1. Information We Collect
Xpectra Media LLC (“Xpectra Media,” “we,” “us” or “our”) collects only the information we need to answer your questions, produce your order and deliver it to the correct address. We do not sell personal information, and we do not buy contact lists to market to people who never asked to hear from us.
The information we handle falls into three broad groups: information you give us directly, information created when you place or manage an order, and technical information your browser reports automatically when you visit the site.
- Information you provide directly: your name, email address, telephone number, company name and the content of any message you send us through the contact form, by email or over the phone.
- Order information: the products, sizes, colors and quantities you select, your shipping and billing address, delivery instructions, promotional codes applied, and the order reference we generate.
- Customization content: logos, photographs, graphics and text you add to a product while designing it, along with the placement, scale and rotation you choose.
- Technical information: your IP address, browser type and version, device type, operating system, screen size, referring page, and the pages you view on this site.
We never ask for Social Security numbers, driver's license numbers, government identification numbers or financial account credentials, and you should not send them to us. If you include information of that kind in a message, we will delete it.
2. Contact Information
When you complete a form on this site, email us or call our support line, we collect the contact details you choose to share so that we can reply. That typically means your name, email address and, if you provide it, your phone number. For business and corporate inquiries we may also record your company name, job title and the department you are ordering for.
We use contact information to answer questions, prepare quotes, confirm artwork, send order and shipping updates, and resolve returns or claims. Where you have explicitly opted in, we also use your email address to send occasional product announcements and seasonal offers. Every marketing email includes a one-click unsubscribe link, and unsubscribing never affects service messages about an order you have already placed.
Correspondence is retained for as long as it is useful for support and record keeping, generally up to twenty-four months for general inquiries, and for the life of the business relationship plus applicable record-retention periods for commercial accounts.
3. Order Information
To produce and deliver an order we need to know what you ordered and where it is going. Order records include the item, size, color, quantity, print method and print position, the shipping method you selected, your delivery address, the contact details for delivery, the order total and any promotional code applied.
Order records are shared internally with the production team that prints your job and the fulfillment team that packs and ships it, and externally with the shipping carrier that carries the package. Carriers receive only the recipient name, delivery address, phone number where required for delivery, and package weight and dimensions.
We retain order records for a minimum of seven years to satisfy tax, accounting and warranty obligations, and because customers frequently reorder against a previous job and expect us to be able to match it.
4. Uploaded Customization Files
When you design a product using our customizer, you may add image files and text. It is important that you understand exactly how those files are handled.
In this version of the website, customization previews are processed entirely inside your own browser. Your artwork is not uploaded to a server, is not transmitted over the network, and is not stored by Xpectra Media LLC. The file you select is read locally by your browser so that it can be drawn onto the on-screen product preview. It stays on your device. If you clear your browser storage or switch to a different device or browser, the design will not be there.
When you place a real production order with us by email, phone or a future checkout flow that supports file transfer, the artwork you send is then handled as follows:
- Files are stored in access-controlled production systems available only to the artwork, prepress and production staff working on your job.
- Files are used solely to produce the item you ordered. We do not license, resell, publish or add your artwork to any public design library.
- We may retain a production-ready copy of your file so that a reorder matches the original run. You may ask us to delete stored artwork at any time.
- We may photograph finished work for our own portfolio or social media only where the design is not confidential, and we will remove any such image on request.
You are responsible for the content you upload. See our Terms and Conditions for the ownership and permission requirements that apply to artwork.
6. Analytics
We measure site performance in aggregate so that we can improve navigation, page speed and product discovery. Analytics data typically includes page views, session duration, referral source, approximate geographic region derived from IP address, device category and browser version.
Analytics reporting is reviewed at the level of totals and trends. We do not attempt to re-identify individual visitors from analytics data, we do not combine analytics data with your order history to profile you, and we do not sell analytics data to third parties.
If your browser sends a Global Privacy Control or Do Not Track signal, we honor it by suppressing optional analytics collection for that session.
7. Browser Local Storage
This website uses your browser's localStorage to keep certain information on your own device rather than on our servers. Local storage is not a cookie, is not transmitted with every request, and is readable only by pages served from this domain.
We store the following locally:
- Your shopping cart: the items, sizes, colors, quantities and any customization attached to them, so your cart survives a page refresh.
- Your wishlist: the product identifiers you have saved for later.
- Recently viewed products: a short list of product identifiers used to populate the “recently viewed” row.
- Your most recent order summary, so the confirmation page can be displayed after checkout.
- Customizer state: the design settings for the product you were working on.
- Newsletter status: a flag noting that you already subscribed, so we do not ask again.
You can erase all of this at any time by clearing site data for xpectramediallc.com in your browser settings. Doing so empties your cart and wishlist and cannot be undone by us, because we never held that data in the first place.
8. How We Use Your Information
We use the information described above for the following purposes only:
- To produce, package and deliver the products you order.
- To confirm artwork, send digital proofs and obtain your approval.
- To communicate with you about quotes, order status, shipping, delays, returns and refunds.
- To process payment on delivery and to issue receipts and invoices.
- To provide customer support and to investigate and resolve quality or delivery problems.
- To improve the website, our product range and our production processes based on aggregate usage patterns and customer feedback.
- To detect, prevent and respond to fraud, abuse, security incidents and misuse of the site.
- To comply with tax, accounting, consumer-protection and other legal obligations in the United States.
- To send marketing communications where you have opted in, until you opt out.
We do not use your information for automated decision-making that produces legal effects, and we do not engage in cross-context behavioral advertising.
9. Third-Party Services
We rely on a small number of vendors to run the business. Each receives only the information required to perform its function and is contractually prohibited from using it for any other purpose.
- Shipping carriers (such as USPS and UPS) receive the recipient name, delivery address, contact phone number where required, and package details in order to deliver your order and provide tracking.
- Web hosting and content delivery providers serve the pages and images of this website and process technical request logs.
- Email delivery providers transmit transactional messages such as order confirmations and shipping notifications.
- Analytics providers, where enabled, process aggregate usage statistics as described above.
- Accounting and tax providers process invoice and payment records for statutory reporting.
This website also loads product and editorial photography from a third-party image content delivery network. Requesting those images reveals your IP address to that network in the normal course of serving the file.
We may disclose information where we are legally required to do so (in response to a valid subpoena, court order or lawful government request) or where disclosure is necessary to protect our rights, our customers or the public. If Xpectra Media LLC is ever involved in a merger, acquisition or sale of assets, customer records may transfer as part of that transaction, and we will post notice on this page before any transfer takes effect.
10. Payment Information
Online card payment is not available on this website, and we do not collect, process or store credit card or debit card numbers through this site. Orders placed here are handled on a Cash on Delivery basis: you confirm the order, we produce and ship it, and payment is collected when the package is delivered.
Because payment is taken at the door by the carrier or courier, any card details you provide at that moment are handled by that carrier under its own terms and are never transmitted to or stored by Xpectra Media LLC.
Corporate and bulk accounts may be invoiced separately by company check, ACH transfer or purchase order. In those cases we retain only the banking reference shown on the remittance and the invoice record required for accounting, never full account credentials.
If you ever receive an email that appears to come from us asking you to enter card details on a web page, do not respond. Forward it to support@xpectramediallc.com and we will investigate.
11. Data Security
We take reasonable and appropriate technical and organizational measures to protect the information we hold, including:
- Encryption in transit using HTTPS across the entire website.
- Role-based access control, so production staff see only the job data they need and administrative access is limited to a small number of employees.
- Encrypted storage for artwork and order records, with regular backups held in a separate location.
- Routine patching of servers and workstations, and multi-factor authentication on administrative accounts.
- Secure disposal of printed job tickets and physical proofs once a job is closed.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify affected customers and the appropriate authorities as required by applicable United States state law, without unreasonable delay.
12. Your Rights and Choices
Subject to applicable law, and regardless of the state you live in, we extend the following choices to every customer:
- Access: request a copy of the personal information we hold about you.
- Correction: ask us to fix information that is inaccurate or incomplete.
- Deletion: ask us to delete your information, subject to records we must legally retain such as tax and transaction history.
- Portability: receive your order history in a common, machine-readable format.
- Opt out of marketing: unsubscribe from promotional email at any time using the link in any message, or by contacting us directly.
- No sale or sharing: we do not sell personal information and do not share it for cross-context behavioral advertising, so there is nothing to opt out of in that respect.
- Non-discrimination: exercising any of these rights will never affect your pricing, service level or production priority.
To exercise a right, email support@xpectramediallc.comwith the subject line “Privacy Request.” We verify requests by matching the details against an existing order or by replying to the email address on file, and we respond within forty-five days. You may use an authorized agent, in which case we will ask for written proof of authorization.
13. Children's Privacy
This website is intended for use by adults. Our products and services are directed to a general audience and are not directed to children under the age of thirteen.
We do not knowingly collect personal information from children under thirteen. If you believe a child has provided us with personal information, contact us at support@xpectramediallc.com and we will delete the information and any associated account promptly.
Customers between the ages of thirteen and eighteen should place orders only with the involvement and permission of a parent or legal guardian, who assumes responsibility for the order and for any artwork submitted with it.
14. Changes to This Policy
We review this policy at least annually and update it whenever our practices, vendors or legal obligations change. The revision date at the top of this page always reflects the current version.
Minor clarifications take effect as soon as they are posted. If we make a material change (for example, introducing a new category of collection or a new class of recipient), we will post a prominent notice on the site for at least thirty days before the change takes effect, and we will email customers who have opted in to our list.
Continuing to use the website after an update takes effect means you accept the revised policy. If you do not agree with a change, stop using the site and contact us to have your information removed.
15. Contact Information
Questions, concerns or requests regarding this Privacy Policy should be directed to our support team. We read every message and respond to privacy requests in writing.
- Email: support@xpectramediallc.com
- Phone: (512) 555-0184 during the business hours listed on our Contact page
- Mail: Xpectra Media LLC, 2400 Innovation Parkway, Suite 310, Austin, TX 78758, United States
Related documents: Terms and Conditions, Shipping Information and our Return Policy.