TIMELESS TROVE LLC · VERSION 2026-09-16.2
Privacy & Photo Handling
How information moves through collection review, who processes it, and how to contact us.
intake@sell-timelesstrovetcg.org · Intake terms · Privacy notice · Download a copy
Information collected
We collect names, email, optional phone, city, state, ZIP, collection categories and descriptions, optional notes, photos, and records of your acknowledgments, terms version, and acceptance time. 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. Google Address Validation checks and standardizes the return address only after the seller presses Verify Return Address; address autocomplete is not used. We retain the address entered, the seller-confirmed standardized address, verification status, and time; we do not retain Google's raw response, map coordinates, or place identifier. Collection-file uploading is disabled. Earlier submitted collection lists remain in their original protected records pending review or deletion.
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 your notes or pictures may nevertheless be processed; keep those materials limited to the collection. AI may misidentify authenticity, condition, edition, quantity, or value. Human review and physical inspection are required. Disabling API response storage does not mean the provider has no security logs or retention obligations.
Location matching
Only the five-digit ZIP is sent to Google Geocoding; city and state are compared with its results. We retain the submitted or confirmed city, state, ZIP and matching status, provider, and time. 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 and service providers
Access is restricted to authorized Timeless Trove personnel and providers used for hosting, database and photo storage, authentication, security, email, location matching, and AI review. These include OpenAI/Sites, Cloudflare, Resend, and Google. Providers may process information on our behalf, including in other jurisdictions. Collection identifiers sent for catalog research are used to retrieve product references. Records are not intentionally made public; reasonable safeguards reduce risk, but no online system guarantees absolute security.
Cookies and operational information
Hosting, authentication, and security services may use cookies and process network addresses, browser information, and request logs. The intake itself keeps an unfinished form in browser memory and does not save it to browser local storage. Rate limits and application audit events use hashed network or actor identifiers. AI audit records include model, prompt version, usage totals, provider response IDs, and analyzed image references; the application does not retain raw AI response payloads. We have not added advertising trackers or marketing analytics to the intake application.
Use and disclosure
We use the data to evaluate submissions, communicate, prevent abuse, maintain records, resolve disputes, and meet legal obligations. We do not sell submitted information or use it for targeted advertising. Limited disclosure may be necessary to service providers, professional advisers, authorities when legally required, or to address fraud, security incidents, or legal claims. The intake does not enroll you in marketing messages.
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. We review deletion requests and records no longer needed for collection review. Deletion from the live application does not guarantee immediate removal from provider backups, security logs, or independently required records. Provider backup and retention periods are subject to their policies; we do not promise a fixed purge date that has not been verified.
Requests and contact
Email intake@sell-timelesstrovetcg.org with the subject Privacy request. Include your ticket reference if available; you do not need an active collection review to contact us. We may confirm control of the submission email and request proportionate information to verify authority before providing, correcting, or deleting records. Do not send passwords, payment details, or ID documents unsolicited. Tell us if you need a mailing contact. Rights and exceptions depend on applicable law; we will explain any information we cannot delete or provide.
Adults only
This intake is intended for people 18 and older. Minors should not submit information. If you believe a minor submitted personal information, contact us so we can investigate, restrict its use, and arrange appropriate deletion subject to legal requirements.
Changes and effective date
Effective and last updated September 16, 2026. We publish material changes here with a new version. New submissions acknowledge the current notice; prior acceptance records retain the version presented at submission.