Your memories are personal. Our handling should be clear.

Who controls your information

ORVIA Oversight Ltd is the controller for the personal information it collects to sell, administer and deliver MIA Memories services. Company number 16123685. Registered office: 3rd Floor, 86–90 Paul Street, London EC2A 4NE. Contact: hello@orvia.org.uk.

What we collect

Depending on the service, this can include your name and contact details, order and payment references, onboarding choices, photographs, voice and video recordings, documents, stories, dates, places, family relationships and information contained within customer-supplied material. We ask customers not to place unnecessary medical, financial, password or highly sensitive third-party information into the initial onboarding form.

Why we use it

We use information to take and administer orders, communicate with customers, prepare and deliver the agreed service, keep an audit trail, protect originals and derived versions, respond to questions or complaints, meet accounting/legal obligations and protect the security and integrity of MIA.

Our lawful bases

For ordinary customer and service administration we may rely on performance of a contract, steps requested before entering a contract, legal obligations and legitimate interests such as security, record keeping and service improvement. Where special-category information is intentionally processed or an optional activity requires consent, we assess and record the appropriate additional condition or consent before relying on it. Consent is not treated as the basis for everything MIA does.

Optional choices

Marketing, publicity/case-study participation, AI-assisted transcription where offered, and future Presence contact are kept separate. Refusing an optional choice does not prevent you receiving the ordinary service you purchased.

Payments

Stripe processes payment information. MIA does not need to store full card numbers. We keep operational payment references needed to reconcile the order and customer journey.

Hosting and suppliers

Current service infrastructure may use providers including Vercel for web delivery, Supabase for controlled service records and Stripe for payments. Additional processors are introduced only where needed for the service and are reviewed for their role, security and data-protection terms. Voice/avatar tools such as Vapi or Synthesia are not automatically given customer archive material merely because they form part of the wider MIA roadmap.

Originals and derived material

Where technically and operationally applicable, MIA keeps original source material distinct from transcripts, edited copies and AI-assisted output. A transcript does not silently replace the recording from which it came.

Children and other family members

A customer may provide material that concerns another person. We may ask for additional authority, restrict access or stop processing where there is a credible privacy, safeguarding or contact-restriction concern. A purchaser cannot use MIA to bypass a court order or prohibited-contact arrangement.

How long we keep information

Order, finance and administrative records are retained for periods required by law and legitimate business record keeping. Project material is retained for the period needed to provide the agreed service and any separately agreed retention or archive arrangement. Long-term hosted archive retention is not implied until a hosted plan with its own retention terms is live.

Security

We use access controls, controlled service accounts and audit-oriented records appropriate to the service. No internet service can promise absolute security, so we limit collection and separate operational systems where practical.

Your rights

Depending on the circumstances, UK data-protection law may give you rights of access, rectification, erasure, restriction, objection and portability. You can contact hello@orvia.org.uk. You may also complain to the UK Information Commissioner's Office.

Changes

We will update this notice as the hosted MIA platform, subscriptions, interactive onboarding or other material data flows move from development into production.