Privacy Notice

Last updated: 11 September 2026

Williation Technologies Ltd operates OurGroupCard and is responsible for the personal information it processes to run the platform. Contact us through the privacy contact form or the contact details on our Company Information page. An organiser acting for an employer or other organisation may have separate data-protection responsibilities for collecting and sharing information on its card.

Information we process and where it comes from

• Account details you provide: email address, display name, password hash, role, account status and verification records. We do not store your password as readable text.
• Card information supplied by organisers and contributors: recipient and organiser names, messages, drawn signatures, images, audio, selected designs, dates and sharing links. Uploaded files can contain personal information and embedded metadata.
• Invitation information supplied by organisers: names, email addresses, optional phone numbers and records of opening or signing a personal invitation. Recipients may therefore be mentioned before visiting the service.
• Technical and security information: IP addresses, request and server logs, session identifiers, browser language, approximate IP-based country, rate-limit records and verification-token records.
• Operational activity records: successful sign-ins, card creation/signing/sealing, media changes, card-email sends, feedback submissions and administrator account actions. These identify account IDs, actors, card IDs, event types and times; they do not capture keystrokes, browsing history, message contents or extra IP addresses.
• Contact requests, complaints, feedback and records of the terms version accepted with a submission. We keep a version and timestamp; this feature does not add fingerprinting or collect an extra acceptance IP address.

For paid plans, Stripe processes your payment and receives your account email. We store Stripe customer, checkout and subscription references, payment status, paid-through dates and unused card purchases. Licence changes and card/guest usage records help us apply plan limits and resolve billing queries. Subscription updates are sent to our subscriptions mailbox. We retain billing and quota records separately from card content; deleting a card does not erase its usage record.

Purposes and lawful bases

We use account and card information to perform our agreement with users who request the service. For people named or invited by an organiser who are not parties to that agreement, we rely on legitimate interests in operating the requested group-card service, subject to their rights and reasonable expectations. We use legitimate interests for proportionate security, abuse prevention, troubleshooting, responding to reports and establishing or defending legal claims. We use legal obligation where retention or disclosure is required by law. Where consent is legally required, it must be obtained separately and can be withdrawn without affecting earlier lawful processing; agreeing to Terms is not blanket privacy consent.

Do not submit unnecessary sensitive information. An uploader must have the necessary authority and legal conditions to share others' information. That responsibility does not remove our own obligations. Contact us if you are named on a card you did not expect or you believe information should be removed.

Who can see information

Organisers manage their cards and invitation lists. Contributors and recipients with a card link can view the content made available on it. Links can be forwarded, and viewers can save or copy content. Uploaded images and media are not a confidential storage service. Administrators can access information needed to operate the service, provide support and investigate reports.

We use hosting/storage and configured email providers to operate the website and deliver messages. Our application uses Google Fonts, which causes the browser to connect to Google; if configured, Google reCAPTCHA processes browser/request data for bot protection. IP-based language detection may send your public IP to country.is unless disabled by the operator. A country lookup cache is used; the local cache normally expires after 24 hours. Our built-in wording suggestions use local text fragments, not an external AI service.

We may disclose relevant information to professional advisers, authorities or affected parties where necessary and lawful to handle a claim, protect people or comply with a legal requirement. The application does not sell card content or include advertising tracking.

Locations and transfers

Hosting and email arrangements are identified in the Company Information page when supplied by the operator. Google and other external providers may process information outside your country. Where UK transfer rules apply, we must ensure an applicable lawful transfer mechanism, such as adequacy regulations or approved contractual safeguards. Ask us for the relevant recipient and transfer details; this notice does not certify a provider's location or a transfer arrangement that has not been verified.

How long information is kept

The activity viewer shows the last 90 days of operational events. Older event records are deleted when the next event is recorded. This is separate from card content and agreement records.

Cards and uploads are kept while they remain available through the service; this version does not automatically expire or delete them after the delivery date. You can request deletion. We assess retention against the continuing card/account purpose, security needs, unresolved reports and applicable legal obligations. Some contributions concern more than one person, so we consider others' rights when resolving deletion requests.

Account records are kept while the account is used and, where necessary, for handling closure, complaints or legal obligations. Minimal agreement and dispute evidence may be retained for the applicable legal-claim period. Technical/security logs and backups follow the operator's configured retention arrangements; ask us for details. A deletion request can require manual removal of uploads and cached or backup copies. We do not promise immediate erasure from every backup, and cannot delete copies already obtained by other viewers.

Your rights

Depending on the processing and applicable law, you may request access, correction, erasure, restriction or portability, object to legitimate-interest processing, and withdraw consent where used. Rights are not absolute. We may need proportionate evidence of identity or authority to protect other people; do not send identity documents unless requested through an appropriate channel. We will respond within the applicable legal time limit, normally one month for a UK data-rights request, subject to lawful extensions and exceptions.

You may complain to the Information Commissioner's Office, or another competent supervisory authority where applicable. You do not have to use our internal complaints process first.

Children and changes

Submission and account features are for adults aged 18 or over under our Terms. That rule does not mean children cannot receive links or appear in uploads, or that we have verified every age. Contact us about a child's information or safety concern. We will update this notice when processing changes and provide further information where required.