Privacy policy

Information we handle

• Event inquiries: your email, optional name, and the event details you send through our contact form.
• Registration and galleries: your name, email, optional phone number, event and visit details, queue status, and the photographs associated with your sitting. Each new sitting has its own registration and personal gallery.
• Messaging choices: when an optional SMS program is enabled, your consent choice and the wording and time recorded with that choice, along with messaging and delivery records needed to operate it.
• Staff access and operations: staff identity, roles, event assignments, station and session records, and security or administrative audit records. Technical request information supports reliability and abuse prevention.

How we use information

We use these details to answer inquiries, organize the event queue, associate a sitting with the correct attendee, provide gallery access, handle support, and protect the service. Gallery notifications, when enabled, provide another way to return to your personal page. An event registration is not consent to promotional texts.

Google sign-in is for authorized staff

Staff sign-in requests the Google permissions openid and email. We verify the account identifier, email and email-verification status, and Google Workspace domain information to match an approved operator account. We store the bound Google account identifier and approved staff email with access and audit records. Authorized administrators use those records to assign events and manage access.

We do not request access to Gmail messages, Google Drive files, contacts, or calendars. Google identity tokens are used to verify sign-in; they are not retained as reusable Google API access credentials. Staff Google information is used for authentication, authorization, security, and support, not advertising. Attendees do not need Google sign-in to view a gallery.

Your personal link grants gallery access

Anyone who has your complete personal gallery link can open that gallery. You may forward it, but only share it with people you want to have access. Email verification is not required. A reusable printed registration card does not grant access to earlier attendees’ galleries.

Gallery access uses browser cookies. Browser storage also keeps a saved registration request for recovery after an interrupted connection, your personal-page link, and the original registration proof where needed. Staff sessions use separate access credentials. Clearing browser storage can remove recovery information; keep your complete personal link somewhere you can find it.

Service providers and SMS privacy

Authorized staff and service providers may process information needed to operate the service, such as hosting, storage, email delivery, and support. Google handles staff sign-in. If SMS is enabled, Telnyx and communications carriers process the phone number, message content, consent, and delivery information needed to provide that messaging service.

Mobile numbers and SMS consent information will not be sold, rented, or disclosed to affiliates or other parties for advertising, promotion, or lead generation. SMS opt-in records are shared only as needed to provide the opted-in messaging service, not for unrelated uses. We do not use Google staff identity data for advertising or sell it. This policy does not authorize an event organizer to receive attendee contact lists or bulk gallery access.

Storage, retention, and requests

Information is held in the application’s records, browser storage, and, where applicable, event workstations and service-provider systems. Access controls and protected connections help limit unauthorized access.

This policy does not promise a deletion deadline or a guaranteed gallery availability period.

For questions or to request access, correction, or deletion, write to contact@instantpic.org. Include the event and enough information to locate your request; do not email passwords or staff credentials. Identity may need to be confirmed before records are disclosed or changed.

Related terms

Read the related terms of service, including the conditional SMS program description.