Privacy policy

Last updated 11 October 2026

Pottery Track is the system a pottery studio uses to keep track of pieces customers have painted, between drop-off and collection. This page explains what it stores, why, and for how long.

Who is responsible for your information

The studio you left your pottery with decides what information is collected and how it's used — they are the data controller. Pottery Track provides and runs the software on their behalf, which makes it a data processor: it only does what the studio's use of the system requires.

That means if you want to see, correct or delete your details, the quickest route is to ask the studio directly. They can do all of it from their own dashboard without going through us.

What is stored

When you register pieces at a participating studio, the system stores:

• Your name and email address.
• Your phone number, but only if you give one.
• Whether you agreed to receive text messages as well as email.
• A photo of each piece you registered, taken by you at registration.
• A short reference code for the order, and which shelf the finished pieces are on.
• The stage each piece is at, and a record of when it moved between stages.
• Any notes studio staff add to your order.

There is no account to create and no password for customers. Your reference code is what gives access to an order's status, so treat it like a ticket: anyone with the code can see that order's progress and photos.

What it's used for

• Identifying which pieces are yours while they're in the studio.
• Letting you check progress yourself using your reference code.
• Emailing you — and texting you, if you opted in — when your order is ready, and reminding you if it's still waiting a while later.

Your details are not sold, and they are not used for advertising or profiling. Studios can only see their own customers' orders, never another studio's.

Who else sees it

Two outside services are involved, and only ever to deliver a message you're expecting:

• Brevo sends the notification emails, so it receives your email address and the contents of those emails.
• Twilio sends the text messages, so it receives your phone number and the message text. This only applies if your studio has set up texting and you opted in.

Nothing else is shared. The site loads no third-party fonts, no analytics and no advertising or tracking scripts, so no other company is told that you visited.

Cookies

There are no tracking or advertising cookies. The only cookie the site sets is a login session cookie for studio staff signing in to their dashboard. If you're a customer checking your order, nothing is stored on your device.

How long it's kept

• An order stays in the system while it's active, so the studio can find your pieces and you can check on them.
• When a studio moves an order to the bin, it and its photos are permanently deleted thirty days later.
• A studio can also erase a specific customer's details on request at any time, which overwrites the name, email, phone number and notes while leaving the pieces' photos and progress history intact.
• Counts used for the studio's own statistics are kept, but they contain no names, emails, phone numbers or photos — only anonymous numbers, so they can't be traced back to you.

How it's protected

• Every page is served over HTTPS.
• Studio staff passwords are stored only as bcrypt hashes, never as readable text.
• A studio's own messaging credentials are encrypted before being stored.
• Photos are stored with random, unguessable filenames.

Your rights

Under UK data protection law you can ask for a copy of what's held about you, ask for it to be corrected, ask for it to be deleted, or object to how it's used. Ask the studio you left your pottery with — they hold the relationship with you and can action all of it. If you're not satisfied with how a request is handled, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

If this policy changes, the date at the top of this page changes with it.