PixelPace Privacy Policy

Effective date: September 18, 2026

PixelPace is a privacy-focused platform for professional photographers. This Privacy Policy explains what information PixelPace handles, why it is handled, where processing takes place, and the choices available to studios, clients, and guests.

PixelPace is operated by LogicGates Technologies. In this Privacy Policy, "PixelPace," "we," "us," and "our" refer to LogicGates Technologies as the operator of the PixelPace service.

1. Scope

This Privacy Policy applies to:

• the PixelPace desktop application;
• the PixelPace website and studio account experience;
• client galleries and event pages;
• guest registration, guest photo contributions, and Smart Matching;
• communications, support, analytics, and related PixelPace services.

It does not govern independent activities performed by a photographer or studio outside PixelPace.

2. The studio's role and PixelPace's role

Studios decide which photographs, videos, client details, and guest information they upload and how they use that material. For this customer content, the studio is generally responsible for determining the purpose of processing, obtaining required permissions, responding to its clients and guests, and complying with applicable law. PixelPace processes that content to provide services to the studio.

This includes photographs guests contribute directly to an event the studio has opened for contributions: the studio is the controller of that content, in the same way it is the controller of its own photographs, and PixelPace processes it on the studio's behalf.

PixelPace separately determines how studio account information, service analytics, support records, and security information are processed for operating and protecting the platform.

3. Information we handle

3.1 Studio account information

We may collect:

• the account holder's name and email address;
• studio or business name;
• telephone number;
• business address and tax information;
• trial, account, and service status;
• communications sent to support.

3.2 Gallery and event content

When a studio publishes content, PixelPace may receive and store:

• original photographs;
• optimised photographs, previews, and thumbnails;
• videos;
• EXIF and other file metadata;
• gallery, event, and folder information.

Only media published by the studio is uploaded as part of the normal publishing workflow. Photographs guests contribute directly are handled separately — see Section 3.7.

3.3 Client and guest information

Depending on how a studio configures an event or gallery, PixelPace may process:

• names and email addresses;
• guest selfies;
• photographs guests contribute directly (Section 3.7);
• gallery links and access PINs;
• favourites and photograph selections;
• download and delivery activity;
• Smart Matching and face-group results, including groupings a client or the studio has named or associated with a person (Section 5).

3.4 Information processed on the studio computer

The PixelPace desktop application may keep or process:

• thumbnail and preview caches;
• guest selfies downloaded for matching;
• guest-contributed photographs downloaded for matching or moderation;
• face crops, mathematical face representations, and grouping information;
• login tokens, preferences, and application settings;
• local crash or diagnostic files;
• downloaded Smart Matching model files;
• original photographs that are referenced or temporarily processed during publishing.

3.5 Usage analytics and diagnostics

PixelPace collects account-linked product-usage events and crash or error information to understand feature usage, diagnose failures, maintain security, and improve reliability. Diagnostic information is not intentionally designed to include the contents of photographs.

Account-linked analytics and crash records do not currently have a fixed automatic deletion period. They may be retained for operational, diagnostic, security, legal, and service-improvement purposes. We do not use this information for advertising or sell it.

3.6 Browser storage

Our web services may use:

• essential authentication cookies or tokens;
• local storage and session storage;
• preference cookies;
• analytics cookies.

These technologies support sign-in, remember settings, measure service usage, and maintain the security and performance of the service.

3.7 Guest-contributed photographs

Where a studio opens an event for guest photo contributions, a guest may upload their own photographs directly, without registering for Smart Matching or providing a selfie. When this happens, PixelPace:

• stores the contributed photograph in the studio's own cloud storage, counted against the studio's storage plan, in the same way as the studio's own photographs;
• removes embedded location (GPS) data from the photograph automatically before storing it, while keeping its capture time where available;
• may run the same automated face-detection and grouping process on it that runs on the studio's own photographs (Section 5), so that a person shown in the photograph — including someone who did not scan the event's QR code or register at all — can be matched into a grouping the studio's other photographs have already established for them;
• displays the photograph in a clearly labelled "by the guests" area, separate from the studio's own work, and — where the studio has enabled it — on a live slideshow visible at the event venue;
• keeps the photograph for as long as the studio's gallery for that event is retained (Section 12), not tied to any particular guest's own identity retention;
• lets the studio remove the photograph at any time, which removes it from every surface, including an in-progress slideshow, immediately.

The studio decides whether to enable guest contributions for an event, whether to review contributions before they appear, and whether to remove any contribution. PixelPace does not independently review contributed content before it is stored.

4. How we use information

We use information to:

• create and manage studio accounts;
• authenticate users and protect accounts;
• upload, optimise, store, organise, and deliver gallery content, including photographs guests contribute;
• create previews and thumbnails;
• provide event registration and Smart Matching;
• send gallery, delivery, trial-expiry, deletion, service, and policy communications;
• record favourites, selections, downloads, and delivery activity;
• provide support;
• diagnose errors, prevent misuse, and secure the platform;
• administer trials, plans, limits, and future paid services;
• comply with applicable law and respond to lawful requests.

PixelPace does not sell customer content or guest information. We do not use uploaded photographs, guest-contributed photographs, guest selfies, face crops, face representations, or Smart Matching information to train general-purpose AI models or for advertising.

5. Smart Matching

Smart Matching is designed to help an event guest find photographs in which they may appear, whether those photographs were taken by the studio or contributed by another guest.

The process works as follows:

1. A guest gives consent and uploads a selfie through the event registration page.
2. The selfie is stored in restricted cloud storage.
3. When the studio performs guest matching, the selfie is downloaded to the studio's computer.
4. Facial analysis, face representations, and comparison are performed locally on that computer — mathematical face representations ("embeddings") are computed on the studio's own computer and are not uploaded to PixelPace's servers.
5. Local face crops and mathematical face representations remain on the studio computer.
6. Match and face-group results may be uploaded so the studio can review and manage delivery.
7. If a guest registered for the event themselves, with a selfie and this consent, the studio's photographs matched to them with high confidence are delivered to their private guest gallery automatically, and the guest is emailed once when their photographs are first ready. Every other match, including a person the studio or its client named, is delivered only after the studio or client approves it. The studio or client can revoke a guest's access at any time, and automatic delivery then stops for that event until they approve the guest again.

The client's role. A studio's client, when given access to the full client gallery, can also take actions that affect Smart Matching results for that gallery: naming a person shown in a face grouping, associating a face grouping with a named person, merging two groupings the client believes are the same person, and releasing specific photographs to a guest. These are the client acting on the studio's behalf within the gallery the studio gave them access to, not PixelPace acting independently.

Provisional persons. A face grouping can exist, and be given a name, before the person it represents has registered or given any consent — for example, when a studio or client labels "the bride's mother" in a grouping before that person has scanned a QR code. This is a provisional person: a name attached to a grouping of faces, with no registration and no consent record behind it, until that person registers themselves. Provisional-person groupings can be removed or corrected on request through the same privacy-request channel described in Section 6.

Guest-contributed photographs and third-party faces. A photograph a guest contributes directly (Section 3.7) is analysed by the same automated process to detect faces and offer matches, which can include faces of people who never registered or consented to Smart Matching themselves. A guest-contributed photograph is only ever matched into an existing grouping the studio's own photographs have already established — it is never used to create a new grouping or to establish who someone is.

Smart Matching may produce false positive or false negative results. It is not intended for surveillance, security, authentication, law enforcement, or making decisions about a person's identity, rights, or eligibility.

Facial information used for matching may be treated as biometric or sensitive information under some laws. PixelPace limits its use to the event-matching purpose described above.

6. Guest consent, withdrawal, and deletion

Guests are asked for separate, unchecked consent before taking or uploading a selfie for Smart Matching. PixelPace records when that consent and the applicable notice version were accepted, along with who gave it and on what basis (for example, the guest's own registration, or a studio's or client's approval on the guest's behalf where applicable). A guest who joins another event in the same gallery using a selfie already on file is shown the current notice and gives this consent again for that event.

A gallery visitor may use the privacy-request option in an unlocked gallery to request deletion, withdraw consent, ask for correction, or request access or information. Requests may also be sent to support@pixelpace.io. PixelPace records and relays the request to the relevant studio because the studio controls the event and its photographs.

Withdrawal or deletion may stop future matching and may result in removal of the guest's selfie, matching registration, face-group associations the client or studio made for that person, and access PIN, after the studio processes the request — for example, hiding or reassigning a face grouping the client had linked to that guest, or resetting a PIN that was issued to them. It does not automatically delete:

• event photographs owned or controlled by the studio;
• photographs the guest themselves contributed to the event (Section 3.7) — deletion removes the guest as the identified contributor of that photograph, but the photograph itself remains as part of the studio's gallery, the same way it would if the guest had handed the studio a printed copy;
• photographs already downloaded by the studio, guest, or another authorised person;
• copies stored independently outside PixelPace;
• records that must be retained for security or legal reasons.

7. Children

Selfie-based Smart Matching is currently offered only to guests who confirm that they are 18 or older. PixelPace does not currently provide a parental-consent workflow.

A person under 18 must not upload a selfie for Smart Matching. The studio may use a non-selfie workflow where appropriate, including guest photo contribution where the studio has enabled it.

Parents or guardians may contact the studio or support@pixelpace.io concerning a minor's information.

8. When information is shared

We disclose information only as needed to operate, secure, or comply with legal obligations relating to PixelPace. Recipient categories may include:

• cloud infrastructure, database, authentication, and storage providers;
• transactional email and communication providers;
• analytics and error-monitoring providers;
• application marketplaces and distribution providers;
• professional advisers, auditors, or insurers;
• government authorities, regulators, or courts where disclosure is legally required;
• a successor operator in connection with a legitimate reorganisation, acquisition, or transfer of PixelPace, subject to appropriate safeguards.

We do not publish a detailed infrastructure inventory in this Privacy Policy. Each provider receives only the information reasonably required for its role and is subject to contractual or legal obligations appropriate to the service it performs.

9. Administrative access

Access to customer content is technically possible but restricted. PixelPace personnel or authorised providers may access content only:

• when necessary to provide support requested by a studio;
• to investigate security incidents, misuse, or violations;
• when required by law;
• to act on a valid legal complaint about a specific guest-contributed photograph.

Customer content is never accessed for sale or advertising.

10. International processing

PixelPace initially offers studio registration in India. Our service providers may store or process information in India, the United States, and other locations required to operate their services.

Where information is processed outside India, we use service providers and contractual arrangements intended to protect the information consistently with this Privacy Policy and applicable law.

11. Security

PixelPace uses measures designed to protect information, including:

• HTTPS encryption while information is transmitted;
• private cloud storage;
• time-limited or signed media links;
• account-based access controls;
• authentication handled through a security-focused authentication service;
• restricted administrative access;
• local processing of sensitive Smart Matching analysis.

No system can guarantee absolute security. Studios must protect their credentials, devices, exported files, and gallery access information and must promptly report suspected unauthorised access.

12. Retention and deletion

We apply the following general rules:

• Guest selfies, gallery content, guest-contributed photographs, and associated cloud data remain available while needed for the relevant event, gallery, account, or active service.
• A guest-contributed photograph follows the retention of the studio's gallery for that event, not any separate retention period tied to the contributing guest's own identity — removing your guest identity does not remove a photograph you contributed (Section 6).
• Deleting an event through PixelPace removes its cloud selfie, guest-contributed photograph, and gallery data, and removes associated local Smart Matching data through the desktop application.
• Deleting a studio account removes its cloud customer content.
• When a trial or paid service ends, the studio receives 15 days of read-only access. Existing client galleries remain available during this period. After the 15-day period, associated cloud content is permanently deleted.
• Limited account, support, diagnostic, security, tax, or legal records may be retained where reasonably necessary for the purposes described in this Privacy Policy or required by law.

PixelPace may extend a trial or access period at its discretion. Studios should export required content before a deletion deadline. PixelPace is not intended to be a permanent archival backup.

13. Your choices and rights

Subject to applicable law and the studio's role, a person may request:

• access to personal information;
• correction of inaccurate information;
• deletion of information;
• withdrawal of Smart Matching consent;
• information about relevant processing or disclosures;
• review of a privacy concern.

Requests concerning an unlocked gallery may be sent through its privacy-request option. Requests may also be sent to support@pixelpace.io. The studio or PixelPace may need to verify the requester's identity and relationship to the relevant studio, gallery, event, or registration.

Where the studio controls the requested information — including a photograph a guest contributed to the studio's gallery — PixelPace may refer or relay the request to that studio. This does not prevent a person from contacting PixelPace about how the platform processes information.

14. Service communications

PixelPace may send studio account holders:

• gallery and delivery notifications;
• trial-expiry and deletion warnings;
• service and policy updates.

PixelPace does not send promotional marketing to event guests based on their registration, guest photo contributions, or Smart Matching information.

15. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in PixelPace, applicable law, or our privacy practices. The current version will show its effective date. Critical security-related changes may take effect immediately. Where applicable law requires notice or renewed consent, we will provide it.

16. Legal operator and contact

PixelPace is operated by:

LogicGates Technologies
Email: support@pixelpace.io

Privacy, access, correction, consent-withdrawal, and deletion requests may be sent to the email address above.