ACAI STUDIOS PRIVACY POLICY

Last updated: November 14, 2025

ACAI Studios (“ACAI Studios,” “we,” “us,” or “our”) operates our studio, website, and related services—including online galleries, booking tools, client communication systems, file-delivery platforms, and digital asset management systems (collectively, the “Services”). We provide photography, videography, editing, creative direction, and related content-production services to our clients.

This Privacy Policy describes how we collect, use, store, and disclose personal information when you visit our website, engage our studio, inquire about our services, sign a contract, participate in a photoshoot, or receive content from us.

If there is any conflict between our Terms and Conditions and this Privacy Policy, this Privacy Policy governs how we collect, process, and disclose your personal information.

By using the Services, you acknowledge that you have read and understand this Privacy Policy.

1. PERSONAL INFORMATION WE COLLECT OR PROCESS

“Personal information” means information that identifies, relates to, or can reasonably be linked to an individual. We may collect or process the following categories of personal information depending on how you interact with us and subject to applicable law:

A. CONTACT & IDENTITY INFORMATION

  • Name, email address, phone number

  • Postal address or billing address

  • Emergency contact details for on-site shoots (where needed)

B. BOOKING, CONTRACT, AND TRANSACTION INFORMATION

  • Dates, times, and locations of your photoshoots

  • Signed contracts, model releases, and consent/usage forms

  • Payment method, transaction ID, invoices, and billing information

  • Records of services purchased or requested

C. VISUAL & MEDIA INFORMATION (CLIENT CONTENT)

As part of providing photography and videography services, we collect and store:

  • Photographs, videos, raw files, edited files, proofs, and deliverables

  • Metadata associated with images (time, date, camera settings)

  • Notes or creative direction relevant to your shoot

We treat all client imagery as highly sensitive and confidential unless you have explicitly granted usage rights or promotional consent in writing.

D. ACCOUNT & GALLERY INFORMATION

If you access online galleries or portals:

  • Login credentials, gallery password(s)

  • Download history

  • Image favorites, selections, and orders (e.g., prints)

E. COMMUNICATIONS

  • Emails, texts, social media messages and DMs

  • Consultation questions, creative briefs, and feedback

  • Customer support inquiries

F. DEVICE & USAGE INFORMATION

  • IP address, browser type, device information

  • Cookies and usage data when using our website

  • Interactions with our booking system, online galleries, or client portals

G. SOCIAL MEDIA AND MARKETING INTERACTIONS

  • Interactions with our social media ads

  • Information submitted through social media platforms

  • Tags/mentions of ACAI Studios (subject to platform privacy rules)

2. SOURCES OF PERSONAL INFORMATION

We collect personal information from the following sources:

  • Directly from you (inquiry, contract, booking, communication, during shoots)

  • Automatically when using our website or online galleries (cookies and technical data)

  • From service providers such as online gallery hosts (e.g., Pixieset, ShootProof, SmugMug), CRM or invoicing platforms, scheduling systems, and payment processors

  • From partners or third parties, when you interact with ACAI Studios through social media, referrals, or collaborative projects

3. HOW WE USE YOUR PERSONAL INFORMATION

We use your personal information for the following purposes:

A. PROVIDING AND MANAGING PHOTOGRAPHY & CREATIVE SERVICES

  • Booking and managing your session(s)

  • Preparing contracts, model releases, or usage agreements

  • Capturing, editing, delivering, and storing images and video

  • Making your online gallery available

  • Backing up files for archival or re-delivery requests

  • Producing prints or physical goods when requested

B. CUSTOMIZING AND IMPROVING YOUR EXPERIENCE

  • Tailoring our communications and creative services

  • Improving our website, galleries, or tools

  • Enhancing shoot planning and client experience

C. MARKETING AND PROMOTIONS (WITH YOUR CONSENT WHERE REQUIRED)

  • Sending updates, newsletters, or promotional emails

  • Sharing studio news, offers, or portfolio highlights

  • If you grant promotional permission on your contract or release, using selected images or video for:

    • Website portfolio

    • Social media

    • Print marketing

    • Studio samples

We do not use client images for marketing unless you have explicitly provided written consent.

D. SECURITY & FRAUD PREVENTION

  • Maintaining secure online galleries and payment systems

  • Protecting client content from unauthorized access

  • Detecting or preventing fraudulent or harmful activity

E. LEGAL & CONTRACTUAL OBLIGATIONS

  • Complying with accounting, taxation, and legal requirements

  • Responding to valid legal requests

  • Enforcing our contracts or terms

4. HOW WE DISCLOSE PERSONAL INFORMATION

We may disclose personal information in the following circumstances:

A. WITH SERVICE PROVIDERS (NECESSARY FOR STUDIO OPERATIONS)

Examples may include:

  • Online gallery hosts

  • Cloud storage and file-backup providers

  • Payment processors (e.g., Stripe, PayPal)

  • Scheduling or CRM platforms

  • Editing software or AI enhancement services

  • Print labs

  • IT and cybersecurity providers

These providers are contractually obligated to handle your information securely.

B. WITH YOUR EXPLICIT CONSENT

For example:

  • Sharing images with collaborators (makeup artists, stylists)

  • Submitting your images to publications (magazines, contests)

  • Posting your photos on social media or our portfolio

C. BUSINESS OR LEGAL SITUATIONS

  • As part of a business transition or acquisition

  • To comply with legal obligations (e.g., subpoenas)

  • To enforce agreements, protect rights, or prevent harm

5. PHOTOGRAPHY-SPECIFIC DATA PRACTICES

A. STORAGE AND RETENTION OF CLIENT IMAGES

We store digital files using secure systems. Retention periods vary:

  • Raw files: typically retained for a limited time (e.g., 3–12 months) unless your contract specifies otherwise

  • Final edited images: retained for longer for re-delivery purposes

  • Printed orders: retained only as needed for fulfillment

B. CONFIDENTIALITY

All client photos and media remain confidential unless:

  • You explicitly grant us promotional rights

  • A legal obligation requires disclosure

C. COPYRIGHT

Unless otherwise stated in writing:

  • ACAI Studios retains copyright in all images we create

  • Clients receive usage rights as defined in their contract or license agreement

6. THIRD-PARTY WEBSITES AND LINKS

Our website or communications may link to third-party platforms. Their own privacy policies govern your interactions with them. We do not control and are not responsible for their privacy or security practices.

7. CHILDREN'S DATA

Our Services are not intended for minors without parental or guardian involvement. We do not knowingly collect personal information of children under the age of majority unless:

  • It is necessary for a family photoshoot or event

  • A parent or guardian provides all necessary information and consents

We do not “sell” or “share” minors’ data as defined by applicable law.

8. SECURITY AND RETENTION

While we take industry-standard measures to protect your personal information and image files, no system is 100% secure.

Retention varies based on:

  • Legal requirements

  • Contractual obligations

  • Operational needs

  • Studio archival policies

You may request deletion of your data or images unless we must retain them for legal or contractual reasons.

9. YOUR RIGHTS AND CHOICES

Depending on your jurisdiction, you may have some or all of the following rights regarding your personal information:

  • Right to Access / Know

  • Right to Delete

  • Right to Correct

  • Right to Data Portability

  • Right to Withdraw Consent (especially image-usage consent)

  • Right to Opt Out of Marketing Communications

  • Right to Object to Processing

  • Right to Restrict Processing

  • Right to Opt Out of Sale/Sharing of Personal Information (if applicable)

You may exercise these rights by contacting us using the information at the end of this policy.

We may require identity verification before processing certain requests. We will not discriminate against you for exercising your rights.

10. INTERNATIONAL TRANSFERS

If you reside outside the country in which we operate, your information may be transferred and stored in jurisdictions with different privacy laws. We use appropriate legal mechanisms (such as Standard Contractual Clauses) when transferring data from the EEA/UK.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. When we do:

  • We will update the “Last updated” date above

  • We will notify you where legally required

12. CONTACT US

If you have questions about this Privacy Policy, your personal information, or your rights, you may contact us at:

ACAI Studios
Email: hello@acaistudios.co.uk

For purposes of applicable data protection laws, ACAI Studios is the data controller of your personal information.