This Privacy Policy explains how PixoProof (“PixoProof”, “we”, “us” or “our”) collects, uses, stores, discloses and otherwise processes personal information in connection with the PixoProof platform, website, applications and related services (collectively, the “Services”).
This Policy is intended to comply with the Australian Privacy Act 1988 (Cth) (including the Australian Privacy Principles), the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the UK GDPR, the California Consumer Privacy Act as amended by the California Privacy Rights Act (“CCPA/CPRA”) and other applicable privacy and data protection laws.
01Scope and roles
This Policy applies to personal information processed in connection with the Services, including information relating to Photographers, Clients, gallery recipients, website visitors and mobile application users.
Where PixoProof processes personal information on behalf of a Photographer (for example a Client’s name, email address and the photos in a gallery), the Photographer is the data controller (or equivalent role under applicable law) and PixoProof is a data processor. Our Data Processing Addendum governs that processing.
This Policy does not apply to third-party websites, products or services integrated with or linked from the Services.
02Personal information we collect
Identity and contact information
Name, email address, phone number, studio or business name, website and country.
Account information
Email address used to sign in, password (stored only as a salted hash), account preferences, time zone and authentication data such as sign-in sessions.
Payment information
Subscription records, billing status, transaction history and invoices. Payment card details are processed by Stripe and are never stored by PixoProof.
User content
Photographs, images, galleries, albums, cover images, notes, captions and the metadata associated with uploaded content. Watermarks applied to preview images may contain the Client’s name or email address so that a leaked image can be traced to the person who received it.
Client information
Names, email addresses and gallery access details (such as PINs, which are stored encrypted) that Photographers enter when inviting Clients.
Technical information
IP address, browser and device information, operating system, access times, log files and diagnostic information.
Communications
Support requests, demo requests, contact-form submissions, feedback and emails sent through our platform.
Cookies and similar technologies
Described in our Cookie Policy.
03Gallery activity information
As part of providing gallery delivery, client management and engagement features, PixoProof records how galleries are used, including:
- gallery views and open events;
- photo selections and selection submissions;
- download activity, including the IP address and browser or app used;
- device, browser and application information;
- access logs and timestamps;
- screenshot alerts from the iOS app, where supported;
- other gallery interaction events.
This information is shown to the Photographer who owns the gallery so they can manage client galleries, deliver their services, monitor activity and understand engagement. By accessing a gallery delivered through PixoProof, gallery recipients acknowledge that gallery activity is recorded and made available to the Photographer.
04Sensitive information, children and biometrics
Images uploaded to PixoProof may contain identifiable individuals, including children, newborns, families, wedding guests and event attendees. Photographers are solely responsible for ensuring they have a lawful basis and all necessary permissions, releases and consents for uploading and sharing such content.
Children. The Services are intended for people aged 18 or over. We do not knowingly collect personal information directly from children. Photographers are responsible for obtaining any required parental or guardian consent before uploading images of minors. If you believe a child has provided personal information without proper consent, contact us so we can investigate and act. See our Child Safety & Minor Protection Policy.
Biometrics. PixoProof does not collect, create, analyse or process biometric identifiers for identification purposes. Although photographs may contain images of identifiable people, PixoProof does not perform facial recognition, identity matching, biometric profiling or biometric analysis.
05How we collect information
- directly from you when you register, subscribe, sign up for our newsletter, upload content, invite Clients or contact us;
- automatically through cookies, usage logs, app diagnostics and (with your consent) analytics tools;
- from Photographers when they upload information relating to Clients or gallery recipients;
- from service providers such as Stripe (payment status) and Google (sign-in).
Sign in with Google
If you sign in or create an account with Google, we receive your name, email address, profile picture and Google account identifier. We use this information only to create and manage your PixoProof account and to authenticate you. Google’s own privacy policy applies to the authentication process. We do not receive or store your Google password.
06Purposes of processing and legal bases
We process personal information for the following purposes and, where required under the GDPR or UK GDPR, on the following legal bases:
- to provide and operate the Services, including hosting and delivering galleries (performance of a contract);
- to manage subscriptions, billing and referral credits (performance of a contract);
- to send gallery invitations, selection confirmations, download links and account notifications (performance of a contract / legitimate interests);
- to respond to support and demo requests (performance of a contract / legitimate interests);
- to measure and improve the website and platform (consent for analytics cookies; otherwise legitimate interests);
- to detect and prevent fraud and abuse and protect platform security, including rate limiting and access logging (legitimate interests / legal obligation);
- to comply with legal obligations (legal obligation);
- to communicate service updates (legitimate interests / consent where required);
- to send our newsletter about new features, photography business tips, product updates and offers, only if you subscribed and confirmed your email address (consent).
Newsletter
When you subscribe to the newsletter on our website we store your email address and a record of your consent: the wording you agreed to, the date and time, your IP address, browser and approximate country, and when you confirmed. Nothing is sent until you click the link in our confirmation email. Every newsletter has an unsubscribe link, and you can also unsubscribe by emailing [email protected]. Subscribing to the newsletter does not create a PixoProof account, and unsubscribing does not affect account, billing or security emails.
07Disclosure of information
We share personal information with:
- Service providers (sub-processors) that host, store, deliver, monitor and bill the Services. The current list, including each provider’s location, is published on our Sub-processors page.
- Photographers, where the information relates to galleries they own and manage.
- Professional advisers such as lawyers, accountants and insurers.
- Government authorities where required by law or legal process.
- A successor in connection with a merger, acquisition, asset sale or restructuring.
We do not sell personal information. Under the CCPA/CPRA we do not “sell” or “share” personal information for cross-context behavioural advertising. Analytics and marketing cookies on our website are used only with your consent.
08Where your information is stored and international transfers
| Data | Location |
|---|---|
| Application and database (accounts, gallery records, client details, activity, encrypted PINs) | Helsinki, Finland (European Union) |
| Photo files and generated previews | Cloudflare R2 object storage in Eastern North America (United States) |
| Database backups (encrypted) | Cloudflare R2, kept for 30 days |
| Network delivery | Cloudflare’s global network proxies all traffic to our hosts |
| Billing | Stripe (United States and the EU) |
Personal information may therefore be transferred to, stored in and processed in Finland (EU), the United States, Australia (where our team operates) and other countries where our service providers operate. Where required by law, transfers are protected through adequacy decisions, the European Commission’s Standard Contractual Clauses (together with the UK Addendum or International Data Transfer Agreement where applicable) and other permitted mechanisms.
09Data retention
We keep personal information only for as long as necessary to provide the Services, comply with legal obligations, resolve disputes and enforce agreements. Our current retention periods are:
| Data | Retention |
|---|---|
| Account and gallery data | While the account is active, then deleted on account closure, or after 30 days without a sign-in on the Free plan (see below) |
| Audit and security logs | 24 months |
| Gallery analytics events (views, selections) | 12 months |
| Download logs (including IP address and browser) | 12 months |
| Transactional email records | 6 months |
| Newsletter sign-ups never confirmed | 30 days |
| Newsletter subscribers and consent records | Until you unsubscribe; the opt-out record is kept so we do not email you again |
| Read in-app notifications | 90 days |
| Database backups | 30 days, encrypted |
| Payment and invoice records | As required by tax and accounting law |
Free plan inactivity
Free plan accounts with no sign-in for 20 days receive an email warning, and a final warning at 25 days. At 30 days without a sign-in the account is suspended and permanently deleted, including galleries, photos, client information and metadata. Deleted data cannot be recovered.
Gallery expiry and deletion
Photographers can set an expiry date on a gallery, after which it is hidden from Clients or permanently deleted, according to the Photographer’s choice. Deleting a photo, gallery or account is permanent: there is no recycle bin. Photo files are not separately backed up, so Photographers should keep their own copies of originals.
11Screenshot protection and AI
PixoProof provides watermarking, access controls and screenshot protection features designed to reduce unauthorised copying and misuse of photographic content. No such technology can guarantee complete prevention of all forms of image capture; some tools and external devices can bypass these protections. These features reduce risk and discourage misuse; they do not guarantee prevention.
PixoProof does not use uploaded photographs or galleries to train AI models and does not sell them to AI training providers. If AI-assisted features are introduced in the future, we will update this Policy first.
12Security measures
We implement technical and organisational measures designed to protect personal information, including encryption in transit (TLS), encryption of photo storage and backups at rest, encrypted storage of gallery PINs, salted password hashing, least-privilege access with key-based administrative access, rate limiting on sign-in and gallery access, logging and monitoring, and regular dependency updates. Our Security & Data Retention Policy describes these measures. No method of storage or transmission can guarantee absolute security.
13Account closure and deletion requests
You may request closure of your account and deletion of your personal information at any time by emailing [email protected] from your account email address. We will verify the request and complete it within 30 days, subject to legal obligations, fraud prevention, dispute resolution and the backup retention described above.
Where PixoProof acts solely as a processor on behalf of a Photographer, requests relating to gallery content or Client information will be referred to the relevant Photographer.
14Your rights
Depending on applicable law, you may have the right to:
- access your personal information;
- correct inaccurate information;
- delete personal information;
- restrict or object to processing;
- receive your information in a portable format;
- withdraw consent at any time (for example by changing your cookie settings or unsubscribing from the newsletter);
- exercise rights under the CCPA/CPRA, including the right to know, delete, correct and opt out of sale or sharing;
- lodge a complaint with your supervisory authority, including the Office of the Australian Information Commissioner, a European data protection authority or the UK Information Commissioner’s Office.
To exercise your rights, contact us at [email protected]. We may require identity verification before processing requests.
15Data breach notification
Where required by applicable law, PixoProof will notify relevant regulators and affected individuals of eligible data breaches within the required timeframes (72 hours to the supervisory authority under the GDPR and UK GDPR, and as soon as practicable under the Australian Notifiable Data Breaches scheme). Photographers are notified without undue delay under the Data Processing Addendum.
16Changes to this Privacy Policy
We may update this Policy to reflect changes in our practices, technology or legal requirements. The version number and “Last updated” date at the top show when the most recent changes were made. Material changes will be notified by email or in the app where appropriate.
17Contact
PixoProof · Email: [email protected] · Website: pixoproof.com
Version history: 1.0 (14 September 2026) first release. 1.1 (8 October 2026) corrected the storage locations (Finland for the application, United States for photo files), added concrete retention periods and the Free plan inactivity schedule, described watermark contents and encrypted PINs, replaced “username” with email sign-in, removed the Google disconnect option that does not exist, moved deletion requests to email, and linked the Sub-processors and Cookie pages. 1.2 (9 October 2026) shortened the Free plan inactivity schedule to warnings at 20 and 25 days and suspension with permanent deletion at 30 days. 1.5 (19 October 2026) added the website newsletter: double opt-in, the consent record we keep, unsubscribing, and its retention periods.