Privacy Notice

Who we are

needlewarden.com is operated by Thomas Ingalls, doing business as Needle Warden. We are the data controller for the personal data described here. Contact us at info@needlewarden.com.

What we collect and why

• Account data — email address, sign-in credentials (stored hashed) or Google sign-in identifier, and display name. Used to create and secure your account. Legal basis: performance of our contract with you.
• Collection data — the records, grades, shelves and notes you save. Used to provide the service. Legal basis: contract.
• Search and scan data — searches you run and photos or barcodes you submit for identification. Photos are sent to our image-recognition provider for identification and are not retained afterwards. Legal basis: contract.
• Support messages — anything you send through the contact form. Used to answer you. Legal basis: legitimate interests.
• Usage and technical data — pages viewed, referring site, approximate location, device and browser type, IP address, and error logs. Used to keep the site secure and to improve it. Legal basis: legitimate interests.
• Membership status — plan, status and renewal date, received from our payment provider. Used to unlock your shelves. Legal basis: contract.

We do not see or store your card details. Payment information is collected and processed by our payment provider, Stripe.

Who we share data with

• Stripe — our payment provider, for the sale of membership, subscription management, payments, invoicing and tax handling.
• Hosting, database and email providers — to run the site, store your shelves and send account emails.
• Catalog and recognition providers — Discogs for catalog lookups, and an AI provider for identifying sleeve photos.
• Analytics — aggregate visit statistics for the site.
• Professional advisers and authorities — where legally required.

We do not sell personal data.

International transfers

Our providers may process data in the United States and elsewhere. Where data leaves the UK or EEA, transfers rely on adequacy decisions or standard contractual clauses.

How long we keep it

Account and collection data is kept while your account is open, and for up to 30 days after you ask us to close it, so the data can be recovered or exported. Support messages are kept for up to two years. Billing records are kept as long as tax law requires. Anything no longer needed is deleted or anonymised.

Your rights

You can ask us to access, correct, delete, export or restrict use of your personal data, object to processing based on legitimate interests, or withdraw consent where we rely on it. Write to info@needlewarden.com and we’ll respond within one month. UK and EEA residents may also complain to their local supervisory authority.

Security

Data is encrypted in transit, passwords are stored hashed, and access to your shelves is restricted to your own account by database-level rules. Passwords known to have appeared in public breaches are rejected at sign-up.

Cookies

We use essential cookies and browser storage to keep you signed in and to remember recent searches on your device. Checkout uses cookies set by Stripe to complete a purchase securely. We use privacy-friendly aggregate analytics that do not build advertising profiles. You can clear or block cookies in your browser, though sign-in will stop working if essential cookies are blocked.