legitimate interests. These rights also apply if somebody else posted information about you. Email help@greyblossom.com; we normally respond within one month, subject to lawful extensions.

You can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. We welcome the opportunity to help first. We will update this policy when our practices change and bring significant changes to your attention.