Records, video and privacy
What I keep, for how long, who can see it and how to delete it.Every engagement produces a record: video, photographs, condition sheets and a custody log. These notes explain how long I keep them, where they are stored, who can see them and how you can ask for them to be deleted.
10 notes
How long do you keep video and photos?
Seven years. I hold every record to the same standard as medical records: break recordings are kept seven years from the date of the break, and photographs, condition sheets and custody logs seven years with the report they belong to.
Where are my records stored?
On the practice's own equipment, encrypted, with a hashed index and an off-site copy. Nothing is stored on a retailer's systems.
Can I ask you to delete my records?
Yes. Email me and I will delete your own records early, unless a dispute or claim is open that the record supports.
Will you post my cards or my video online?
Only with your written consent. No recording or photograph is published, sold, licensed or used in marketing without it.
Do I have to agree to be recorded?
For a documented break or an inspection, yes: the recording is the service, and the engagement letter says so in plain words. Anyone else present is told before recording starts and can stand out of frame.
Who can see my records?
You, always. A buyer can watch a break through the certificate link you or the shop gives them, and a grading company or insurer sees a record only when you ask me to support a dispute or claim.
What is chain of custody?
A written log of who held your property, where and when, from the moment I receive it to the moment it is returned. It is what lets a record prove a card was not swapped or damaged along the way.
Long read
What does this website collect about me?
Almost nothing. It is a static site with no forms, accounts or login, it sets no cookies of its own and it runs no analytics scripts; the host keeps ordinary server logs.
Can I get copies of my records later?
Yes. You can ask for copies of your records at any time during the seven-year retention period, and I will send what I hold for your engagement.
What happens to records during a dispute?
They are kept until the dispute or claim is settled, even if a deletion request comes in, because the record is the evidence. I share it with the other party only when you ask me to support you.
Get in touch
Questions first?
Message us on Instagram, or read what to send and how an engagement runs. Browse Sleeve Notes