Privacy Policy
Effective 23 October 2026. Early access version.
The short version
- PhotoSeam is a work tool for photographers. We keep what you put in so the app can work, and nothing more.
- Your clients' details and photos belong to you. We store and process them only to run PhotoSeam for you.
- No ads, no selling data, no tracking or analytics scripts, no face recognition, no marketing emails to your clients.
- Data is stored in the United States with Supabase and the app runs on Vercel; emails go out through Resend.
- Write to privacy@photoseam.com for anything about your data. We answer within 15 days.
1. Who we are
PhotoSeam ("PhotoSeam", "we", "us") is a workflow service for photographers, in early access. We follow the data protection laws that apply to you, such as the GDPR in the European Union and the United Kingdom, and give everyone the rights described below.
Contact for anything in this policy: privacy@photoseam.com. As a small early-access service we have not appointed a separate data protection officer (encarregado); this address is our channel for you and for data protection authorities.
2. Two kinds of people, two roles
Photographers create an account. For your account data, we decide how it is used, so we are the controller.
Your clients (the people in your client list, and anyone who opens a gallery you share) never create an account. You decide what goes into PhotoSeam about them and what it is used for. For that data you are the controller, and PhotoSeam is your processor. We only handle it to run the service for you, as set out in section 7 of our Terms. If you are one of a photographer's clients, the photographer is the right first contact for questions about your data; see section 11.
3. What we collect
About photographers (you)
Email and password
Where it comes fromYou, at sign-up
WhyTo sign you in and send account emails. The password is stored only as a one-way hash by our sign-in provider; we never see it.
Your name, studio name
Where it comes fromYou
WhyShown in the app and to your clients in galleries and emails.
Time zone, currency and clock (12 or 24 hour)
Where it comes fromGuessed from your browser at sign-up; you can change all three in Settings
WhyTo show dates, times and money correctly.
Working hours, calendar feed link
Where it comes fromYou / created by the app
WhyFor your calendar.
Sign-in records
Where it comes fromOur sign-in provider (Supabase Auth)
WhySecurity. These records can include the IP address and browser used to sign in.
Basic request logs
Where it comes fromOur host (Vercel) and database provider (Supabase)
WhyRunning and protecting the service. Can include IP address, browser type and the page requested. Kept briefly by those providers.
| Data | Where it comes from | Why |
|---|---|---|
| Email and password | You, at sign-up | To sign you in and send account emails. The password is stored only as a one-way hash by our sign-in provider; we never see it. |
| Your name, studio name | You | Shown in the app and to your clients in galleries and emails. |
| Time zone, currency and clock (12 or 24 hour) | Guessed from your browser at sign-up; you can change all three in Settings | To show dates, times and money correctly. |
| Working hours, calendar feed link | You / created by the app | For your calendar. |
| Sign-in records | Our sign-in provider (Supabase Auth) | Security. These records can include the IP address and browser used to sign in. |
| Basic request logs | Our host (Vercel) and database provider (Supabase) | Running and protecting the service. Can include IP address, browser type and the page requested. Kept briefly by those providers. |
What you put in about your work and your clients
Clients
What it includesFirst and last name, email, phone, a second contact's name and phone, postal address, notes.
Jobs
What it includesTitle, kind of job, stage and the dates it changed stage, place, editing and print status, delivery target, notes.
Calendar sessions
What it includesTitle, start and end, place, notes, whether an invite was emailed.
Payments
What it includesAmounts, due dates, paid dates, notes. PhotoSeam does not take payments and never holds card or bank details.
Contracts
What it includesThe PDF or image file you upload for a job.
Photos
What it includesThe original file exactly as you uploaded it, including any information your camera or editing software stored inside it (camera settings, date, and GPS location if your camera recorded it). Also a smaller preview (up to 2000 px, watermarked when you turn that on) and a thumbnail (up to 400 px). Your browser makes the preview and thumbnail, and they carry none of that embedded information. Original file names are kept for the Lightroom hand-off.
| Data | What it includes |
|---|---|
| Clients | First and last name, email, phone, a second contact's name and phone, postal address, notes. |
| Jobs | Title, kind of job, stage and the dates it changed stage, place, editing and print status, delivery target, notes. |
| Calendar sessions | Title, start and end, place, notes, whether an invite was emailed. |
| Payments | Amounts, due dates, paid dates, notes. PhotoSeam does not take payments and never holds card or bank details. |
| Contracts | The PDF or image file you upload for a job. |
| Photos | The original file exactly as you uploaded it, including any information your camera or editing software stored inside it (camera settings, date, and GPS location if your camera recorded it). Also a smaller preview (up to 2000 px, watermarked when you turn that on) and a thumbnail (up to 400 px). Your browser makes the preview and thumbnail, and they carry none of that embedded information. Original file names are kept for the Lightroom hand-off. |
About people who open a gallery
Who they are
What it includesEmail (required) and name (optional), typed on the gallery entry screen.
What they do
What it includesWhich photos they chose, notes they leave on photos, when they first opened the gallery and last entered it, when they sent their choices, and whether a reminder was emailed.
Gallery PIN
What it includesIf you set a PIN: we keep a one-way hash to check it, plus an encrypted copy so you can see the PIN again and pass it on. For each gallery we count wrong tries and record when it locked. We do not record who made a wrong try or from where.
| Data | What it includes |
|---|---|
| Who they are | Email (required) and name (optional), typed on the gallery entry screen. |
| What they do | Which photos they chose, notes they leave on photos, when they first opened the gallery and last entered it, when they sent their choices, and whether a reminder was emailed. |
| Gallery PIN | If you set a PIN: we keep a one-way hash to check it, plus an encrypted copy so you can see the PIN again and pass it on. For each gallery we count wrong tries and record when it locked. We do not record who made a wrong try or from where. |
Each person can see only their own choices and notes. You see everyone's, with their name and email.
4. What we do not do
- We do not sell or rent data, show ads, or share data with advertisers.
- We use no analytics, tracking pixels or third-party tracking scripts.
- We do not run face recognition, AI analysis or any automated decision-making on photos or people.
- We never email your clients for our own purposes. The only emails your clients get are the ones listed in section 5, all about the work you are doing for them.
- We do not look at your content in normal running. People who run PhotoSeam can technically access the database, and they only do so when you ask for help, to fix a problem or keep the service safe, or when the law requires it.
5. Emails we send
Account emails
ToYou
WhenA code to confirm your address at sign-up or to reset your password; a notice when someone tries to sign up with your address; a notice when your password changes.
Gallery invitation
ToYour client
WhenWhen you press send on a gallery. It says whether a PIN is needed but never includes the PIN.
Booking confirmation
ToYour client
WhenWhen you choose to email a session to the client. It includes a calendar file with the session's title, time, place and the session notes.
Selection reminder
ToPeople who opened the gallery and have not sent their choices, or your client if nobody has opened it yet
WhenAutomatically, once, when the due date you set is two days away or less.
Choices received
ToYou
WhenWhen someone sends their photo choices.
| To | When | |
|---|---|---|
| Account emails | You | A code to confirm your address at sign-up or to reset your password; a notice when someone tries to sign up with your address; a notice when your password changes. |
| Gallery invitation | Your client | When you press send on a gallery. It says whether a PIN is needed but never includes the PIN. |
| Booking confirmation | Your client | When you choose to email a session to the client. It includes a calendar file with the session's title, time, place and the session notes. |
| Selection reminder | People who opened the gallery and have not sent their choices, or your client if nobody has opened it yet | Automatically, once, when the due date you set is two days away or less. |
| Choices received | You | When someone sends their photo choices. |
Emails to your clients say they are sent by PhotoSeam on your behalf. You can also open ready-made drafts in your own email app; those are sent by you, not by us.
6. Cookies and similar storage
PhotoSeam uses only cookies it needs to work or that remember a choice you made. None are for advertising or tracking, and every one has an end date, so there is no cookie banner.
sb-…-auth-token
What it holdsYour sign-in session (it can be split into numbered parts).
How longUp to 400 days, renewed while you use the app; removed when you sign out.
sb-…-auth-token-code-verifier
What it holdsA one-time code used while confirming your email or resetting your password.
How longRemoved once used.
ps_pending
What it holdsThe email a sign-up or reset code was just sent to, and when, so the code screen can check the code and offer to resend it.
How long30 minutes.
psg_… (one per gallery)
What it holdsFor gallery visitors: a random visitor number and a check that the PIN was passed, signed so it cannot be forged. No email or name.
How long90 days.
ps_theme, ps_look
What it holdsYour light/dark and Normal/Minimal choice.
How long1 year.
ps_seen, ps_cleared, ps_setup_hidden
What it holdsWhat the "For you" panel already showed on this device, and whether you hid the setup list.
How long1 year.
| Cookie | What it holds | How long |
|---|---|---|
| sb-…-auth-token | Your sign-in session (it can be split into numbered parts). | Up to 400 days, renewed while you use the app; removed when you sign out. |
| sb-…-auth-token-code-verifier | A one-time code used while confirming your email or resetting your password. | Removed once used. |
| ps_pending | The email a sign-up or reset code was just sent to, and when, so the code screen can check the code and offer to resend it. | 30 minutes. |
| psg_… (one per gallery) | For gallery visitors: a random visitor number and a check that the PIN was passed, signed so it cannot be forged. No email or name. | 90 days. |
| ps_theme, ps_look | Your light/dark and Normal/Minimal choice. | 1 year. |
| ps_seen, ps_cleared, ps_setup_hidden | What the "For you" panel already showed on this device, and whether you hid the setup list. | 1 year. |
The app also stores one offline page on your device, shown if you lose connection. It holds none of your data.
7. Who processes data for us
Supabase
What they doDatabase, sign-in, and file storage for photos and contracts.
WhereUnited States (Oregon, AWS region us-west-2).
Vercel
What they doHosts and runs the app.
WhereUnited States (server code runs in Portland, Oregon); pages pass through Vercel's worldwide network.
Resend
What they doSends PhotoSeam's emails, account emails included.
WhereIreland (EU).
| Provider | What they do | Where |
|---|---|---|
| Supabase | Database, sign-in, and file storage for photos and contracts. | United States (Oregon, AWS region us-west-2). |
| Vercel | Hosts and runs the app. | United States (server code runs in Portland, Oregon); pages pass through Vercel's worldwide network. |
| Resend | Sends PhotoSeam's emails, account emails included. | Ireland (EU). |
Photos and contract files are loaded straight from Supabase storage through temporary links, so Supabase sees the IP address of whoever views them, including your clients. When you choose a new password, our server checks it against Have I Been Pwned's list of leaked passwords by sending only the first 5 characters of a one-way hash of it, never the password. GitHub Actions checks every two days that our database is awake; it reads no personal data. We do not use an error-reporting service today. If we add one, it will be listed here before it is turned on.
8. Data stored outside your country
Your data is stored in the United States, and emails pass through Resend in the EU. Where the law requires it, we rely on our providers' data processing agreements, which include standard contractual clauses, to protect data moved there.
9. Why we are allowed to use it (legal bases)
- To provide the service you signed up for: your account, your work data, the emails you trigger.
- Legitimate interest: keeping the service secure, preventing abuse, PIN try limits, the leaked-password check, sign-in records, short-lived request logs.
- Legal obligations: when a law or authority requires us to keep or hand over data.
- Your clients' data: you, the photographer, choose the legal basis (usually your contract with the client), and we process it on your behalf.
10. How long we keep it, and what deleting does
We keep your data while your account is open. When you delete something in the app, it goes:
A photo
What is removedIts record, its original, preview and thumbnail, and any choices and notes on it.
A gallery
What is removedAll its photos and files, everyone who entered it (names, emails), their choices, notes and sent lists, and its PIN try records.
A job
What is removedIts galleries (as above), payments, calendar sessions, stage history and contract file. The client stays in your client list.
A client
What is removedTheir contact details and notes. A client who still has jobs cannot be deleted until those jobs are.
A calendar session, a payment
What is removedThat record.
A contract file
What is removedThe file. Uploading a new one replaces and removes the old one.
| You delete | What is removed |
|---|---|
| A photo | Its record, its original, preview and thumbnail, and any choices and notes on it. |
| A gallery | All its photos and files, everyone who entered it (names, emails), their choices, notes and sent lists, and its PIN try records. |
| A job | Its galleries (as above), payments, calendar sessions, stage history and contract file. The client stays in your client list. |
| A client | Their contact details and notes. A client who still has jobs cannot be deleted until those jobs are. |
| A calendar session, a payment | That record. |
| A contract file | The file. Uploading a new one replaces and removes the old one. |
A gallery that has expired or that you closed is no longer reachable by your clients, but its photos and choices stay in your account until you delete it.
Deleting your account. There is no delete button yet. Email privacy@photoseam.com from your account address and we will delete your account and everything in it, including all photos and files, within 30 days. Copies in our providers' backups can last up to 30 days before they are overwritten, and are never restored for any other use.
Files are removed right after their record. If a file removal ever fails on our side, the file is no longer linked to anything in PhotoSeam and we remove it in our regular cleanup.
We may keep a minimal record (for example, that a deletion request was made and completed) when the law requires it.
11. Your rights
Wherever you live, you can ask us to:
- confirm whether we process your data, and give you access to it;
- correct incomplete, wrong or outdated data;
- anonymise, block or delete data that is unnecessary, excessive or processed unlawfully;
- give you your data in a portable format;
- delete your data, and tell you who we have shared it with;
- object to processing based on legitimate interest, or restrict it, where the law allows;
- withdraw consent where processing relies on it, and explain what happens if you do not give it.
Much of this you can do yourself: change your name, studio, time zone, currency and clock in Settings, and edit or delete clients, jobs, sessions, payments and galleries. For anything else, write to privacy@photoseam.com. We answer within 15 days and may ask you to confirm the request comes from your account email.
If you are a photographer's client, please ask the photographer first: they control your data and can change or delete it. If you write to us, we will pass your request to the photographer and help them answer it.
You can also complain to the data protection authority where you live.
12. How we protect data
- Every photographer's records are walled off at the database level: the database itself checks that each row belongs to the signed-in photographer, and that linked records (a gallery and its job, for example) belong to the same account.
- Photos and contracts sit in private storage. They are only shown through temporary links: 1 hour inside the app, 12 hours for gallery previews, 5 minutes for an original download.
- Gallery links contain a 32-character random code. Gallery PINs are checked against a scrypt hash; after 5 tries a gallery locks for 1 minute, doubling up to 60 minutes. The readable copy of a PIN is encrypted with a key only our server holds.
- The gallery visitor cookie is signed, so it cannot be forged or copied to another gallery.
- New passwords that appear in known data leaks are refused.
- All traffic uses HTTPS.
No system is perfectly secure. Anyone who has a gallery link (and its PIN, if set) can see that gallery, and anyone with your calendar feed link can read your sessions, so share them with care; you can generate a new feed link in Settings. If a breach puts your data at risk, we will tell you and the authorities as the law requires.
13. Children
Accounts are for adults (18 or older) running a photography business. Photographers often photograph children (newborn and family sessions). In that case the photographer is responsible for having a parent's or guardian's permission, as data protection law requires.
14. Changes to this policy
If we change this policy in a way that matters, we will email you at least 30 days before it takes effect. The date at the top always shows the current version.
15. Contact
PhotoSeam. Email: privacy@photoseam.com.