This Privacy Policy explains how Boardwok LLC d/b/a With A Trace collects, uses, shares, and retains personal information in connection with withatrace.com, commission requests, customer accounts, communications, payments, creative work, manufacturing, and delivery.
1. Who we are
The service is operated by Boardwok LLC d/b/a With A Trace, based in Dallas, Texas, USA.
Privacy questions or requests may be sent to hello@withatrace.com.
2. Information we collect
Depending on how you use the service, we may collect:
- your name, partner's name, email address, phone number, wedding date, location, and shipping information;
- commission preferences, quantity, edition, notes, stories, creative direction, and questionnaire responses;
- photographs, reference images, names, dates, likenesses, and other materials you choose to provide;
- account, order, approval, proof-version, production, support, and communication records;
- payment-related identifiers and transaction information from our payment processor, such as payment status, card brand, and last four digits; we do not intentionally collect or store full card numbers ourselves;
- device, browser, IP address, page-view, referral, cookie, and similar website usage information when analytics or advertising technologies are enabled; and
- records needed to document consent, portfolio permission, customer approvals, refunds, or disputes.
We do not ask for Social Security numbers or financial-account passwords.
3. Why we use information
We use personal information to:
- review and respond to commission requests;
- determine schedule and production feasibility;
- save an authorized payment method and process authorized charges;
- create, revise, proof, manufacture, and deliver commissioned work;
- communicate about the commission, payment, production, shipping, or support;
- prevent fraud, protect the service, and maintain business records;
- improve our website, customer experience, and internal operations;
- measure public-site performance or advertising when those tools are enabled;
- comply with legal, tax, accounting, and regulatory obligations; and
- use commissioned work publicly only when the customer has separately given the relevant portfolio or marketing permission.
4. Payment processing
We use a third-party payment processor, currently Stripe, to collect and store payment credentials and process charges.
A commission request may involve saving a payment method without charging the design fee immediately. Payment authorization is governed by the separate Payment Authorization.
We do not intentionally store complete payment-card numbers on our own systems.
5. Creative technology and AI-assisted tools
Our creative process may use professional design software and AI-assisted creative technology.
At MVP, we may use OpenAI image-generation services as part of concept development, image generation, transformation, or refinement. Depending on the creative task, information provided to that service may include an uploaded reference image, visual description, or limited commission context needed to perform the requested creative work.
We aim to limit what we provide to creative service providers to what is reasonably necessary for the task. We do not intentionally provide payment credentials to creative AI services.
The use of an AI-assisted tool does not give that provider permission from us to publicly market a customer's private wedding materials. Provider processing, retention, security, and contractual terms may differ from ours and are governed by the provider's applicable terms.
6. Other service providers
We may share information with service providers that help us operate the business, including:
- hosting, cloud infrastructure, databases, and security providers;
- payment processors;
- email and transactional communication providers;
- professional design and creative technology providers;
- independent designers or contractors working under our direction;
- manufacturers and printers;
- shipping carriers and logistics providers;
- analytics and website-performance providers; and
- advertising platforms for limited public-site measurement or advertising activity.
We provide service providers only the information reasonably needed for their role.
Our manufacturer generally receives final artwork, order specifications, delivery information, and other fulfillment data it needs. We do not intentionally provide the full relationship questionnaire to a printer when it is not needed for production.
7. Analytics, session replay, and advertising
We may use analytics or advertising technologies, including tools such as PostHog or Meta technologies, on public website pages.
We do not intend to send private commission photos, free-form relationship stories, payment credentials, or customer-portal content to advertising platforms.
Private commission forms, upload areas, payment interfaces, and customer portals should not be treated as advertising-content sources. If session-replay technology is used, we aim to restrict it to appropriate public experiences and use masking or exclusion controls for private or sensitive inputs.
Browser settings, consent tools, or platform controls may provide additional choices depending on the technology in use.
8. Marketing communications
Commission, payment, shipping, account, and support messages are transactional communications.
Providing your phone number does not by itself consent to marketing text messages.
At MVP, submission of a commission request is not treated as consent to promotional email or SMS. If we later offer marketing communications, we will use an appropriate opt-in or other lawful basis and provide required opt-out controls.
9. Photographs, likenesses, and children
The service is intended for adult purchasers.
A customer may provide photographs or other materials depicting other people only when the customer has appropriate authority for the requested use.
If a customer provides an image of a child, the customer represents that the customer is the parent or legal guardian or otherwise has appropriate authority.
We do not knowingly solicit personal information directly from children under 13.
10. Portfolio privacy
Commissioned materials are private by default for public marketing purposes.
We do not treat the purchase itself as permission to publish personalized card artwork, supplied personal photographs, names, stories, or wedding photographs.
If you separately opt in to portfolio or marketing use, the permission will identify the material or category of material covered. Declining permission does not affect your price or service.
If you later withdraw permission, we will stop new uses within our control and make reasonable efforts to remove existing digital uses we control, subject to practical limits such as material already printed, distributed, cached, or reposted by others.
11. Sale of personal information
We do not sell private commission photographs, stories, or other customer-submitted creative content for money.
We also do not sell sensitive personal data as a business model.
Some privacy laws use broad definitions of "sale," "sharing," or "targeted advertising" that may include certain advertising technologies even when no money changes hands. Where applicable, we will provide required notices or choices.
12. Data retention
We retain information only as long as reasonably necessary for the purposes described in this Policy, including completing the commission, supporting reorders or disputes, meeting legal and accounting obligations, and protecting the business and customer.
As a working practice:
- raw creative inputs and relationship-story materials are generally removed from active project use after the commission is completed or closed when they are no longer needed;
- paid unfinished work may be retained long enough to support the restart period described in our Terms;
- final artwork and approval records may be retained in a restricted archive for approximately 24 months for support, production history, or reorders;
- website analytics or session data may be kept for shorter operational periods; and
- payment, tax, accounting, consent, contract, and dispute records may be kept longer where reasonably necessary or legally required.
Backups and third-party provider retention may not disappear immediately when information is removed from active systems.
13. Security
We use reasonable administrative, technical, and organizational measures appropriate to a small online creative business.
No system can be guaranteed to be completely secure. We use third-party payment processing rather than intentionally storing complete payment-card numbers ourselves.
14. Your requests and choices
You may contact us to request access to, correction of, or deletion of personal information associated with your commission, or to ask how it is being used.
We will honor rights required by applicable law and may accommodate other reasonable requests when practical. We may need to verify your identity and may retain information that we are legally required or reasonably entitled to keep, such as transaction, tax, fraud-prevention, contract, or dispute records.
Texas privacy law generally exempts businesses that qualify as small businesses under the federal Small Business Administration standard from many of its requirements, while still imposing certain restrictions relating to the sale of sensitive data. We nevertheless aim to provide reasonable privacy-request handling as a business practice.
15. U.S. processing
With A Trace is based in the United States, and information may be processed or stored in the United States by us and our service providers.
We do not offer a standard international privacy addendum at MVP. If we expressly accept a commission that creates additional legal requirements, we may provide supplemental terms or decline the commission.
16. Changes to this Policy
We may update this Policy as our tools, practices, or legal requirements change.
A revised policy applies prospectively unless applicable law requires otherwise. We will update the effective date when we materially revise the Policy.
17. Contact
Boardwok LLC d/b/a With A Trace
Dallas, Texas, USA
Email: hello@withatrace.com
Website: withatrace.com