For clients and guests using a client portal, gallery, or share link powered by Pixally. If you are a photographer or studio, see our Privacy Policy instead.
Last updated: October 1, 2026
This notice is for people who were invited to a client portal, a gallery, a film, or a showcase page that runs on Pixally. If you are a photographer, videographer, or studio using Pixally to run your business, our main Privacy Policy is the one that applies to you.
Pixally is the software company behind the page you are looking at. The business that invited you, which this notice calls "your Photographer", built that page using our software and runs it under their own name and branding. This notice explains what happens to information about you when you use it.
"Your Photographer" covers whoever invited you, whether they photograph, film, plan, or coordinate.
Your Photographer decides what information about you goes into the portal and what is done with it. We hold it for them and act on their instructions. We do not sell it, we do not use it to advertise to you, and we do not use your photos or files to train AI models. If you want to see, correct, or delete what is held about you, start with your Photographer, because they are the one who can act on it.
The rest of this page explains that in more detail.
There are two different roles here, and the difference decides who you need to talk to.
For almost everything about you in the portal, including your name, your contact details, your event, your contracts, your invoices, your messages, and the photographs and films of you, your Photographer decides what is collected and why. In data protection language they are the controller. We are their processor, which means we hold and handle that information on their instructions and not for our own purposes.
This matters practically. We cannot delete your wedding photos because you asked us to, any more than a filing cabinet can empty itself. Your Photographer has to tell us. Section 10 explains how to reach them and what we will do if you cannot.
We are responsible in our own right for a small amount of information we need in order to run the software safely, whoever it belongs to. That means:
We use these for security, fraud prevention, debugging, and keeping the service working. We do not use them to build a profile of you, and we do not use them for advertising.
What is actually present depends entirely on what your Photographer collects and which features they have switched on. It may include:
A note about the photographs and films themselves. They are personal information about everyone visible in them, not only about you. Your Photographer is responsible for having the permissions needed to hold them and to share them with the people they share them with.
A note about downloads. Image and video files can carry hidden technical information, sometimes including the location where they were taken. If you plan to post a file somewhere public and that concerns you, check with your Photographer before you do.
We handle information in the portal for one reason: so that the software works for your Photographer, and therefore for you. Concretely, that means letting you sign in, showing you your project, delivering your photographs and films, carrying your messages, presenting documents for signature, and passing payments to a processor.
For the narrow set of things in Section 3.2 we act to keep the service secure and working, which is a legitimate interest of ours and, we think, plainly in your interest too.
If data protection law where you live requires a specific legal basis, your Photographer is responsible for having one for the information they put into the portal. For our own limited purposes we rely on legitimate interests, and on compliance with legal obligations where one applies.
We do not make any decision about you by automated means that produces a legal or similarly significant effect.
Client portals and galleries use only what they need to function. That means a session cookie so you stay signed in, a security token to protect forms from being submitted by another site, and, where a gallery is passcode protected, a record that you entered the passcode correctly so you are not asked again on every image.
These are strictly necessary, so they are set without asking you, and turning them off in your browser will stop the portal working.
We do not run advertising trackers, cross-site tracking, or session recording on client-facing pages. If we ever introduce anything beyond the strictly necessary, we will ask for your permission first where the law requires it, and we will not set it until you have answered.
Your Photographer may add their own tracking to a page they control, such as their own website where an enquiry form is embedded. That is their choice and their responsibility, and their own privacy policy covers it.
Everything you put into the portal is visible to your Photographer. Depending on how they work, it may also be visible to their staff, their second shooters, their associates, their editors, and their contractors. Please assume that anything you write in a message, a comment, or a form will be read by more than one person on their side.
We use a small number of vendors, each under contract, each handling information only on our instructions and only for the purpose named:
We may disclose information where we believe in good faith it is reasonably necessary to comply with a law or legal process, to enforce our terms, to detect or address fraud or a security problem, or to protect the rights, property, or safety of anyone. Where we are legally allowed to tell you about a request for your information, we will.
If Pixally is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction. We would require the buyer to honour this notice.
We do not sell your personal information, we do not share it for cross-context behavioural advertising, and we do not give it to data brokers. Passing your information to your Photographer is not a sale. They are the party you dealt with and the party responsible for it.
Pixally is based in the United States, and our infrastructure and vendors process information there. If you are in the European Economic Area, the United Kingdom, or Switzerland, your information will be transferred to and processed in the United States.
Where we transfer information out of the EEA or the UK we rely on the European Commission's Standard Contractual Clauses, together with the UK International Data Transfer Addendum where it applies. You can ask for a copy of the safeguards by emailing privacy@pixally.com.
Your Photographer decides how long your project, your documents, and your photographs stay in the system, and they can delete them at any time. Galleries and share links often have an expiry date that they set. When your Photographer deletes something, we remove it from the live service, and copies may remain in our backups for a limited period before being overwritten in the ordinary course.
If your Photographer stops using Pixally, their account and its contents are removed after the wind-down period in our agreement with them.
The security and diagnostic records described in Section 3.2 are kept for a limited period appropriate to their purpose and then deleted or aggregated so they no longer identify anyone.
Because none of this is under your control, please download and keep your own copies of your photographs, films, and signed documents as soon as you receive them.
Depending on where you live, you may have the right to ask for a copy of the information held about you, to have it corrected, to have it deleted, to restrict or object to how it is used, to receive it in a portable form, and to withdraw a consent you previously gave. If you are in California you also have the right not to be discriminated against for exercising those rights, which we would not do in any case.
Start with your Photographer. For anything in your portal or your gallery they are the one who decides, and going to them directly is faster. If you have asked them and cannot get a response, or you do not know how to reach them, email privacy@pixally.com. We will help you identify the right business, and we will press them to respond. We cannot overrule their decision about their own records, but we will not hide behind that either.
We may need to confirm who you are before acting on a request, so that we do not disclose someone's information to the wrong person. We do not charge for this, and we will respond within the time the applicable law allows.
If you are in the EEA or the UK you also have the right to complain to your local data protection authority. We would rather you came to us first, but that right is yours regardless.
Client portal accounts are for people aged 16 and over. We do not knowingly create an account for anyone younger, and we do not knowingly collect personal information directly from a child.
Children appear in wedding photographs, which is normal and expected. Your Photographer is responsible for having the permissions needed from their parents or guardians to photograph them and to share those photographs.
If you believe a child has created an account or submitted information through a portal, email privacy@pixally.com and we will remove it.
Some commitments are easier to understand as a list of what does not happen:
These describe how the software works today, and we have written them down so that they are a commitment rather than a preference. If any of them ever needs to change, we will update this notice before the change takes effect, and where the law requires your permission we will ask for it first and wait for your answer.
We protect information with encryption in transit and at rest, access controls limited to staff who need it, sign-in attempt limits and account lockout, expiring links and tokens, and regular patching. No service can promise perfect security, and we do not.
If a security incident affects information we hold for your Photographer, we notify your Photographer without undue delay, and they are responsible for notifying you where the law requires it. We will support them in doing that, and where the law obliges us to contact you directly we will.
If you find a security problem, please tell us at security@pixally.com. We are grateful for reports made in good faith and we will not pursue anyone who makes one responsibly.
We may update this notice as the software changes. We will change the date at the top of the page, and where a change materially affects you we will make it visible in the portal rather than relying on you to check back. Continuing to use the portal or the galleries after an update means the updated notice applies.
For anything about your photographs, your booking, your documents, or your personal details in the portal, contact your Photographer first. They are the fastest route and usually the only one who can act.
For anything about the software itself, or if you cannot reach your Photographer:
Our Client Terms of Use explain the rules for using a portal or a gallery, and sit alongside this notice.