Privacy Policy

The Provenance Space

Last updated: 26/02/2026

 

(1) Overview

This Privacy Policy explains how The Provenance Space collects, uses, shares, and protects information when you:

  • visit our website,

  • submit an item through our intake form,

  • purchase our digital products/services, or

  • contact us by email or other channels.

We provide digital services including:

  • Identification, Valuation & Market Context Report (service), and

  • Pre-Sale Documentation Template Kit (digital download).

By using our website or services, you agree to the practices described in this Privacy Policy.

2) Information we collect

We collect information in three main ways: (a) information you provide, (b) information collected automatically, and (c) information from payment/fulfillment partners.

A) Information you provide

When you fill out our intake form, place an order, or contact us, you may provide:

  • Contact details: name, email address, phone number (if provided)

  • Item submission details: item description, category, measurements, materials, condition notes, location (city/country), and any documentation you upload or reference

  • Photos/files: images of your item, marks/signatures/labels, condition issues, receipts or provenance notes (if provided)

  • Communication content: messages you send us, and our replies

Important: Please do not upload sensitive personal information (e.g., government IDs, medical information, or financial account details) as part of an item submission.

B) Information collected automatically (website usage)

When you browse our site, we may automatically collect:

  • Device and browser data: browser type, device type, operating system

  • Usage data: pages viewed, links clicked, time spent on pages, referring/exit pages

  • Technical data: IP address (or a partial/anonymized version depending on settings), language, approximate region

C) Payment and delivery-related information

When you pay an invoice or purchase a digital product, our payment processor may provide us with limited details such as:

  • payer name and email,

  • billing country,

  • payment status (paid/unpaid),

  • transaction reference/receipt details.

We do not receive or store your full card number. Payment details are handled by the payment processor.

3) How we use your information

We use the information we collect to:

A) Provide and manage our services

  • Review your intake submission

  • Prepare and deliver your report (digital delivery by email and/or link)

  • Provide the Template Kit download (if applicable)

  • Send invoices and confirm payments

  • Provide customer support and respond to inquiries

B) Improve quality and prevent misuse

  • Troubleshoot issues and improve website performance

  • Maintain security, prevent fraud, and enforce our policies

C) Communications

  • Send service messages (e.g., invoice emails, missing-info requests, delivery notifications)

  • Send important policy updates (when necessary)

Optional marketing: If you join our mailing list (if offered), we may send occasional updates. You can opt out at any time using the unsubscribe link (or by emailing us).

4) AI-assisted processing (for intake submissions)

To speed up research and produce consistent reports, we may use AI-assisted tools to:

  • extract key details from your intake text (e.g., dimensions, materials, maker/marks keywords),

  • analyze item photos for visible features (e.g., object type, stylistic cues, legible text on labels), and

  • generate structured research notes that help us complete your report.

What this means: Your submitted text and images may be processed by third-party technology providers acting as our service providers. We aim to minimize the data shared and use it only for providing the service.

5) Cookies and similar technologies

We may use cookies and similar technologies to:

  • keep the website functioning properly,

  • remember user preferences,

  • measure traffic and usage,

  • improve performance and reliability.

You can control cookies through your browser settings. Disabling cookies may affect certain website features.

6) How we share information

We do not sell your personal information.

We may share information only as needed to run TPS and deliver services, including with:

A) Service providers (processors)

Examples may include providers for:

  • website hosting and storage,

  • form submissions and file uploads,

  • email delivery and customer support,

  • analytics and performance monitoring,

  • payment processing and invoicing,

  • AI-assisted processing tools used for intake/report drafting.

These providers are permitted to use your data only to perform services for us (and not for unrelated purposes), subject to their terms.

B) Legal and safety reasons

We may disclose information if required to comply with law, enforce our policies, or protect rights, safety, and security of TPS, our users, or others.

C) Business changes

If TPS is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction (subject to appropriate safeguards).

7) International data transfers

TPS may use service providers that process data in different countries. When information is transferred internationally, we take reasonable steps to ensure appropriate protections are in place.

8) Data retention

We keep information only as long as necessary for:

  • providing the service you requested,

  • maintaining business records (invoices/receipts),

  • resolving disputes and enforcing agreements,

  • meeting legal and compliance obligations.

Typical retention may include keeping intake submissions and delivered reports for a reasonable period to support customer follow-ups and report updates (if applicable). You can request deletion as described below, subject to required legal/record-keeping exceptions.

9) Security

We use reasonable administrative, technical, and organizational measures to protect information from unauthorized access, loss, misuse, or alteration. However, no system can be guaranteed 100% secure. Please use caution when sending sensitive data.

10) Your rights and choices

Depending on your location and applicable law, you may have rights to:

  • request access to the personal information we hold about you,

  • request correction of inaccurate information,

  • request deletion of your information,

  • object to or restrict certain processing,

  • withdraw consent where processing is based on consent.

To make a request, email us at [info@theprovenancespace.com] with the subject line “Privacy Request”. We may ask for verification to protect your information.

11) Children’s privacy

TPS is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact us and we will take appropriate steps to delete it.

12) Third-party links

Our website may contain links to third-party sites (e.g., payment processors or external resources). We are not responsible for the privacy practices of those sites. Please review their policies.

13) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the Effective date. If changes are material, we may provide additional notice.

14) Contact us

If you have questions about this Privacy Policy or your data, contact:
The Provenance Space
Email: [ info@theprovenancespace.com ]