Privacy Policy

1. Controller and contact

Colvuni Limited, company number 17554112, 99 Trowley Hill Road, St. Albans, United Kingdom, AL3 8DL. Contact: support@colvuni.com.

Colvuni Limited is the controller for the platform’s collection, marketplace and administration data. Send privacy requests to support@colvuni.com. Colvuni is registered with the Information Commissioner’s Office (ICO). Stripe, carriers and sign-in providers may act independently for parts of their own services.

2. Information we use

Account information includes private name, email, date of birth, sign-in identity, permanent public username and verification status. Google or Apple sign-in shares the information authorised by that provider; we do not receive your provider password. Email registration uses Firebase Authentication.

Collection information includes sets, exact items and variants, quantities, conditions, private photographs, notes, purchase details, storage locations, needs and Most Wanted choices. Private notes and purchase history are not included in generated share images. A share image can disclose the wanted items you chose; you control where it is sent.

Marketplace information includes listings and public sale photographs, questions, offers, bundles, orders, allocations, prices, fees, payment references, shipping labels and tracking, delivery contacts, disputes, evidence, refunds and seller outcomes. Shipping contacts include name, phone, address and county. Marketplace age checks use your saved date of birth. Seller checks also use relevant business or tax/identity information when required. National Insurance or other tax identifiers are private and are not public profile fields.

Security and operational information includes authentication and provider logs, IP/device information made available by service providers, permission and notification settings, support actions, account restrictions and limited activity and AI diagnostic records. We do not collect your typed text or browsing history through the collector activity counter.

Most information comes from you. We also receive necessary information from transaction counterparties, sign-in and payment providers, carriers and people reporting a problem. Required delivery or eligibility information is needed to provide that service; if it is missing, checkout or selling may not be available. Optional photos and marketing permission are not required for manual collection tracking.

3. Purposes and lawful bases

Contract: registering and securing your account, maintaining requested collections, processing purchases and sales, messaging, delivery, payment reconciliation and support. Some steps are necessary before entering a contract. Legal obligation: applicable company accounting, tax/platform reporting, lawful disclosure and regulatory requirements.

Legitimate interests: protecting users and the marketplace, preventing misuse and fraud, investigating reports, moderating listings, keeping service and audit records, resolving claims and measuring basic service usage. We assess necessity, impact and safeguards; you may object. Criminal-offence allegations require an additional lawful condition and safeguards, not just a general reference to legitimate interests.

Consent: optional photo identification by AI and any optional marketing or non-essential device tracking introduced with a consent choice. Refusal of optional AI does not stop manual collection entry or ordinary buying and selling. Withdrawal stops future optional processing, not processing already lawfully performed. Consent is not used to justify necessary payment or fraud checks.

4. Who sees what

Public users can see your username, public listings, sale photographs and the seller score displayed with the account. Other parties to an order receive the information necessary to complete it. Delivery contacts are disclosed only where needed for fulfilment, returns or support. They must not be used for unsolicited contact or marketing.

Authorised Colvuni administrators can access relevant account, transaction and case information, including order-linked message history and dispute evidence, to support users and investigate issues. Access is restricted by role and sensitive actions are audited. Private collection photographs remain owner-only in ordinary browsing; a specific approved public submission, listing or support process has its own stated audience.

Suppliers include Google/Firebase for authentication, database, hosting, storage and messaging; Stripe for payment and Connect services when activated; Royal Mail and enabled delivery partners for labels and delivery; and OpenAI for opted-in identification and configured sale-photo checks. Resend is our designated supplier for transactional email. An enabled supplier receives only the information needed for its role. We do not sell your private collection or contact data to advertisers.

5. AI and photographs

Optional identification sends the chosen resized photo, relevant crops and catalogue context to OpenAI after your opt-in. Review the separate AI photo notice before choosing. Avoid people, addresses, ID documents and sensitive information in the frame. A later confirmation can save the prepared photo into your private gallery. Recognition is a suggestion, not authentication.

Sale-photo screening is a separate fraud-prevention and listing-quality process. It can check visible watermarks, reused-advert cues and available metadata. It cannot prove ownership, authenticity, a capture date or whether damage was created by AI. A flagged photo may need human review. It is not an automatic finding of fraud.

Colvuni sends these API requests with response storage disabled. This does not eliminate the provider’s security or abuse-monitoring retention. OpenAI’s published API terms describe no training by default and abuse-monitoring retention normally up to 30 days, with exceptions. We do not claim zero data retention or UK-only AI processing. We do not authorise optional provider training of your uploaded photos.

6. Overseas processing and safeguards

Our Firestore database is in London (europe-west2). Our current photo/file bucket is in the United States (US-EAST1), and backend services run in both UK and US regions. Authentication, support, payments, email and AI suppliers may process information in other countries. A UK database does not mean all information stays in the UK.

Before a restricted transfer is used for the relevant service, Colvuni must document a valid UK transfer mechanism: adequacy where applicable, or appropriate contractual safeguards such as the UK IDTA or UK Addendum with a transfer assessment and any needed supplementary measures. Any reliance on a UK–US framework must be checked against the recipient’s current covered certification. Optional AI consent does not replace these safeguards.

Contact support@colvuni.com for information about the transfer mechanism applicable to a supplier and a copy or summary of relevant safeguards, with confidential details removed where necessary.

7. Retention and deletion

We keep account and collection data while the account is used, unless you delete the relevant data or ask for closure, subject to lawful retention. Account closure does not erase necessary order, payment, tax, fraud-investigation or dispute evidence. We separate public access from records retained for a limited purpose.

Necessary financial, tax and transaction evidence is retained for six years from the end of the relevant accounting period, or longer where a specific legal requirement or unresolved claim requires it. AI consent evidence is retained as needed to demonstrate the permission given and investigate relevant requests; diagnostic records are retained only as needed for service quality, security and resolving problems. We assess the purpose, sensitivity, applicable legal duties and outstanding claims when deciding whether a record remains necessary. Identifiable collector-activity records are cleaned on a 90-day basis. Contact support@colvuni.com for information about a particular record or to request deletion.

Daily Firestore backups currently retain seven days. Deletions may remain in protected backups until those expire; a restoration must reapply relevant deletion requests. Supplier security logs and legally retained payment records follow the applicable supplier role and legal duties. A documented legal hold can extend a limited record’s retention and must be reviewed.

8. Rights and complaints

You can ask for access, correction, deletion, restriction or, where applicable, portability of your personal data, object to legitimate-interest processing and withdraw consent. Use support@colvuni.com. We may need proportionate identity verification and normally respond within one month, subject to lawful extensions and exceptions. There is no in-app bulk account export feature; this does not remove statutory data rights.

Tell us if you disagree with a restriction or a fraud assessment; a human can review relevant evidence. We do not describe automated photo suggestions or preliminary flags as a decision that conclusively establishes fraud. Where disclosure could prejudice a lawful investigation or another person’s rights, information may be restricted only as law permits.

You may complain to the UK Information Commissioner at ico.org.uk or the competent authority where applicable. Please contact us first if you would like us to resolve a concern; you do not have to do so before using your legal rights.

9. Changes and children

Collectors aged 13–17 may use collection tracking. Under-13 collections are managed through a parent’s own account; children under 13 must not register directly. Buying, selling, offers and marketplace messaging remain for eligible adults. We apply high privacy to children’s collection use and do not treat a collection-age declaration as verified adult status.

Optional AI and other consent-based features are available only where the applicable age and capacity requirements can be met. A child’s tick box does not replace required parental permission. We explain material privacy changes and seek fresh consent where a changed optional purpose requires it.

Official information

• ICO privacy rights
• Google privacy information
• Stripe Privacy Policy
• OpenAI API data controls
• Royal Mail privacy information
• Resend Privacy Policy