ShootGlow (“ShootGlow,” “we,” “us,” or “our”) provides studio management software for photographers and their teams. This Privacy Policy explains how we collect, use, share, retain, and delete personal information when you use ShootGlow websites, apps, and related services (the “Service”), including how ShootGlow accesses, uses, stores, and shares Google user data when you connect Google Calendar.
If you have questions, contact us using the details in §16.
1. Roles and Scope
Who this policy covers
- Studio owners and team members who create or use a ShootGlow account.
- Clients and other individuals whose information studios process through the Service (for example, bookings, contracts, galleries, invoices, and messages).
- Visitors to ShootGlow-operated marketing and product web properties.
Controller vs processor
- ShootGlow as controller (or “business”): We decide how to process account, billing, support, security, product-analytics (where permitted), and website visitor data needed to operate ShootGlow as a SaaS product.
- ShootGlow as processor (or “service provider”): When a studio stores or processes its clients’ personal information in ShootGlow, the studio is typically the controller/business, and we process that data on the studio’s instructions to provide the Service.
Studios are responsible for providing their own notices to clients where required and for having a lawful basis to upload client information.
2. Personal Information We Collect
We collect information in three ways: you provide it, it is generated by use of the Service, or it is received from service providers and integrations you enable.
Account and studio data
- Name, email address, authentication identifiers, and profile details.
- Studio profile information, business contact details, branding assets, and settings.
- Role, membership, and permission data for multi-tenant access control.
- Support communications and feedback you send us.
Client and booking data (studio-controlled)
- Client names, email addresses, phone numbers, addresses, event/session details, notes, tags, questionnaires, and communication history.
- Contract, invoice, order, and payment-status metadata associated with studio workflows.
Photo and media data
- Uploaded images and derivatives (for example, delivery-resolution or watermarked versions).
- File and processing metadata needed for storage, transformation, and delivery.
- Product configuration may strip certain metadata (such as EXIF) from delivery variants.
Payments and billing data
- ShootGlow subscription billing identifiers, plan entitlements, invoices, and payment event metadata from Stripe.
- Studio client payment event metadata when Stripe Connect (or another configured processor) is used.
- We do not store full payment card numbers in ShootGlow systems; card data is handled by the payment processor.
Google user data (when you connect Google Calendar)
If a studio owner or admin connects Google Calendar in Settings → Calendars, we receive Google user data through Google’s OAuth and Calendar APIs. Details are in §4 (Google User Data).
Device, usage, diagnostics, and security data
- Log data, request metadata, IP address, approximate location derived from IP, browser/device details, and feature interaction events.
- Error, performance, and reliability telemetry.
- Bot-protection signals (for example, Cloudflare Turnstile) on protected forms.
Cookies and similar technologies
We use essential cookies and local storage required for authentication, security, and preferences. Non-essential analytics cookies/tools (such as PostHog) are used only where permitted by your cookie preference choice. You can change preferences via the Cookie preferences control on our sites.
3. How We Use Personal Information
We use personal information to:
- Provide, operate, secure, and support the Service.
- Authenticate users and enforce tenant isolation and role-based access.
- Process bookings, contracts, messaging, media delivery, and payments workflows.
- Bill for ShootGlow subscriptions and manage entitlements, trials, and plan changes.
- Detect, investigate, and prevent fraud, abuse, spam, and security incidents.
- Analyze product usage and improve reliability and usability (subject to cookie consent where required).
- Communicate service, transactional, and (where permitted) marketing messages.
- Comply with law, enforce our Terms, and protect rights, safety, and property.
We do not use studio client photo libraries to train public generative AI models. Use of Google user data is limited as described in §4.
4. Google User Data
This section discloses how ShootGlow accesses, uses, stores, and shares Google user data when you connect Google Calendar. ShootGlow’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
What Google user data we access
With your Google Account consent, ShootGlow may access:
- Google Account email associated with the connected account (to show which account is linked in Settings → Calendars).
- Calendar list metadata needed to let you choose a writable sync target (for example calendar id, name/summary, and whether it is primary).
- Calendar events on the chosen calendar, including identifiers, status, titles/summaries, descriptions, locations, start/end times, and time zones.
- OAuth tokens (access and refresh tokens) that authorize ShootGlow to call Google Calendar APIs on your behalf.
We request only the Google OAuth scopes needed for these features:
calendar.events, calendar.readonly, and userinfo.email.
How we use Google user data
We use Google user data only to provide and improve user-facing calendar features that are visible in ShootGlow, including:
- Writing, updating, moving, and deleting ShootGlow booking events on the Google calendar you choose as the sync target.
- Reading events on that calendar to derive busy times so externally booked periods can block availability in ShootGlow.
- Displaying connection status, the connected Google email, the sync target, and sync errors in Settings → Calendars.
- Running background sync jobs so bookings and busy times stay consistent after schedule changes.
We do not use Google user data for:
- Targeted, personalized, retargeted, or interest-based advertising.
- Selling data to data brokers or information resellers.
- Determining credit-worthiness or lending.
- Creating advertising databases.
- Developing, improving, or training non-personalized / generalized AI or ML models, including use of Google Workspace APIs for those purposes.
ShootGlow’s optional Studio AI assistant does not use Google Calendar API data to train models. Google user data is not used to train AI or ML models.
How we store Google user data
- OAuth access and refresh tokens are stored encrypted at rest for the studio that connected Google Calendar.
- We store the connected Google email, granted scopes, chosen calendar id, sync cursors, sync status, and timestamps needed to operate and troubleshoot sync.
- For ShootGlow-owned events we store a link between the ShootGlow session and the Google event id (and a content hash used to detect booking changes).
- For non-ShootGlow events we may store busy-block records (time range, Google event id, optional summary) used only for availability.
Google user data is stored with tenant isolation so one studio cannot access another studio’s Google connection or calendar data through the product.
How we share, transfer, or disclose Google user data
We do not sell Google user data. We do not transfer Google user data to third parties for advertising, data brokerage, credit, lending, or AI/ML training.
We may share or disclose Google user data only as follows:
- To Google, when we create, update, move, or delete events on the Google calendar you authorized (that is delivery of the sync feature you enabled).
- To service providers / sub-processors that host or process data on our behalf solely to provide the Service (for example database hosting and background job processors listed in §7), under contractual and technical controls that limit processing to authorized purposes.
- To authorized members of your studio according to roles you configure (for example viewing sync status in Settings).
- For security (for example investigating abuse or a sync failure).
- To comply with applicable law or valid legal process.
- As part of a merger, acquisition, or sale of assets, only with appropriate protections and, where Google’s Limited Use rules require it, with applicable user consent.
Humans at ShootGlow do not read Google user data unless:
- you give affirmative agreement for a specific support case,
- it is necessary for security (for example investigating a bug or abuse),
- it is necessary to comply with applicable law, or
- the data is aggregated and used for internal operations in accordance with applicable privacy requirements.
Retention and deletion of Google user data
We retain Google user data only for the length of time needed to provide Google Calendar sync and the other purposes described in this section, unless a longer retention period is required or permitted by law. While Google Calendar stays connected, that retention period is the life of the connection. After you disconnect, revoke access, or ask us to delete the data, we keep Google user data only for the time needed to finish deletion, expire security backups, and meet legal or fraud-prevention obligations. When that retention period ends, we delete or destroy the Google user data.
Retained Google user data is limited to what “How we store Google user data” lists above: encrypted OAuth tokens, the connected Google account email, calendar and event identifiers, sync state, links between ShootGlow sessions and Google events, and busy-block records derived from those events.
You may request deletion of your Google user data in any of these ways:
- Disconnect Google Calendar in Settings → Calendars. We stop syncing, delete the access token used for Google API calls, delete busy blocks derived from that calendar, and mark the connection deleted. The encrypted refresh token, connected Google email, and ShootGlow-to-Google event links that remain on that deleted connection are deleted or de-identified when the studio account is deleted or when we complete a verified deletion request, subject to backup expiry and legal holds.
- Revoke ShootGlow in your Google Account permissions. After revocation we can no longer call Google APIs for that account. Email [email protected] if you also want the stored Google user data deleted.
- Email [email protected] and ask us to delete the Google user data associated with your ShootGlow account, or delete the studio account in product controls where those controls are available. We will delete or de-identify that Google user data. If a legal hold, an unexpired security backup, or fraud prevention requires us to keep a copy for a limited further period, we delete or destroy it when that exception ends.
Security for Google user data
We protect Google user data with administrative, technical, and organizational measures, including encryption in transit, encryption of OAuth tokens at rest, access controls, tenant isolation, and monitoring for abuse. See also §13.
5. How We Share Information
We share personal information only as needed to operate the Service:
- Service providers / sub-processors that host or process data on our behalf (see §7).
- Payment processors (Stripe) for subscription billing and, where used by a studio, client payments via Connect.
- Google when a studio enables Google Calendar sync (see §4).
- Studios and authorized team members within a tenant, according to roles the studio configures.
- Clients and recipients the studio chooses to message or grant gallery / portal access to.
- Legal and safety disclosures when required by law, legal process, or to protect ShootGlow, users, or the public from harm, fraud, or security risk.
- Business transfers as part of a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality.
We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising in product workflows.
6. Legal Bases (GDPR / UK GDPR)
Where European data-protection law applies, we rely on one or more of:
- Contract — to provide the Service you request.
- Legitimate interests — for example platform security, abuse prevention, service improvement, and essential operations, balanced against your rights.
- Legal obligation — tax, accounting, and compliance requirements.
- Consent — where required (for example certain cookies, marketing, or connecting a Google Account).
You may withdraw consent where processing is consent-based without affecting the lawfulness of prior processing. Disconnecting Google Calendar withdraws ShootGlow’s authorization to access that Google Account for sync.
7. Sub-processors and Service Providers
We use infrastructure and service providers that process data to deliver the Service, including:
- Supabase (database and authentication infrastructure)
- Cloudflare (hosting, CDN, storage/R2, edge security, Turnstile)
- Stripe (payments and billing)
- Resend (email delivery)
- Telnyx (SMS delivery)
- PostHog (product analytics and feature flags, subject to cookie preferences)
- Trigger.dev (background job processing)
- GlitchTip (application error tracking)
- Google (Google Calendar APIs, only when a studio connects Google Calendar)
We use contractual and technical controls intended to limit processing to authorized purposes. A current list may also be provided on request to [email protected].
8. SMS and Messaging
Where SMS is enabled for a studio workflow (for example one-time passcodes or transactional notifications):
- Message frequency varies by the studio’s configuration and your interactions.
- Message and data rates may apply.
- Reply STOP to opt out of SMS from that program (where supported by the carrier pathway); reply HELP for help.
- Opting out of SMS does not opt you out of essential email account or billing notices related to an existing relationship.
Studios remain responsible for obtaining any required consent before messaging their clients. Full program details (purpose, opt-in, HELP/STOP, and rates) are published on the public SMS Terms page linked from the marketing footer.
9. Data Retention
We retain personal information only as long as needed for the purposes described in this policy, including:
- Active account data — while the studio account remains active and for a reasonable period afterward for reactivation, disputes, and backups.
- Client and operational records — according to studio settings, product retention controls, and legal obligations.
- Google Calendar connection and sync data — while connected, and afterward only as described in §4. Disconnect deletes the access token and derived busy blocks. The refresh token, connected Google email, and event links that remain are deleted when the studio account is deleted or when we complete a verified deletion request, subject to the backup and legal-hold limits in §4.
- Logs and telemetry — for security, debugging, and reliability windows.
- Billing and financial records — for tax, accounting, and legal retention periods.
When retention ends, we delete or de-identify information, subject to legal holds, security backups, and fraud-prevention needs.
10. Your Rights and Choices
Depending on where you live, you may have rights to:
- Access the personal information we hold about you.
- Correct inaccurate personal information.
- Delete personal information.
- Restrict or object to certain processing.
- Portability of certain data.
- Opt out of marketing emails (unsubscribe links are included where required).
- Manage cookie preferences for non-essential analytics.
- Disconnect Google Calendar and revoke Google Account access as described in §4.
Studio clients: If your information was uploaded by a photography studio, start with that studio — they are usually the controller. We will assist studios with verified requests as required.
ShootGlow account holders / visitors: Email [email protected]. We may need to verify your identity before fulfilling a request. We will not discriminate against you for exercising privacy rights.
11. California Privacy Notice (CCPA/CPRA)
For California residents, the categories of personal information we collect are described in §2 (identifiers; commercial information; internet/electronic activity; audio/visual information such as session photos where provided; professional or employment-related information for studio users when provided; Google Account and calendar information when Google Calendar is connected).
We collect these categories for the business purposes in §3 and §4. We disclose them to service providers as in §5 and §7.
- We do not sell personal information.
- We do not share personal information for cross-context behavioral advertising in product workflows.
- We do not use or disclose sensitive personal information to infer characteristics for advertising.
- You may request know/access, deletion, and correction rights subject to legal exceptions. Contact [email protected] or use in-product deletion tools available to studio admins for client records they control.
Authorized agents may submit requests with proof of authorization. We may deny requests that we cannot verify.
12. International Transfers
ShootGlow is operated from the United States. Personal information may be processed in the United States and other countries where we or our providers operate. Where required, we use appropriate transfer safeguards (such as standard contractual clauses or equivalent mechanisms).
13. Security
We apply administrative, technical, and organizational measures designed to protect personal information, including encryption in transit, access controls, tenant isolation boundaries, and monitoring for abuse. OAuth tokens used for Google Calendar are encrypted at rest.
No method of transmission or storage is completely secure. You are responsible for safeguarding your account credentials and for configuring appropriate team access within your studio. This Privacy Policy describes how we handle personal information; it does not expand our warranties or liability beyond the Terms of Service. How you operate your studio with ShootGlow—and any related business impact—remains yours, as described in those Terms.
14. Children
The Service is directed to businesses and professionals. It is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. If you believe a child has provided us personal information, contact [email protected] and we will take appropriate steps.
Studios that photograph minors are responsible for obtaining any required parental/guardian consent for their own client relationships.
15. Changes to this Policy
We may update this Privacy Policy from time to time. We will revise the “Last updated” date on the policy page and, for material changes, provide additional notice as appropriate (for example in-product or by email to account holders). If we change how ShootGlow uses Google user data, we will update this policy and, where required, obtain updated consent before using that data in a new way.
16. Contact
For privacy requests or questions:
- Email: [email protected]
- Postal address: ShootGlow Privacy Team, 2000 Oakley Park Rd #200, Commerce, MI 48390, United States