PixelPace Privacy Policy

Effective date: [Microsoft Store release date]

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 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.

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.

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;
• gallery links and access PINs;
• favourites and photograph selections;
• download and delivery activity;
• Smart Matching and face-group results.

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;
• 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.

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;
• 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 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.

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.
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. The studio must review and approve suggested matches before photographs are delivered to a guest.

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 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.

A gallery visitor may use the deletion-request option in an unlocked gallery to ask the relevant studio to remove gallery or guest data. Consent withdrawal, correction, access, information, and other privacy requests may be sent to support@pixelpace.io. PixelPace records and relays deletion requests 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 and matching registration after the studio processes the request. It does not automatically delete:

• event photographs owned or controlled by the studio;
• 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.

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.

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, and associated cloud data remain available while needed for the relevant event, gallery, account, or active service.
• Deleting an event through PixelPace removes its cloud selfie 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.

Deletion requests concerning an unlocked gallery may be sent through its deletion-request option. Other privacy requests may 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, 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 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.