Privacy Notice

1. Who We Are

OurYearBook is a product of Akwa B.V., a Dutch private limited company (besloten vennootschap) incorporated in Rotterdam, the Netherlands, registered with the Kamer van Koophandel (KvK number: 42056851).

Akwa B.V. is registered in Rotterdam, the Netherlands. For all correspondence, contact us by email below.

Akwa B.V. is the data controller for personal data processed through the OurYearBook service.

For privacy, data protection, data subject rights requests, and general support, contact support@ouryearbook.app / support@akwa.design.

2. What We Collect

When you use OurYearBook, we may collect:

• Your name, email address, and date of birth for account setup and age checks
• Account credentials and session information needed to keep your account secure
• Yearbook content you choose to add, such as quotes, favourites, photos, signatures, alumni updates, and votes
• Limited payment and access records when you purchase PDF export access
• Technical and security information needed to protect the service from abuse

3. How We Use Your Information

We use your information to run and improve the OurYearBook service, including to:

• Create and display your yearbook profile
• Enable signatures, alumni features, and class participation
• Authenticate users and keep accounts secure
• Provide customer support and respond to safety or privacy concerns
• Grant and verify paid PDF export access

We do not sell your personal data or share it for third-party advertising.

4. Lawful Bases

We process personal data on four legal bases: to perform the contract you enter into with us when you use OurYearBook; with your consent; where the law requires it, such as payment, tax and print records and the record that an account was deleted; and for OurYearBook's own legitimate business interests or those of a third party, such as keeping what members added to other members' yearbooks after an account is deleted, and keeping the platform safe.

5. Payments and Service Providers

Our paid product is PDF export access. Payment handling depends on platform and currency:

• Paystack for NGN payments on web and Android checkout
• Stripe for EUR payments on web and Android checkout
• RevenueCat and the Apple App Store for native iOS purchase flow

We do not store your full card details. Payment processors and app stores handle that information under their own terms and privacy notices.

We also use the following third-party services to operate the platform:

• Supabase for database hosting, authentication, and file storage (data processed in the EU)
• Google Sign-In and Apple Sign In are not offered at present. If we offer them and you choose to sign in that way, the provider authenticates you and shares your name and email address with us under Google's Privacy Policy or Apple's Privacy Policy
• Gelato, only when you order a printed copy: to print and deliver your order we send Gelato the sealed yearbook you ordered and your delivery details (name, address, email and, if you give it, phone number), under Gelato's Privacy Policy
• Resend for transactional email delivery
• Sentry for error monitoring (anonymised stack traces only)
• Vercel for hosting and for Vercel Web Analytics, which counts page views in aggregate without cookies, without an identifier stored on your device and without cross-site tracking, under Vercel's Privacy Policy

6. Data Retention

Your yearbook data stays with your account while you remain active. Our retention approach is based on account activity rather than a fixed calendar period:

• Active accounts — data is retained while your account remains active
• Inactive accounts — after 6 months without signing in, a 7-year retention period begins
• Advance notice — we send reminder emails before any scheduled deletion
• Recovery window — archived data can be restored during a 30-day recovery period
• Per-user control — one user's inactivity does not affect anyone else's copy of the yearbook

You can also request deletion through Account Settings at any time. When you delete your account, we keep one record for five years: a scrambled (hashed) form of your account id and the dates of the request, its confirmation and the deletion, so we can show that the deletion happened. It holds no name, email address or content.

What you added to yearbooks other people belong to, such as signatures, stories and photos, is part of that yearbook's record and stays there after your account is deleted, shown as “Former member” and no longer linked to you. Records we are required to keep, such as orders, payments and moderation decisions, stay without your name.

7. Your Rights

Depending on where you live, you may have rights to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Delete your account and your yearbooks
• Restrict or object to certain processing
• Receive a copy of your data in a portable format

8. Cookies

We use essential cookies needed to keep you signed in and to protect the site. We do not use advertising cookies.

9. Security

We use encryption in transit, secure session handling, access controls, and database protections designed to keep your information safe.

10. Children

OurYearBook is intended for users aged 16 and over in the EU and EEA, the UK and the US, and 18 and over everywhere else. If we learn that we have collected data from someone below that age without the required basis, we will remove it promptly.

11. Complaints and Contact

If you have a privacy concern, please contact support@ouryearbook.app / support@akwa.design first so we can try to resolve it.

If you are in Nigeria, you may lodge a complaint with the Nigeria Data Protection Commission (NDPC) under the Nigeria Data Protection Act 2023.

If you are in the UK or EEA, you may also complain to your local data protection authority, for example the Information Commissioner's Office in the United Kingdom or the Autoriteit Persoonsgegevens in the Netherlands.