Privacy Policy
Captured Moments by Andre Souza
Version 1.1 Effective date: September 28, 2026
1. Who we are
Captured Moments is a photography studio run by Andre Souza in San Mateo County, California. This policy explains what personal information we collect through capturedmoments.photography and our client portal, why, who we share it with, and what you can ask us to do about it.
Questions: capturedmomentsco8@gmail.com.
It covers clients, people who enquire about a session, people given a link to view a gallery, and anyone browsing the site. It also covers the people in the photographs we take, including children photographed with their parent's or guardian's consent.
2. What we collect
- Contact and account details — your name, email address, phone number, preferred language, and how you sign in.
- Enquiry and booking details — what you asked about, and the date, time, location, and notes for your session.
- Things you send us — questionnaire answers, comments and favourites in your gallery, and review text.
- Documents you sign — the document itself, plus the record described in Section 5.
- Photographs from your session — images of you and the people you brought with you. This is the most sensitive information we hold about you, and we treat it that way.
- Billing records — invoices, amounts, and whether they were paid.
- Technical information — your IP address, browser and device type, and which pages you opened. Some of this is recorded automatically by our hosting provider.
- Your acceptance of this policy and our Terms — which version, when, and from where.
If a gallery asks visitors for a name and email address before opening, we store what they give us.
We do not collect government ID numbers, and we do not receive or store payment card numbers.
We do not run face recognition, face grouping, or any other biometric identification on your photographs.
We do not build advertising profiles, and we do not track you across other websites.
3. Why we use it
To plan your session and deliver your photographs; to run your account; to prepare and send contracts and invoices; to send you messages about your booking, your documents, and your gallery, including a warning before it expires; to send occasional news about our services unless you have asked us to stop; to publish reviews and, where you have signed a release, portfolio images; to understand in aggregate how the site is used; to protect the site against abuse; and to keep the business records the law requires us to keep.
We rely on your consent for marketing messages and for any use of your photographs in our portfolio or marketing. You can withdraw either at any time.
4. Who we share it with
We do not sell your personal information, and we do not share it for advertising.
We use a small number of service providers who handle information on our behalf, under contract, only to run this business. By category, they are:
- website hosting and infrastructure
- database hosting and sign-in
- storage of photograph files
- email delivery
- optional sign-in with Google, and calendar scheduling
- an AI service that helps us draft our own written communications
- abuse prevention and rate limiting
All of them are based in the United States. If you want to know exactly which companies these are, email us and we will tell you.
If you contact us through WhatsApp, that conversation happens on WhatsApp's platform under its own privacy policy, not this one.
We may also share information with our accountant or attorney under a duty of confidence; where the law, a subpoena, or another legal process requires it, or to protect our rights or someone's safety; and with a successor if the business is sold, in which case we will tell you.
5. Electronic signatures
When you sign a contract or invoice in the portal, we record: your IP address; your browser's user-agent string; the date and time; your signature itself, whether typed or drawn, and which of the two it was; and a SHA-256 cryptographic fingerprint of the document as it stood at the moment of signing, including the signature image.
Why we record this. So that we can verify the signature is genuinely yours, and so that both of us have a reliable legal record of what was signed and when, if that is ever in question.
Who can see it. The studio can see this record. You can see your own signature certificate for documents you signed, in your client portal.
How long we keep it. For the life of the agreement it belongs to, plus seven years.
6. Cookies
We use two kinds, and no others:
- Necessary — to keep you signed in and remember which galleries you have unlocked. The site does not work without them.
- Preference — to remember your language and light or dark theme.
We use no advertising or third-party analytics cookies. Our visitor numbers come from a cookieless tool that counts visits in aggregate and does not identify anyone.
You can block or delete cookies in your browser. Blocking the necessary ones will break sign-in and gallery access.
Do Not Track. Some browsers send a "Do Not Track" signal. There is no agreed industry standard for responding to it, so we do not respond to it. Since we set no advertising or cross-site tracking cookies, there is nothing on this site for that signal to switch off.
Tracking by others. We do not permit anyone else to collect information about your activity across other websites through our site.
7. Children
The site is not directed to children, and we do not knowingly let anyone under 18 create an account or send us information directly.
We photograph children at the request of, and with the consent of, a parent or legal guardian. A child's photographs are delivered to the booking adult and used only to provide the service. They never appear in our portfolio, on our website, or in our marketing unless a parent or guardian has signed a release specifically permitting it.
A parent or guardian can contact us at any time to see, correct, or delete what we hold about their child, or to withdraw a release. If you believe a child has given us information without a parent's consent, email us and we will delete it.
8. How long we keep it
- Contracts, invoices, and billing records — at least seven years, for tax and legal reasons.
- Your account and contact details — while your account is open, and for a short period afterwards.
- Photographs and galleries — a gallery closes on its expiry date, and we may permanently delete it and its files at any point more than 30 days after that. Please download and back up your photographs before your gallery expires. The Platform is a delivery tool, not an archive.
- Enquiries that did not become bookings — up to two years.
- Gallery visitor names and emails — until you ask us to delete them, or two years of inactivity.
- Security and activity logs — up to two years.
We may keep something longer where we need it to resolve a dispute or meet a legal obligation.
9. How we protect it
Traffic to and from the site is encrypted. Client records are separated so that one client cannot see another's. Galleries are protected by signed access links, and changing a gallery's PIN revokes access previously granted by it. Administrative actions are logged. Only Andre Souza has administrative access.
No system is perfectly secure and we cannot promise absolute security. If a breach ever affects your personal information, we will notify you as California law requires.
10. What you can ask us to do
You can ask us to:
- show you what we hold about you, and give you a copy
- correct anything wrong
- delete your information, apart from records we must keep for tax or legal reasons
- stop sending you marketing — you will still get messages about your own bookings and galleries
- stop using your photographs in our portfolio and marketing
- take down a published testimonial
Email capturedmomentsco8@gmail.com. We will reply within 45 days. We may first need to check it is really you, usually by confirming you control the email address on your account. We will not treat you any differently for asking.
California residents. The California Consumer Privacy Act applies only to businesses above certain size and revenue thresholds. We are below all of them, so the CCPA does not currently apply to us — but we honour the requests above regardless, as a matter of policy. If that changes, so will this policy.
11. Visitors from outside the United States
We operate in the United States and our providers store information here. If you use the site from another country, your information will be transferred to and handled in the United States, where privacy law may differ from where you live.
12. Changes
If we change this policy we will update the version number and the date at the top and post the new version on this page. If a change materially affects information we already hold about you, we will email account holders before it takes effect.
13. Contact
Captured Moments by Andre Souza San Mateo County, California capturedmomentsco8@gmail.com