Privacy Policy

PRIVACY POLICY

United States and Canada

Effective Date: 09/22/2026 | Last Updated: 09/22/2026

 

 

1. Scope and Commitment

This Privacy Policy explains how Art of Portraits collects, uses, discloses, retains, and protects personal information relating to clients, website visitors, Students, parents, guardians, school personnel, employees, contractors, and business contacts. It applies to websites, appointment tools, galleries, ordering platforms, photography and video services, school Programs, communications, and related business operations.

2. Privacy Officer and Accountability

Art of Portraits is responsible for personal information under its control. Privacy Officer: [Name or Title]. Email: privacy@artofportraits.com or info@artofportraits.com. Mail: 12668 Hoover Street, Garden Grove, CA 92841. Phone: (877) 874-6867.

For Canadian activities, this Policy is intended to reflect accountability, identified purposes, meaningful consent, collection limitation, use and retention limitation, accuracy, safeguards, openness, access, correction, and complaint principles under applicable federal and provincial private-sector privacy laws.

3. Information We Collect

·  Contact information, including name, email, phone, mailing address, organization, title, and department

·  Booking and transaction information, including appointments, selections, order history, billing records, payment status, refunds, contracts, and consent records

·  Photography and media information, including photographs, video, audio, proofs, thumbnails, selections, editing instructions, gallery associations, delivery records, and licensing information

·  School and Student information, including name, identifier, grade, classroom, school, team, graduation year, yearbook association, access code, parent or guardian contact, restrictions, and fulfillment information

·  Website and device information, including IP address, browser, device type, operating system, referring page, pages viewed, approximate IP-based location, cookie identifiers, and analytics

·  Communications, including emails, forms, consultation notes, support communications, feedback, and marketing preferences

Payment-card information may be submitted directly to a payment processor rather than stored by Art of Portraits.

4. Sources

Information may come directly from you; from a parent, guardian, school, district, employer, organization, event organizer, photographer, or production partner; through cookies and similar technologies; from scheduling, payment, gallery, delivery, or service platforms; or from lawful public business sources.

5. Purposes

·  Respond to inquiries and schedule services

·  Perform photography, videography, school, yearbook, gallery, ordering, delivery, retake, and support services

·  Associate Images with the correct participant and protect gallery access

·  Process payments, fulfill orders, ship products, and maintain tax and transaction records

·  Administer contracts, licenses, releases, consents, and school Programs

·  Prevent fraud, misuse, and security incidents

·  Improve website performance and service quality

·  Comply with law and establish, exercise, or defend legal claims

·  Send marketing where legally permitted

A materially new purpose will receive an appropriate notice and consent when required.

6. Consent and Legal Authority

Where consent is required, Art of Portraits seeks consent appropriate to the sensitivity of the information, the purpose, reasonable expectations, and the individual’s age and capacity. Consent may be express, implied, or provided through an authorized institution where legally permitted. Processing may also occur without consent where authorized or required by law. Optional consent may be withdrawn prospectively, subject to legal, contractual, and operational limits.

7. School and Student Information

Student information is processed for the school-authorized photography Program and related Family transactions. Art of Portraits does not knowingly sell protected student information, use it for cross-context behavioral advertising, build unrelated commercial Student profiles, use identifiable Student Images to train public AI models without express authorization, use identifiable minors for general promotion without an appropriate release, or use facial recognition or biometric identification on Students unless separately disclosed, legally permitted, and authorized.

Schools are responsible for identifying Students subject to photography, directory-information, gallery, media, custody, safety, or legal restrictions. Where Art of Portraits receives education-record information under a permitted arrangement, it will be used and redisclosed only as authorized by the institution, applicable law, and the applicable agreement.

8. Children’s Privacy

The general website is intended for adults, parents, guardians, educators, and organizational representatives. Children under 13 should not independently create purchasing accounts or submit personal information. When a covered online service requires parental, guardian, or legally permitted school authorization, Art of Portraits will use an appropriate notice and consent process. Information collected without required authorization will be deleted or remediated when discovered.

9. Service Providers and Other Disclosures

Information may be disclosed to scheduling providers, website hosts, cloud storage, gallery platforms, payment processors, printing laboratories, shippers, communications services, IT and security providers, accountants, insurers, legal advisers, and authorized photographers, editors, and production personnel. Providers are expected to use information only for authorized services and maintain appropriate safeguards.

Information may also be disclosed at your direction; to a participating school for the authorized Program; to fulfill purchases; to comply with law or legal process; to investigate fraud or incidents; to protect rights or safety; or in a business transaction subject to applicable restrictions.

10. Sale, Sharing, Cookies, and Analytics

Art of Portraits does not sell personal information for monetary payment and does not knowingly sell or share protected student information for targeted advertising. If an advertising or analytics activity is legally considered a sale or sharing, the legally required notice and choice mechanism will be provided.

The website may use essential, preference, security, analytics, advertising, and embedded-feature technologies. Consent for nonessential cookies will be requested where required. Browser or consent-tool settings may limit cookies, though some features may not function properly.

11. Marketing and Canada’s Anti-Spam Requirements

Promotional email may be unsubscribed through the message link or by contacting Art of Portraits. Transactional communications concerning appointments, orders, galleries, safety, contracts, privacy, and support are not promotional. Covered Canadian commercial electronic messages will be sent using applicable consent, identification, contact-information, and unsubscribe requirements.

12. Cross-Border Processing

Art of Portraits is based in the United States. Information collected in Canada may be transferred to, stored in, or processed in the United States or another jurisdiction where service providers operate. It may become subject to the laws of that jurisdiction and lawful access by authorities there. Art of Portraits remains accountable for appropriate contractual, organizational, and technical protections. Where Quebec law applies, a privacy impact assessment will be conducted before an external communication when required.

13. Retention

Information is retained only as long as reasonably necessary for identified purposes and legal duties. Inquiry records may be retained during an active opportunity and reasonable follow-up period. Transaction, tax, contract, release, warranty, and dispute records may be retained for applicable legal periods. Galleries remain available for stated periods. Images may be retained for delivery, reorders, support, quality control, legal protection, and archival purposes. School roster information will be deleted or deidentified when no longer necessary, subject to contract and law. Backups may remain temporarily until overwritten. Permanent archival storage is not guaranteed.

14. Security and Incidents

Reasonable measures may include authentication, role-based access, appropriate encryption, secure transfer, vendor review, confidentiality requirements, incident response, and backup controls. No system can guarantee absolute security.

Suspected unauthorized access, use, disclosure, loss, or destruction will be investigated. Affected individuals and regulators will be notified when required. Where Quebec law applies, covered incidents will be documented and serious-risk incidents will be reported as required.

15. Privacy Rights

Depending on applicable law, you may request access, correction, deletion, withdrawal of consent, restriction or objection, information about disclosures, marketing opt-out, opt-out of qualifying sale or sharing, limitation of qualifying sensitive-information use, or review of a decision. These rights are subject to verification, exceptions, and legal scope. California residents may have rights to know, delete, correct, opt out of qualifying sale or sharing, limit certain sensitive-information uses, and avoid discrimination. Canadian individuals may have access, correction, consent, accountability, and complaint rights under applicable federal or provincial law.

16. Exercising Rights and Complaints

Submit requests to privacy@artofportraits.com or info@artofportraits.com, by phone at (877) 874-6867, or by mail to 12668 Hoover Street, Garden Grove, CA 92841. Include your name, contact details, relationship to Art of Portraits, relevant school/session/gallery/transaction, and the right requested. Identity and authority may be verified. Parents, guardians, and authorized agents may act where legally permitted.

Canadian individuals may first contact the Privacy Officer and may then contact the regulator with jurisdiction, including the Office of the Privacy Commissioner of Canada, the Alberta OIPC, the British Columbia OIPC, or Quebec’s Commission d’accès à l’information.

17. Quebec Supplemental Notice

·  A privacy officer will be designated and contact information made available

·  Privacy governance information will be published in clear language

·  Required privacy impact assessments will be performed

·  Confidentiality incidents will be documented and reported where required

·  Personal information will be destroyed or anonymized when authorized purposes are fulfilled, subject to retention duties

·  Cross-border communications will be evaluated as required

18. Changes and Contact

This Policy may be updated for changes in law, technology, services, or practices. The revised version will state a new effective date, and additional notice or consent will be provided where required.

Art of Portraits | 12668 Hoover Street, Garden Grove, CA 92841 | (877) 874-6867 | info@artofportraits.com