Privacy Policy

Effective Date: 02 August 2025

At Flamecraft & Soultrace — a registered sub-brand of Sisuvalo Oy — privacy is not just a duty; it is an act of trust, safeguarded with fire, care, and unwavering respect. This Privacy Policy outlines how we collect, protect, and honor your personal data whenever you engage with our services.

🔒 Data Controller

The responsible data controller is Sisuvalo Oy, operating under the brand Flamecraft & Soultrace and headquartered in Pello, Finland. All legal and company details can be found in our Imprint. Every piece of information you entrust to us is handled with the same precision and soulfulness that define our craft.

📋 Data We Collect

Depending on how you interact with our website and services, we may collect and process the following categories of personal data:

• Identity and contact details (name, shipping and billing address, email, phone number)
• Account data (login information, social login ID, order history)
• Order and contract data (products ordered, pricing, delivery information, transaction timestamps)
• Payment-related data (processed via Stripe, Klarna and related services – we do not store full card details on our servers)
• Uploaded content (photos, texts, designs, videos and configuration details you submit for customized products via WooCommerce, Fancy Product Designer and, in the future, Chamevo)
• Communication data (emails, contact form messages, support requests)
• Technical data (IP address, device identifiers, browser type and version, operating system, referrer URL, time of access, basic usage data)
• Cookie and consent data (your choices in the Complianz cookie banner, timestamp of consent, selected categories)

🎯 Purpose of Data Collection

We process your data for carefully defined purposes:

• To process and fulfill your orders with excellence
• To create personalized products from your uploads and configurations
• To provide secure customer accounts, login and social login functionality
• To ensure the technical stability, security and performance of our website
• To provide direct support and respond to your inquiries
• To safeguard access to Eternal Memory digital content
• To analyze website traffic and usage patterns (via Google Analytics 4) and to improve our services
• To run online advertising campaigns and measure conversions (via Google Ads), only where a corresponding consent has been given
• To comply with legal obligations, in particular accounting and tax regulations.

⚖️ Legal Bases for Processing (GDPR)

We process your personal data based on the following legal bases under the GDPR:

• Art. 6(1)(b) GDPR – Performance of a contract: For order processing, product customization, customer accounts and Eternal Memory access.
• Art. 6(1)(c) GDPR – Legal obligation: For statutory retention duties under tax and commercial law.
• Art. 6(1)(a) GDPR – Consent: For non-essential cookies, analytics, marketing (e.g. Google Analytics / Google Ads) and social login, where you actively agree via the cookie banner or settings.
• Art. 6(1)(f) GDPR – Legitimate interests: For security, fraud prevention, technical log files and a basic analysis of website performance in a privacy-conscious way.

🍪 Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enrich your experience and enhance security. When you first visit our site, a cookie banner powered by Complianz will ask for your consent to different categories of cookies (e.g. Functional, Preferences, Statistics, Marketing).

Your choices are stored so that we can respect them on future visits. You can adjust or withdraw your consent at any time via the cookie settings at the bottom of the website or in your browser settings. For detailed information about each cookie type and provider, please refer to our separate Cookie Policy.

We use Google Analytics 4 and related tools in a privacy-aware way:

• Google Analytics 4 (GA4) – to understand how users interact with our website. IP addresses are shortened (IP anonymization) where technically possible, and we do not use GA4 to identify individual users.
• Google Ads & Conversion Tracking – to measure the effectiveness of ads and to optimize our campaigns. These cookies are only set with your explicit consent via the cookie banner.
• Functional cookies – required for essential operations such as login, shopping cart, checkout, language settings and saving your product configurations in Fancy Product Designer.

🧩 Product Personalization & Uploads

A core part of our work is the creation of highly personalized products. For this purpose, we process the content you upload via WooCommerce, Fancy Product Designer and, in the future, Chamevo. This may include photos, texts, symbols and other creative elements.

We use this data exclusively to design, manufacture and deliver your ordered products and, where applicable, to provide digital Eternal Memory content. We do not use your creative materials for other purposes without your explicit consent.

🔗 Trusted Third-Party Services

We collaborate with carefully selected third-party providers, who process data either as our processors or as independent controllers:

• WooCommerce – Online store platform for managing products, orders and checkout.
• Stripe – Payment processing for card payments and digital wallets (e.g. Google Pay); certain payment options such as Klarna may also be offered via Stripe.
• Klarna – Separate payment service provider for specific payment methods; Klarna processes your data under its own privacy terms.
• Google Analytics 4 & Google Ads – Website performance analysis and online advertising (Google Ireland Limited).
• Complianz – Cookie consent management tool.
• Nextend Social Login – Plugin enabling login via Google and Facebook.
• Icedrive.net – External storage provider for Eternal Memory hosting.
• Further service providers (e.g. hosting, security and backup services) as necessary to operate our website in a secure and reliable manner.

📂 Eternal Memory Hosting

Uploaded materials for Eternal Memory products are securely hosted on Icedrive.net. Customers access their memories through QR codes engraved onto plaques or products. While Flamecraft & Soultrace commits to maintaining Eternal Memories for the company's active lifetime, we also actively explore technical and contractual options to ensure long-term or lifetime hosting wherever possible.

💳 Payment Security

Payments on our website are processed via secure third-party providers such as Stripe and Klarna. Depending on the method selected, these providers may handle card details, bank account numbers or wallet information (e.g. Google Pay).

We do not store full payment card data on our servers. All sensitive information is transmitted directly to the payment providers using industry-standard encryption (TLS/SSL) and handled in accordance with PCI-DSS and comparable security standards.

📥 Contact Forms and Direct Communication

Information submitted through contact forms or via email (such as name, email address, order number and message content) is used solely to handle your request, provide support or follow up on your order. We treat your messages as confidential and do not disclose them to third parties unless required by law or necessary to fulfill your request.

🔐 Social Login via Google & Facebook

To make your experience smoother, we offer the option to sign in via Google or Facebook using the trusted plugin Nextend Social Login. When you choose to log in using one of these providers, your name, email address and public profile image may be transmitted to us in accordance with your social media settings.

These authentication services are provided by:

• Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA
• Meta Platforms Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

These providers may place cookies during the login process and process your data under their own privacy terms. We do not receive access to your login credentials and only store the data necessary to provide a secure and personalized experience on our site.

You can manage or revoke access at any time through your Google or Facebook account settings.

For more information, please refer to the Google Privacy Policy and the Facebook Privacy Policy.

🛒 Guest Checkout

You may purchase products as a guest without creating a permanent account. All guest data is treated in full compliance with this Privacy Policy and is processed primarily for order fulfillment, payment processing and legal retention purposes.

📧 Email Communication (No Newsletter Spam)

We currently do not operate a recurring newsletter. However, we may send you emails in the context of:

• Order confirmations, shipping updates and important information regarding your purchase
• Responses to your inquiries or support requests
• Legally required notices or updates to our terms and policies

Should we introduce a newsletter in the future, we will ask for your explicit consent and provide clear unsubscribe options in every email.

🛡️ Your GDPR Rights

Under the General Data Protection Regulation (GDPR), you have the following rights:

• To request access to the data we hold about you
• To request correction of inaccurate or incomplete data
• To request deletion of your data (“right to be forgotten”), where legally possible
• To restrict or object to certain types of processing
• To request data portability to another provider
• To withdraw consent at any time, without affecting the lawfulness of processing before withdrawal

To exercise your rights, please contact us using the details provided in the Imprint or via the contact information on this website. You also have the right to lodge a complaint with your local data protection authority.

🕒 Data Retention

We retain personal data only as long as necessary to fulfill our services, comply with legal obligations or resolve disputes. This typically includes:

• Order and invoice data: statutory retention periods under Finnish tax and commercial law
• Account data: for the duration of the customer relationship, or until you request deletion
• Technical logs: for a limited period required for security, troubleshooting and abuse prevention
• Uploaded content for Eternal Memory: as long as the product and the associated service are actively provided and supported by us

After these periods, data is securely deleted or anonymized wherever possible.

🔐 Data Security Measures

Our platform is protected by SSL/TLS encryption and fortified with organizational and technical safeguards to prevent unauthorized access, alteration or loss of your data. Access to personal data is limited to those employees and service providers who require it to perform their tasks and are bound by confidentiality obligations.

🚫 Data Sharing and Confidentiality

We do not sell, lease or trade your personal data. Information is shared only with necessary service providers (such as payment processors, hosting and logistics partners) who act under strict contractual obligations and only process data on our behalf or as required to perform their own regulated services.

🛠️ Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in technology, legislation or our services. Substantial changes will be clearly communicated through an announcement on this page, with an updated effective date.

⚖️ Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of Finland. Any disputes arising from this policy shall be settled exclusively in Lapin käräjäoikeus (Lapland District Court), Finland.

Thank you for placing your trust in Flamecraft & Soultrace.
We work with care, soul, and fire.