Privacy & Photo Handling
Timeless Trove LLC
Version 2026-09-16.2 | Effective September 16, 2026

Information collected
We collect names, email, optional phone, city, state, ZIP, collection descriptions, notes, photos, and acceptance records. The preliminary intake does not request a street address, government ID, or payment-card details. If you continue after a preliminary estimate, the separate Shipping & Inspection Authorization collects the legal name and return street address needed for shipment records, carrier preference, electronic signature, tracking reference, and authorization timestamps. Collection-file uploading is disabled.

Photos and AI review
Images are checked, resized, rebuilt as JPEGs, and stripped of metadata before storage. Authorized personnel may send collection fields, notes, and photos to OpenAI for internal review. Dedicated name, email, phone, location, shipping-address, signature, and tracking fields are not included in that AI prompt. Personal information included in notes or pictures may nevertheless be processed. AI may be inaccurate. Human review and physical inspection are required.

Location matching
Only the five-digit ZIP is sent to Google Geocoding; city and state are compared with its results. We do not store coordinates, place IDs, or the raw Google response in the application database. This check does not verify identity or deliverability. Google privacy: https://policies.google.com/privacy .

Access, providers, and use
Access is restricted to authorized Timeless Trove personnel and providers used for hosting, storage, authentication, security, email, location matching, and AI review, including OpenAI/Sites, Cloudflare, Resend, and Google. We use data to evaluate submissions, coordinate shipping and inspection, communicate, prevent abuse, maintain records, resolve disputes, and meet legal obligations. We do not sell submitted information or use it for targeted advertising.

Cookies and operational information
Hosting, authentication, and security services may use cookies and process network addresses, browser information, and request logs. Rate limits and application audit events use hashed network or actor identifiers. The application does not retain raw AI response payloads. We have not added advertising trackers or marketing analytics to the intake application.

Retention and deletion
Upload credentials expire after one hour; expiration does not itself delete a submission. Shipping authorization links expire after 30 days; expiration does not delete a signed record. Intake records, photos, shipping authorizations, addresses, signatures, and tracking records remain until an authorized administrator deletes them, except records retained for transactions, accounting, fraud prevention, disputes, or legal obligations. Deletion from the live application does not guarantee immediate removal from provider backups, security logs, or independently required records.

Requests and contact
Email intake@sell-timelesstrovetcg.org with the subject Privacy request. Include your ticket reference if available. We may confirm control of the submission email and request proportionate information to verify authority. Do not send passwords, payment details, or ID documents unsolicited.

Adults only
This intake is intended for people 18 and older. Minors should not submit information.

Changes and effective date
Effective and last updated September 16, 2026. Material changes receive a new version. New submissions acknowledge the current notice; prior acceptance records retain the version presented at submission.