Privacy Policy
Last updated: March 1, 2026
Our privacy principles
Data Protection
All personal and biometric data is encrypted at rest and in transit using industry-standard AES-256 encryption.
We Never Sell Data
Your photos and personal information are never sold, shared, or used for advertising purposes. Period.
Right to Deletion
You can request deletion of your data at any time. Biometric data is automatically purged at season close.
Regulatory Compliance
We comply with COPPA, FERPA, GDPR, and applicable state privacy laws including CCPA.
1. Information We Collect
We collect information you provide directly (name, email, organization affiliation) and information generated through our services (face embeddings for photo matching, gallery activity). We do not collect information from children directly — all accounts are created by parents or guardians.
2. How We Use Your Information
Your information is used solely to operate the Pro Photo Systems platform: matching photos to children, delivering galleries to parents, processing print orders, and communicating service updates. We do not use your data for advertising or profiling.
3. Face Recognition & Biometric Data
We generate one-way face embeddings (mathematical representations) to match photos. These embeddings cannot be reverse-engineered into images. Biometric data is stored in isolated, encrypted environments and is automatically deleted at the end of each season or upon request.
4. Data Sharing
We share data only with: (a) the photographer who captured the photos, (b) payment processors (Stripe) for order fulfillment, and (c) cloud infrastructure providers under strict data processing agreements. We never sell or share data with advertisers or data brokers.
5. Data Retention
Photo galleries are retained according to the organization's chosen retention period (default: 12 months). Face embeddings are deleted at season close. Account information is retained while your account is active and deleted within 30 days of account closure.
6. Your Rights
You have the right to access, correct, delete, or export your personal data at any time. You may opt out of face matching while still receiving photos via access codes. To exercise any of these rights, contact privacy@prophotosystems.com.
7. Children's Privacy (COPPA)
We do not collect personal information directly from children under 13. All accounts are managed by parents or guardians. Parental consent is obtained before any face matching is performed on a child's photos.
8. Changes to This Policy
We will notify you of material changes to this policy via email at least 30 days before they take effect. Continued use of the platform after changes constitutes acceptance of the updated policy.
Questions about our privacy practices? Contact us at privacy@prophotosystems.com