The legal entity name, registration number, registered address and definitive retention schedule must be added before KoiFrame accepts live payments.
1. Who is responsible
KoiFrame is the service responsible for the processing described on this page. KoiFrame operates from the Netherlands. Privacy questions and requests can be sent to support@koiframe.com.
2. Information we process
- Contact and account information, such as your name and email address.
- Order, invoice and payment status information. Stripe processes your payment details; KoiFrame does not receive your complete card number.
- The koi videos, images, instructions and logos you choose to upload.
- Finished portraits, review requests and communications with support.
- Limited technical and security information needed to operate and protect the service.
3. Why we use it
We use information to create and deliver portraits, manage accounts and portrait credits, process payments, send order notifications, answer support requests, prevent misuse and meet legal or accounting obligations.
Depending on the activity, processing is necessary to perform our agreement with you, comply with law, protect legitimate operational and security interests, or act on consent where consent is required.
4. Service providers
We only share information where needed with providers that support hosting, storage, payment processing, transactional email, security, customer support and AI-assisted image processing. They may only use the information for the agreed service and must protect it appropriately.
5. Your koi videos and portraits
Your uploads are used to fulfil your order and handle any applicable review request. They are not published, sold or used in public marketing without your explicit permission. Source files are retained only as long as needed for processing and the stated review period. The definitive periods will be shown before purchase.
6. International processing
Some service providers may process information outside the European Economic Area. Where required, KoiFrame uses recognised safeguards such as adequacy decisions or standard contractual clauses.
7. Retention and security
We keep information only for the period needed for the purpose for which it was collected, including account availability, support, fraud prevention and statutory bookkeeping. We use access controls and technical and organisational safeguards designed to protect your information.
8. Your rights
Depending on applicable law, you can request access, correction, deletion, restriction, portability or object to certain processing. You may also withdraw consent where processing relies on consent. We may ask you to verify your identity before completing a request.
You can also lodge a complaint with the Dutch Data Protection Authority or your local supervisory authority.
9. Changes
We may update this policy when the service or legal requirements change. The current version and its update date will always be published here.