Hersey Photography

Effective date: August 19th, 2026

Last updated: August 19th 2026

Hersey Photography (“we,” “us,” or “our”) provides school photography services and online photo galleries. We respect the privacy of students and families, and we take special care when handling information relating to children.

1. Who We Are

Hersey Creative Studios Doing Business As Hersey Photography

1747 E 3rd Ave

Truth or Consequences, NM 87901

andrew@herseyphoto.com

(575) 637-4134

Questions or privacy requests may be sent to andrew@herseyphoto.com.

2. Information We Collect

Depending on the services requested by a school or family, we may collect:

Student photographs;
Student name, school, grade, class, teacher, team, or similar grouping information;
A school-issued or randomly generated identification number used to match a student with photographs;
Parent or guardian name, email address, telephone number, and mailing address;
Gallery registration and access information;
Order, payment, billing, delivery, refund, and customer-service information;
Communications and photography preferences; and
Technical information such as IP address, browser or device type, cookies, session information, and activity within our online store.

Payment-card information may be collected and processed directly by our payment provider. We do not receive or retain complete payment-card numbers unless specifically stated at checkout.

We ask schools not to provide sensitive or unnecessary information, such as Social Security numbers, medical records, disciplinary records, or account passwords.

3. Where Information Comes From

We may receive information:

From a school, school district, preschool, childcare provider, sports organization, or other organization arranging photography;
Directly from a parent, guardian, or adult student;
When a customer registers for a gallery or places an order;
When someone contacts us for assistance; and
Automatically through our website and online store.

4. How We Use Information

We use personal information only as reasonably necessary to:

Schedule and conduct picture day;
Identify, sort, and match photographs to the correct student;
Create access-controlled online galleries;
Allow authorized family members to view and purchase photographs;
Process payments, produce products, and fulfill or ship orders;
Send picture-day, gallery, order, service, or customer-support communications;
Prevent unauthorized access, fraud, and security incidents;
Maintain required business, accounting, and tax records;
Comply with applicable law and our agreements with schools; and
Send optional promotional communications when permitted by law and consistent with the choices offered to the recipient.

We do not use student information for behavioral profiling or decisions concerning education, employment, credit, housing, insurance, or other similar matters.

5. Student Photographs and School Records

A school may provide student information to us under parental consent, its directory-information policy, a school-official or contractor arrangement, or another lawful basis selected by the school.

When we process information on a school’s behalf, we use it only to provide the contracted photography services, remain subject to the school’s instructions and applicable contractual restrictions, and do not disclose it except as needed to provide those services or as required by law.

Parents and eligible students should contact their school regarding the school’s own records, consent, directory-information, or picture-day participation policies.

6. GotPhoto and Other Service Providers

We use GotPhoto to help host photographs, operate access-controlled galleries, match photographs with subjects, process orders, communicate with customers, and support product production and delivery. Depending on how information is collected, GotPhoto acts as our service provider or as a subprocessor supporting services we provide to a school.

GotPhoto may process student photographs, subject information, customer contact information, order and shipping information, payment-related information, and technical website data. GotPhoto reports that its principal data storage is hosted through Amazon Web Services and Snowflake in Frankfurt, Germany, and that information may also be processed in other jurisdictions using appropriate safeguards.

We may also disclose information to service providers that perform functions such as:

Payment processing;
Photo printing and product manufacturing;
Shipping and delivery;
Email or text-message delivery;
Website hosting, security, and technical support;
Accounting and business administration; and
Legal or regulatory compliance.

These providers may use information only for the services they perform for us, subject to their contracts and applicable law.

7. Text Messages and Email

If you choose to receive email or text-message notifications, we may use your contact information to send picture-day reminders, gallery-access notices, order updates, or promotional messages.

Consent to receive marketing text messages is not a condition of purchasing photographs. Message and data rates may apply. Message frequency varies. You may opt out of marketing texts by replying STOP and may request assistance by replying HELP. You may unsubscribe from marketing email through the link contained in the message.

We do not sell or share text-message opt-in information or consent records with third parties for their own marketing purposes. We may provide this information to vendors that deliver messages on our behalf.

Transactional messages necessary to complete or service an order may continue after you opt out of marketing, where permitted by law.

8. Cookies and Online Tracking

Our online store and its providers may use cookies and similar technologies to operate the site, maintain sessions, remember preferences, measure performance, prevent fraud, and understand site usage.

[Choose and customize one:]

Option A — No targeted advertising: We do not use student photographs or customer information for targeted advertising and do not sell personal information.

Option B — Advertising tools are used: Some advertising or analytics technologies may constitute “selling,” “sharing,” or targeted advertising under certain state privacy laws. You may exercise the applicable opt-out choices through [describe privacy-settings link or mechanism]. We honor legally required browser-based universal opt-out signals where applicable.

We never use student photographs for targeted advertising.

9. Photograph Access and Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. Measures may include access-controlled galleries, individual access codes, limited employee access, encrypted transmission, contractual protections for vendors, and account-access controls.

Families should not publish or share gallery access codes. No storage or transmission system can be guaranteed completely secure.

10. Retention and Deletion

We retain information only for as long as reasonably necessary for the purposes described in this policy.

Our usual retention periods are:

Student photographs and matching information: [for example, 12 months after the gallery closes];
Unpurchased gallery photographs: [retention period];
Customer accounts and contact information: [retention period];
Order, accounting, transaction, and tax records: [for example, seven years or the legally required period];
Customer-support communications: [retention period]; and
Backup copies: deleted or overwritten according to our normal backup schedule.

A school contract may require a shorter or different retention period. We may retain limited information longer when required by law, needed to resolve a dispute, or necessary to document consent, orders, or privacy requests.

11. Children’s Privacy

Our store is intended for parents, guardians, and other authorized adults and is not directed to children. Children should not create accounts, register for galleries, submit contact information, or make purchases.

We generally receive information about students from schools or adults rather than collecting it online directly from children. If we learn that a child submitted personal information directly without appropriate authorization, please contact us so that we can review and delete it as appropriate.

12. Your Choices and Privacy Rights

Subject to applicable law and verification of the request, you may ask us to:

Confirm whether we process your personal information;
Provide access to or a copy of it;
Correct inaccurate information;
Delete information;
Provide certain information in a portable format;
Opt out of targeted advertising, sale, or qualifying sharing;
Withdraw consent for future processing where processing is based on consent; or
Appeal our denial of a privacy request.

A parent or guardian may submit an appropriate request concerning their minor child. When information is controlled by a school, we may refer the request to the school and assist the school in responding.

Submit requests to [privacy email or request-form address]. We may request information reasonably necessary to verify your identity, authority, and relationship to the student. We will not discriminate against someone for exercising an applicable privacy right.

To appeal a denied request, email [appeals email] with the subject “Privacy Appeal” and explain why you believe the decision should be reconsidered.

13. Disclosure Required by Law or Business Changes

We may disclose information when reasonably necessary to comply with law, a subpoena, court order, or lawful government request; protect the safety and rights of students, customers, our business, or others; investigate fraud or misuse; or establish, exercise, or defend legal claims.

If our business is sold, merged, reorganized, or transferred, information may be transferred as part of that transaction subject to applicable privacy obligations.

14. Publicity and Portfolio Use

Purchasing photographs or participating in picture day does not, by itself, give us permission to use an identifiable student’s image in our portfolio, website, social media, advertising, competitions, or promotional materials.

We will obtain separate permission from a parent, guardian, eligible student, or other legally authorized party before making such promotional use. Refusing promotional permission will not affect picture-day participation or purchasing opportunities.

15. Changes to This Policy

We may update this policy to reflect changes in our services, vendors, or legal obligations. The revised version will display a new “Last updated” date. We will provide additional notice when required by law or when a change materially affects how previously collected information is used.

16. Contact Us

For privacy questions or requests:

Hersey Creative Studios