What we keep about you, and why

This notice explains what personal information we collect when you deal with Dear Motive, why we collect it, how long we keep it, who else handles it, and the rights you have. We’ve kept it plain, and we only collect what we genuinely need to send you a game and run a small business.

Who we are

Aceman Software Solutions Ltd, trading as Dear Motive, 8 Holtdale Grove, Leeds, LS16 7RZ. Company no. 12928098. Contact: hello@dearmotive.com. Aceman Software Solutions Ltd is the data controller for the information described here — that means we decide what’s collected and why, and we’re responsible for looking after it.

What we collect, why, and our lawful basis

Under the UK GDPR we need a lawful basis for each use of your information. Here is each category, in order:

Your order details — your name, email, and the postal address we deliver to. We use these to take and confirm your order, post your case, send your receipt, and deal with any problem. Lawful basis: contract (we need them to provide what you bought).
Gift details — if you’re buying a gift, the recipient’s name and address and any gift message you write. We use these only to deliver the gift and print your message. Lawful basis: contract, and our legitimate interest in fulfilling gift orders.
Payment status — whether your payment succeeded, and the record of the sale. Your card number is entered on Stripe’s own secure page and never reaches us. Lawful basis: contract for taking payment, and legal obligation for keeping the sales record for tax.
Game feedback — any ratings or comments you choose to send us about a case. We use these to improve the games and, where you’ve agreed, as a quoted review. Lawful basis: our legitimate interest in improving the game; and consent where we publish your words.
Game-night photos — only if you choose to send them. We use them as testimonials and for any reward we’ve offered, and only in the ways you agree to. Lawful basis: consent, which you can withdraw at any time.
Website use — a simple first-party count of visits that we keep on our own server, and, only if you accept cookies, Google Analytics (our own count, stored on Dear Motive’s server). This never includes your name or address. Lawful basis: consent (see “Cookies and analytics” below).

Who else handles your information

We keep your information on our own systems and use a small number of trusted service providers (“processors”) who act only on our instructions. We never sell your details or use them for anyone else’s marketing.

Stripe — takes your payment securely. Your card details go to Stripe, not to us.
Resend — sends our transactional emails, such as your receipt, dispatch note and (for the monthly plan) the renewal reminder.
Supabase — hosts the database that holds your order.
Google Analytics — counts visits, but only after you accept cookies.
Royal Mail — receives the delivery name and address so it can post your case.

Sending information outside the UK

Some of these providers — Google in particular, and possibly Stripe or Supabase depending on their server locations — may store or process information outside the UK. Where that happens, UK data protection law still has to be satisfied, through a UK “adequacy” decision for the country concerned or through approved contract terms (such as the UK International Data Transfer Agreement or Addendum) that keep your information protected to UK standards.

How long we keep it

We keep order and payment records for as long as the law requires for a sale — generally up to six years after the end of the relevant tax year, so we can meet our tax and accounting duties. We keep game feedback and photos only for as long as we still need them for the purpose you agreed to, or until you ask us to remove them. The first-party visit count is kept in a form that doesn’t identify you.

Cookies and analytics

The site works without cookies, and nothing non-essential is stored until you choose Accept. Essential items — such as remembering your cookie choice and keeping your checkout details in your own browser — don’t need consent, because the site can’t work properly without them. Google Analytics is non-essential and only loads if you accept. You can withdraw consent at any time by clearing this site’s data in your browser, and we’ll ask again on your next visit. Our cookie notice has the detail.

Your rights

You have the right to ask us to:

give you a copy of what we hold about you (a “subject access request”);
correct anything that’s wrong;
delete your information once we no longer need it for the order or the law;
restrict or object to a particular use, including where we rely on legitimate interests;
receive certain information in a portable form; and
withdraw any consent you’ve given (for photos, published quotes or analytics) — which won’t affect anything done before you withdrew it.

To use any of these, just email hello@dearmotive.com. Using your rights is free, and we’ll respond within one month.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first at hello@dearmotive.com. You can raise a complaint in writing or by email, we’ll acknowledge it within 30 days, and we’ll tell you the outcome without undue delay. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk or on 0303 123 1113 — though we’d be grateful for the chance to put things right first.

This notice is written to meet UK GDPR and the Data Protection Act 2018 as a careful plain-English baseline. It isn’t legal advice.