What This Policy Covers
This policy describes how Encapsoul (“we,” “us,” “our”) collects, uses, and protects information when you use our website, SMS services, and memorial platform. We work in the most sensitive moments of human experience, and we treat your data with the dignity that demands.
Information We Collect
From families who start a memorial
- Name, email address, and phone number of the organizing family member
- Name of the person being memorialized
- Relationship to the person being memorialized
- Names and phone numbers of contributors you provide
From contributors
- Phone number (provided by the organizing family)
- Memories, stories, and photos shared via SMS
- Voice notes, if submitted
Payment information
- Payment details are processed by Stripe. We never see, store, or have access to credit card numbers.
- We store transaction records (amount, date, type) for order fulfillment.
Automatically collected
- Standard web server logs (IP address, browser type, pages visited)
- SMS delivery and response metadata via Twilio
How We Use Your Information
- To create and deliver memorial projects
- To send SMS invitations to contributors listed by the family
- To process payments and fulfill orders
- To send project updates to the organizing family
- To improve our services
We do not sell your information. We do not use your memories for advertising. We do not share contributor content with anyone other than the organizing family.
SMS Communications
Contributors receive SMS messages via Twilio when a family includes them in a memorial project. Messages include an invitation to share a memory and optional follow-up reminders during the 14-day collection window. Message and data rates may apply.
Any contributor can opt out at any time by replying STOP. Once opted out, no further messages will be sent. Reply HELP for assistance. Opting out does not delete previously submitted memories unless the contributor requests deletion.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. SMS opt-in consent and phone numbers collected for the purpose of SMS messaging will not be shared with any third party.
AI-Assisted Editorial
We use AI tools to assist with organizing and structuring memorial content — clustering related memories, suggesting narrative arcs, and drafting editorial copy. All AI-generated output is reviewed and approved by human editors and the family before publication.
Memory content sent to AI services is used solely for editorial processing. It is not used to train AI models.
If a contributor shares a voice note, it is transcribed as part of this editorial processing. Voice notes and their transcripts receive the same protections as written memories: they are used solely to create the memorial, and they are not used to train AI models.
Third-Party Services
- Stripe — payment processing
- Twilio — SMS delivery
- OpenAI / Anthropic — editorial assistance
- Print partner — producing the physical book requires transmitting the final book file (photos, names, and stories as laid out) to our print partner, which uses it solely to print and ship your book
Each service operates under its own privacy policy. We share only the minimum data required for each service to function.
Funeral Home Partners
Some memorials are arranged through a funeral home partner. In those cases, the funeral home can see the status of the memorial project and the organizing family member's contact information — the information needed to support the family they are serving.
Funeral home partners never receive contributors' memories, stories, photos, or message content. Partners are bound by our partner agreement, which limits how they may use the information they receive.
Content About Deceased Persons
Memorial content about a deceased person is controlled by the project organizer, and the family may request deletion of that content at any time. If an organizer becomes unreachable, an immediate family member may contact us to assume the organizer role; we will ask for reasonable verification of identity and relationship before making that change.
Data Storage and Security
Your data is stored on secure servers. We use encryption in transit (HTTPS) and follow industry-standard security practices. Access to memorial data is restricted to authorized team members involved in project fulfillment.
Data Retention
Memorial content is retained permanently — that is the purpose of the service. If a family requests deletion of their memorial project, we will remove all associated data within 30 days.
Account and payment records are retained for seven years for legal and accounting purposes.
Your Rights
- Request access to the personal data we hold about you
- Request correction of inaccurate information
- Request deletion of your data (subject to legal obligations)
- Opt out of SMS communications at any time by replying STOP
Contact
Questions about this policy or your data? Contact us at austin@encapsoul.life.