Privacy policy

Privacy Policy

Last updated: 18 October 2026.

In short:

If you preview but do not order, we delete your upload after 24 hours – or after 30 days if you asked us to email you a link back to that preview. If you order, it is deleted once your print file is made, and never later than 30 days after upload.
Your file, your route and your proof image never go to Meta or any other advertising provider. Meta does receive store activity and contact details for ad measurement – see Cookies and ads.
Questions or requests about your data: privacy@gettraceform.com.

This policy explains how we handle your personal data, including the activity file or screenshot you upload. Because that upload describes where and how you moved, we treat it as sensitive; the retention section below says exactly how long we keep it.

Who is responsible (data controller)

AREION QUANTUM, s.r.o., a company incorporated in the Czech Republic, operating the Traceform brand, is the controller of your personal data.

Privacy contact: privacy@gettraceform.com
Registered office: Chvalská 718/10, Hloubětín, 198 00 Praha 9, Czech Republic
Company ID (IČO): 19621809
Registered in the Commercial Register kept by the Municipal Court in Prague, Section C, Insert 389344

Because we are established in the EU, we apply the EU General Data Protection Regulation (GDPR) to our processing, in addition to the US state-law rights described below.

What we collect

Order and contact data: your name, email, shipping address, and payment status. Payment is handled by Shopify Payments and PayPal; we do not store card numbers.
Your upload, in one of two forms. You choose which:
a GPX activity file – your route, timestamps, elevation, and pacing. This is precise location and activity data. Before it leaves your device, your browser strips heart rate, cadence, power, and any other sensor data out of the file. Our server strips the same things again on arrival, in case the first pass was skipped or failed.
a photo or screenshot of an activity summary card – for example the share card an activity app generates. From it we trace the shape of your route and read the distance, moving time, and pace printed on the card. To find those three numbers our reader has to read every line of text on the card, and the activity name is one of them: it is read, discarded in the same pass, never printed on your artwork, and never stored. We cannot strip anything out of an image before you send it, so the picture reaches us exactly as you took it. If your screenshot happens to show your name, your profile picture, an app logo, or anything else on screen, that is stored with it until the file is deleted on the schedule below. Crop it first if you would rather not send that.
A second read by an AI model, when ours fails. If our reader cannot read the numbers on your card, and we have this second read switched on, we send the picture to an AI model run by Anthropic and ask it for the four things printed on the card: distance, unit, moving time and pace. We send the whole picture, with everything visible in it (see above), and nothing else – not your email address or your IP address. We keep the numbers only if they check each other (distance times pace has to come to the moving time), and a person on our team checks your proof before anything is printed.
What you write: the caption or dedication you choose to print, and any note you leave for us at the proof step.
Numbers you type in yourself. If our reader cannot read your card, you can type the distance and moving time in by hand. We draw your artwork from those numbers instead of the ones printed on the card, and they are kept with your preview and your order like any other part of it.
A photo you send us so we can make your preview by hand. If neither the card nor your typed numbers work, you can send us the photo with your email address and ask a person on our team to make your preview. We keep the photo, your email address, and the format you picked, and we use them only to make that preview, email it to you with an invoice you can pay, and answer you. Only with the box ticked that says so.
A "finish later" address, only if you ask for one. Buying as a gift without the recipient's run yet, you can ask us to email you one link back to the product page. We keep your email address, the format you picked (print or framed), and which of our ads you came from – no file, no image, nothing else – and send that one email. Only with the box ticked that says so.
An "email me this preview" address, only if you ask for one. After you have seen your preview, you can ask us to email you one link back to it, with your format and colour already set. We keep your email address, the format (print or framed), the colour you picked, and which of our ads you came from, and send that one email. So that the link opens your preview as you left it, we also keep the preview and the file you uploaded for it on our server for 30 days instead of 24 hours; the email itself carries a link, never the file or the image. Only with the box ticked that says so. We delete the address, the preview and the file after 30 days. The delete link in that email deletes the address at once and stops us keeping the preview, which is then deleted within 24 hours.
Usage data: advertising cookies, used for measurement, and recordings of how visitors move through our pages, used to find where the store is hard to use (see Cookies and ads).

Why we use it, and our legal basis

Purpose	Legal basis (GDPR Art. 6)
Generate your preview and produce, ship, and support your order	Performance of your contract
Have an AI model read the numbers on a card our own reader could not read	Performance of your contract – it is how we make the preview you asked for
Keep an order record for tax and accounting	Legal obligation
Prevent fraud and secure the store	Legitimate interests
Measure our advertising	Consent – and see Cookies and ads, which states plainly that we do not currently operate a consent banner to collect it
See where visitors get stuck on our pages (site analytics)	Consent – on the same terms as advertising measurement, see Cookies and ads
Send marketing	Consent, which you can withdraw at any time
Email you the one "finish later" or "email me this preview" link you asked for, and keep the preview it opens	Consent – the box you tick; the link in that email deletes your address at once and that preview within 24 hours
Make your preview by hand when you ask us to, and send it to you with an invoice	Steps you asked us to take before entering a contract
Keep an encrypted copy of every uploaded photo for 30 days, to find out why our reader fails on real cards and fix it	Legitimate interests – making sure the next customer's card reads; you can object, see How long we keep it

How we handle your upload

Your upload is used only to create your artwork and keep an order record. We do not sell it.

We never send your uploaded file, its coordinates, or your proof image to our advertising providers. The events that do reach them are listed in full under Cookies and ads, and no part of your route or your artwork is among them.
We do not currently take orders for delivery to Washington State, because Washington's My Health My Data Act may treat route and activity data as consumer health data and we have not had that reviewed. See our Shipping Policy.

Who we share it with

We share data only with the providers and services listed here:

Gelato – to produce and ship your print.
Shopify – store platform and payments.
PayPal – payment processing.
Meta – advertising measurement. Meta receives the events described under Cookies and ads, together with your name, email address, phone number, and location, so that it can match them to your Meta account. It does not receive your upload, your route, or your proof image.
Microsoft (Clarity) – site analytics. Clarity records how visitors use our pages – clicks, taps, scrolling, the pages viewed, and the device and browser – so that we can watch where people get stuck. Text typed into forms is masked before it leaves your browser, and we mask the upload and preview area of the product page, so your file, your route and your preview are not in what Clarity receives. Microsoft processes this data under its own Clarity terms and privacy statement.
Our hosting provider – a single server in North America runs the preview and proof service, so your upload and the images made from it are stored there while we work on your order.
Backblaze – the encrypted off-site copy described under retention.
OpenStreetMap Foundation – map geography. If you choose the colourway that prints the streets and water under your route, we ask two OpenStreetMap services for that geography. What leaves us is a rectangle of coordinates – drawn around your route when you upload a GPX file, and around the district your card's own map labels point at when you upload a photo – and, for a photo, those labels themselves. Your file, your route itself, your name, your address, and your proof image are not among them. The request goes from our server rather than from your browser, so your IP address is never seen by them.
Anthropic – only for a card our reader could not read, and only while we have the second read switched on. Anthropic receives the whole picture, with everything visible in it, and nothing else; it returns the numbers printed on it, and under its commercial terms does not use it to train its models.

Data-processing agreements and international-transfer safeguards with each provider are confirmed before public launch. OpenStreetMap is the exception, and deliberately so: it is a public data service we send a query to, not a provider processing your data on our instructions, so there is no agreement of that kind to sign – which is why we tell you plainly above what the query contains.

International transfers

Your data is processed outside the European Economic Area: our server is in North America and several of our providers are in the United States. Those transfers rely on an approved safeguard – the EU Standard Contractual Clauses, or an adequacy decision covering the destination country.

How long we keep it (retention)

Abandoned previews – if you upload a file to preview but do not order, we delete the preview and the uploaded file after 24 hours. Three exceptions follow: a preview you asked us to email you a link to, a preview we made for you by hand, and the encrypted copy of uploaded photos.
A preview you asked us to email you a link to – the preview and the file it was made from are kept 30 days so the link can open it, then deleted; after you use the delete link in that email, they are deleted within 24 hours.
A preview we made by hand – kept 7 days so you have time to pay the invoice, then deleted if unpaid. Your request for it (the photo, your email address and the format) is deleted 30 days after you sent it.
Encrypted copy of uploaded photos – every photo uploaded for a preview, whether it read or not, is stored encrypted for 30 days so we can study the cards our reader fails on, then deleted automatically. A GPX file is not part of it. The copy is stored without your email address, your IP address, or anything else that ties it to you, which means we cannot find your photo in it if you ask; it is deleted within 30 days either way.
Your uploaded file or photo – deleted as soon as your final print file is produced, or on refund or cancellation, whichever comes first, and in every case no later than 30 days after upload.
On your own device – once a preview has rendered, your browser keeps that file and your three choices (finish, format, and whether the print is a gift) in its own storage, so the page can bring the preview back if your phone reloads it while you are in another app – for example while you fetch a screenshot from Strava. We cannot see this copy. If the page brings your preview back, the file is sent to us again to rebuild it, under the same rules as any upload. It is deleted when you press Buy, or when you choose a different file; 24 hours after its first preview it is no longer used, and it is deleted the next time you open our product page. Clearing this site's data in your browser deletes it at once. A file you choose on our home page is passed to the product page the same way and deleted as soon as that page opens it.
A "finish later" or "email me this preview" address – deleted 30 days after you asked, whether or not you came back, or at once if you use the delete link in the email (a kept preview then goes within 24 hours). We then keep only a one-way fingerprint of the address (a hash, from which the address cannot be read back) so we never email it about this again.
Derived images – your preview and proof images, and any note you write at the proof step, are kept up to 90 days for reprint and support, then deleted.
Encrypted off-site copy – once you have paid, an encrypted copy of your order, including your upload, is written to backup storage so a server failure cannot lose your order. This copy is deliberately immutable: we cannot delete it early, not even on request. It expires on the storage provider's schedule, about a month after it is written.
Order records (name, address, amounts, and the caption you chose) are kept for as long as Czech accounting and tax law requires us to keep the invoice they belong to.

Your rights

Under GDPR you can request access, rectification, erasure, restriction, objection, and portability, and you can withdraw consent at any time without affecting prior processing. You can also lodge a complaint with the Czech supervisory authority (Úřad pro ochranu osobních údajů, ÚOOÚ) or your local authority.

Under US state law (for example California residents), you can request access, correction, and deletion, and opt out of the sale or sharing of personal data for cross-context targeted advertising.

To exercise any right, email privacy@gettraceform.com. A person reads that inbox and answers it. To have a request for a hand-made preview deleted early, write from the email address you gave us with it; we find the request by that address and delete it.

Cookies and ads

We use cookies and Meta advertising pixels to measure our advertising. Two separate things report to Meta and they do not send the same amount, so each is described on its own below.

Our own preview pixel sends a fixed list, and your upload is not on it. It carries which print style and variant you looked at, whether the digital add-on was selected, which upload source you used, whether a step succeeded or failed and why, how long a render took, a rough size bucket for the file, whether you retried, whether you marked the print as for yourself or as a gift, which race course you previewed and whether you entered a finish time for it, whether you opened the store in an app's in-app browser, Safari, or another browser, and a one-way fingerprint of the uploaded file (a short code computed from it, so the same file uploaded twice is counted once; the file cannot be rebuilt from it). Nothing in that list identifies you, and no part of your route, your photo, or your proof reaches Meta through it. That list is what we put on the event. Because these events go through the same Meta pixel as the store integration described next, Meta can attach the matching details described there to them as well.

The Meta store integration sends more. We run it at its maximum data-sharing level, the highest of the three levels it offers. At that level your name, email address, phone number, and location are shared with Meta together with your activity in the store, so that Meta can match it to your Meta account. When you complete an order, Shopify also sends that purchase to Meta from its own servers instead of from your browser, so the sale is recorded even if your browser blocks the pixel. This level also enrolls the store in new advertising technology as Meta releases it, so the way Meta uses this data to match and measure can change without a change on our side.

Microsoft Clarity records how the store is used. A Clarity script on our pages records clicks, taps, scrolling and the pages you view, and sets its own cookies so that the pages of one visit can be joined into one recording. Form fields, and the upload and preview area of the product page, are masked in the recording. We use it only to see where the store is hard to use, not for advertising.

We do not currently operate a cookie banner, and we do not act on browser Do-Not-Track or Global Privacy Control signals. The pixel and the Clarity script are set when you open the store. To stop advertising and analytics cookies, use your browser's cookie controls, or your ad settings with Meta.

Children

Our store is not directed to children, and we do not knowingly collect data from anyone under 18.

Changes to this policy

We may update this policy. The effective date is shown at the top.

Contact

Data controller: AREION QUANTUM, s.r.o. – privacy@gettraceform.com.