Privacy notice

This notice explains what Embify (“Embify”, “we”, “us”) at embify.ai does with your details and the images you upload. It is written to be read, not skimmed past. If anything is unclear, email stan@embify.ai.

Who is responsible for your data. The controller (the one responsible for your data under UK data protection law) is Stan Cooper, a sole trader trading as Embify. Email stan@embify.ai about anything in this notice.

1. What we collect

• Your account: your email address, your password (stored scrambled, never readable by us), your name and company if you give them, a profile photo and an “About you” note if you add them, your plan, and the downloads and credits on your account.
• What you add: the images, typed text and stitch files you add, and the embroidery files and previews we make from them.
• Payments: handled by Stripe. We never see or store your card number. We keep a record of what you bought.
• How the site is used: the pages you visit, the steps you take in the converter, and the campaign tag on the link that brought you here if it has one. We count people with a code made from your internet address and browser that is thrown away and rebuilt every day, so the same person tomorrow is a new number. No advertising cookies and no third-party analytics.
• Messages: what you send through the contact page, the chat helper or a review.
• Why you left: if you remove your account, the reason you pick and any note you write.

2. How we use it, and why we are allowed to

The law asks us to give a reason (a “lawful basis”) for each use. Ours are in brackets.

• To run the service: digitize your artwork, show you the result and make your files (to provide the service you asked for: our contract with you).
• To run your account and billing, and to email you about it (confirming your address, receipts, replies to you) (our contract with you).
• To keep payment records (the law requires us to keep accounts).
• To send occasional news about Embify, with an unsubscribe link in every email. You can stop these at any time (our legitimate interest in telling customers about Embify).
• If you open a payment page and leave without paying, to email you once with a link back to it. At most one reminder a week, never after you have paid, and the same unsubscribe link stops these (our legitimate interest in helping you finish an order you started).
• To keep the site safe and working: a quick human check against bots, limits that stop abuse, fixing problems, counting visits and checking the quality of each conversion (our legitimate interest in a safe service that works well).
• To keep the images you share with “Help improve Embify” (your consent, which you can withdraw at any time).
• If you tick “Email me when photo support is ready”, to email you when Embify can digitize photos (your consent, which you can withdraw at any time by unticking the box or emailing us).

3. Your images, and “Help improve Embify”

When you add an image you confirm you own it or have permission to use it. We then use it to make your design. If the image looks like a photo, we turn it away before it is digitized, and we keep nothing of it. When you download a design made in the studio, we also keep a copy of the design so you can open it again from My designs. That copy is deleted 30 days later.

Customer previews. If you are on a plan and use “Share with customer”, we keep the preview pictures you chose to share, apart from everything else, until the link ends (14 days, or sooner if you turn it off). The pictures are deleted within a day of the link ending, and the rest of the link’s details (its name, your business name, the size, the thread colours and how often it was opened) 90 days after it ends. We never use the pictures to test or improve our engine, whatever your “Help improve Embify” answer. We count how many times the link is opened and when it was last opened. We keep nothing else about the people who open it, apart from the short-lived security logs any web page visit leaves.

AI redraw in the Studio. If you are on a plan and our checks flag an image you add to the Studio as poor (for example tiny, blurry or full of very thin lines), we send it to Google’s Gemini service to make a cleaner AI version, and then send your image with stitched previews of both versions to Gemini to check which one looks more like your logo. You can turn this off in the Studio with the “Redraw poor uploads with AI” setting. We keep the AI version for 7 days, so the same image is never sent twice.

Uploads from before 9 October 2026, when this choice did not exist yet: the full-size image was already deleted after 30 days. A small thumbnail and the finished stitch file remain on our records, and some images are held privately in our engine test set. If you would like yours deleted, email stan@embify.ai and we will do it.

4. Who helps us run Embify

These companies handle data for us, only to provide their part of the service. Some of them are based in, or use servers in, the United States.

• Railway: hosts the website and its database.
• Cloudflare: delivers the website and runs the quick human check.
• Stripe: takes payments.
• Resend: sends our emails.
• Anthropic: its AI looks at a reduced copy of your image next to the stitched result to check the quality of each conversion, and it answers questions in the chat helper.
• Google: its AI redraws your artwork when you ask for an AI redraw, and in the Studio as set out in section 3.

When your data goes to the United States, it is protected by the UK-US data bridge where the company is certified under it, and otherwise by the contract clauses approved for UK transfers (the International Data Transfer Addendum), which are part of each company's data processing terms.

5. How long we keep things

• Your account details: until you remove your account, or ask us to delete it. After that we keep only a scrambled fingerprint of your email address, so we never email you again.
• Your images and files: as set out in section 3.
• Why you left: kept after your account is removed, with nothing that names you (no name, email or account number), so we can learn from it.
• Payment records: as long as the law requires us to keep accounts.
• Usage records: kept to understand how the site is used. When you are signed in they are linked to your account; otherwise they cannot be linked back to you after the day they were made. When you remove your account, the records linked to it can no longer be traced back to you.

6. Cookies

We use one cookie to keep you signed in and remember your choices on the site. The human check from Cloudflare may set its own cookie to tell people from bots. We use no advertising or tracking cookies.

Your browser also keeps a few things for the site on your own device, using its local storage: the design you are working on in the studio (so it survives a refresh), an image you drop on the homepage until the converter opens, and small settings such as your machine, your threads and which tips you have already seen. These stay on your device, are never used to track you, and you can clear them at any time in your browser settings.

7. Your rights

You can remove your account yourself at any time: sign in, open Account, and press Remove my account. This deletes your details, designs and messages straight away.

You can ask to see the details we hold about you, to correct them, to delete them, to limit how we use them, to object to how we use them, or to get a copy of them in a format you can take elsewhere, and you can withdraw a yes you gave at any time. We reply within one month. Email stan@embify.ai from the address on your account. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.

8. Changes

If we change this notice, the date at the top changes too. If a change affects what we do with images you have already shared, we will ask you again.