Privacy Policy

Picture Day OS (“Picture Day OS”, “we”, “us”) is an operating system for professional photography studios. It helps studios manage projects, contacts, schedules, finances, print sales, and AI assistants (“Kia”).

This policy explains what information we collect, how we use it, and the choices you have. It applies to picturedayos.com, the Picture Day OS application, and studio pages hosted on our platform.

Account information: your name, email address, password (stored only as a secure hash), studio name, and plan details when you create an account.

Studio data you enter: projects, contacts, contracts, invoices, tasks, schedules, notes, files, and other content you add to your workspace.

Client data you manage: information about your own clients (names, emails, phone numbers, orders, bookings) that you or your clients provide through forms, portals, bookings, or conversations with your studio's Kia assistant. You are the controller of this data; we process it on your behalf.

Connected services: if you connect a third-party calendar (such as Google Calendar), we access only what is needed to provide the feature — for calendars, your calendar list and free/busy times. We never read event titles, descriptions, or attendees, and we never write to your calendar.

Usage and technical data: log data, device and browser information, and pages visited, used to operate, secure, and improve the service.

Payment data: subscription payments are processed by our payment provider. We never see or store your full card number.

To provide and operate the service, including your studio workspace, client portals, and Kia assistants.

To authenticate you, keep your account secure, and enforce plan limits.

To process subscription billing and send service-related notices (receipts, security alerts, product updates).

To improve reliability, performance, and features, using aggregated or de-identified data where possible.

We do not sell your personal information or your clients' information, and we do not use your studio data to advertise to your clients.

Kia assistants answer questions and perform actions using the data inside the studio they belong to. Each studio's data, prompts, and knowledge are isolated: one studio's Kia can never access another studio's data.

When you use AI features, the relevant content is sent to our AI processing providers solely to generate the response. It is not used to train models for other customers.

Public-facing Kia assistants only use knowledge and settings the studio has approved for customer use.

Service providers: hosting, database, email delivery, payment processing, and AI processing vendors who act on our instructions and under confidentiality obligations.

At your direction: when you share a portal, gallery, booking page, or invoice link with your clients, the content you chose to share is visible to them.

Legal and safety: if required by law, regulation, or valid legal process, or to protect the rights, safety, and security of Picture Day OS, our users, or the public.

Business transfers: if Picture Day OS is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

We keep your account and studio data while your account is active. You can delete records in your workspace at any time.

When you close your account, we delete or de-identify your studio data within a reasonable period, except where we must retain it for legal, tax, or accounting obligations.

Backups are retained for a limited period and then overwritten.

We use encryption in transit, access controls, row-level data isolation between studios, and audit logging for sensitive actions. No method of transmission or storage is perfectly secure, but we work to protect your information and will notify affected users of a breach where required by law.

You can access, correct, export, or delete your information from within the app, or by contacting us.

Depending on where you live (for example the EEA, UK, or California), you may have additional rights, including the right to object to or restrict certain processing, and the right to lodge a complaint with a regulator.

If you are a client of a studio that uses Picture Day OS, please contact that studio directly about your data; we will assist the studio in responding.

Picture Day OS is a business tool and is not directed at children under 16. Studios may photograph minors as part of their work; that data is managed by the studio under its own policies and the consent it obtains.

We may process and store information in countries other than your own. Where required, we use appropriate safeguards for cross-border transfers.

We may update this policy from time to time. We will post the updated version on this page and update the “last updated” date. Material changes will be announced in the app or by email.

Questions about this policy or your data: privacy@picturedayos.com.