Privacy Policy

1. Information we collect

1.1 Account & profile

When you create an account we collect your name, email address, and password (stored hashed by our authentication provider). Depending on how you use the Platform we also collect optional profile details you provide: phone number, company, job title, whether you are an agent or a photographer, time zone, bio, avatar, and marketing/team settings.

1.2 Business & storefront details you publish

If you set up a storefront or public profile, we collect the business information you enter — company and legal name, contact and booking email, phone, postal address, service-area location, social-media links, logo and brand imagery, packages, pricing, and coupons. Content you mark public (your storefront, portfolio images, and profile) is published to anyone who visits your store.

1.3 Booking & customer data

When a booking is made through a storefront or booking page, we process the details entered to complete it: the customer's name, email, and phone; the property address; property details (square footage, beds/baths, occupancy); the requested date and time; and any on-site access instructions, including lockbox or access codes, that the booker chooses to provide. This information is used to fulfill the booking and is shared with the photographer being booked and the payment processor handling the charge.

1.4 Photos & media you upload

The Platform stores media you upload. Storefront and profile assets (logos, hero and portfolio images) are stored in object storage and served publicly as part of your store. Source photos you submit for editing, and the finished deliverables, are stored in encrypted object storage. Property media may contain identifiable people, house numbers, signage, or vehicles; you are responsible for the rights and consents needed to upload it (see our Media Licensing Policy). Embedded EXIF metadata (camera model, timestamp, GPS coordinates if present) travels with a file unless you strip it before upload; we do not strip it automatically.

Photos for a shoot you have not ordered yet. When you add photos to a shoot in the Studio, they start uploading straight away, before you choose services or pay, so the order is ready when you are. Until you pay, the shoot is a draft: its photos are stored, but they are not edited, not sent to any editing or AI provider, and not shared with anyone. You can come back to a draft and finish it. A draft that has not been paid for within 7 days is deleted, photos included (see Section 7).

1.5 AI headshots & biometric data

If you use an AI headshot feature, you upload photographs of a face to generate portraits. Facial images are biometric information under laws such as the Illinois BIPA and Texas CUBI. We collect and process them only with your explicit consent, only to generate the headshots you request, and we delete the source and derived facial data on the schedule described in Section 7. We do not sell biometric data or use it to train models.

1.6 Payment information

For your own subscriptions, credits, and (when available) editing purchases, payment is handled by our payment processor; we receive a token and limited card details (brand, last four, expiry) but never full card numbers. For marketplace bookings the photographer is the merchant of record: the charge runs on the photographer's own connected processor account, and we receive order metadata (amount, customer email, property, description, receipt link) but not card data. See Section 4.

1.7 Sales inquiries & newsletter

If you contact sales, we collect the name, email, company, role, volume, and message you submit. If you subscribe to our newsletter, we collect your email address. Marketing email is consent-based and every message includes an unsubscribe link (Section 11).

1.8 Calendar & integrations

If you connect a calendar, we store an authorization token and sync event data (titles, times, locations) to manage availability. You can disconnect at any time, which revokes our access.

1.9 Location & maps data

To power address autocomplete, service-area maps, travel-fee calculations, and shoot-day weather, we send property addresses and the coordinates derived from them to mapping and weather providers (Section 5).

1.10 Reviews

Reviews shown on the Platform are verified from completed bookings or pulled from a connected Google Business Profile. When you connect Google reviews, we retrieve public review content — including the reviewer's display name, rating, and text — from Google and display it on your store.

1.11 Usage, device & consent records

We collect routine operational data: IP address, browser and device type, pages and features used, timestamps, and error logs. When you accept our Terms and this Policy at signup, we record the versions you accepted together with the date, your IP address, and your browser user-agent, as evidence of your agreement. To stop abuse, some features count requests per IP address (for example uploads, and the property-prep form a photographer sends a client), and an address that floods them can be blocked for a while.

1.12 Visits to photographers' pages

When you visit a photographer's storefront (including its booking and delivery pages), a photographer's marketplace profile, our photographer search, or a client gallery, we count the visit so that photographer can see how their pages are doing. We built this counting ourselves. It uses no cookies and nothing in your browser's storage, no analytics or advertising company receives it, and it does not follow you from one site to another.

For each visit or action we record:

• what happened: a page view, an appearance in search results, a click on a call to action (a phone or email link, the booking button, a link to another site, or a button the page marks for counting), a gallery download, or the start of a checkout;
• which page it was, as its path without the query string, and which call to action or gallery it concerns;
• the domain name of the site that sent you (not the full address), and any campaign tags (utm_source, utm_medium, utm_campaign) in the link you followed;
• the type of device (computer, phone or tablet) and the browser family, such as “Chrome”;
• your country and region (such as a US state), which our hosting provider works out from your IP address when the request arrives. Never your city;
• the time;
• a visitor key: 16 characters of a one-way SHA-256 hash of a random secret, the photographer, your IP address and your browser's user-agent string. It lets the photographer count visits rather than page loads. Because the photographer is part of the hash, your key is different on every photographer's pages. Each day gets a new random secret, made with that day's first counted visit, so your key is different every day, and when the new one is made every secret older than the day before is deleted. After that, no one, including us, can work a key back to an IP address, and the keys alone cannot show that visits on two different days came from the same person. The visit records hold no IP address, but our request and security logs (Section 1.11) are kept separately and do record IP addresses with the time of each request, so for as long as those logs are kept, a visit could be matched to a log entry by its time.

The visit counting does not store your IP address or your browser's user-agent string. It uses them as the request arrives, to make the visitor key and the network count below, and does not keep them. It also does not keep your city, the full address of the page that sent you, or query strings other than the campaign tags above. Your IP address is still handled elsewhere, as on any website: in request and security logs, and by the abuse limits some features apply (Sections 1.11 and 6).

To stop abuse of the counting itself, we also count each day how many events arrive from each network, under a separate key made from the same daily secret and the IP address. That count is never stored with the visit records. It is deleted by the same routine clean-up as the visit records, which runs from time to time as new visits are recorded and removes counts more than two days old. On a day with few visits the clean-up may not run, so a count can be kept longer than two days.

Global Privacy Control and Do Not Track are honoured. If your browser sends either signal, nothing is recorded for your visit. Traffic we recognise as automated (search-engine crawlers, link previews and similar tools) is not recorded either.

Who sees it. The photographer whose page it is, and the people in their workspace they allow to view analytics. They see counts: visits and page views by day, and broken down by referring site, campaign, page, device, browser and location. They never see a visitor key, an IP address or a list of visits. A count is not always anonymous, though. Each breakdown lists every value with its own count, however small, so a row with a count of one describes a single visit (for example, one visit from Montana, or one view of a particular page). When only one visit falls in the period being looked at, and the photographer can pick a period as short as one day, all of its breakdowns together describe that visit, for example one visit from a phone running Safari in Texas that came from a search engine. Client galleries are different, because each gallery link is sent to a particular client: for each gallery, the photographer sees how many times it was visited, viewed and downloaded, and on which days it was first and last opened, which tells them when that client opened it. The gallery page tells the client this.

Why, and our legal basis. We use these records only to show photographers statistics about their own storefront, profile and galleries, and to enforce the daily limits that keep the counting from being abused. We do not use them for advertising, we do not sell them, and we do not use them to build a profile of you. For visitors in the European Economic Area and the United Kingdom, our lawful basis is legitimate interests: the photographer's and our interest in knowing how their pages perform, with what is recorded kept to what that needs.

How long we keep it. Visit records are kept for 25 months, so a photographer can compare a year with the year before, and are then deleted by a routine clean-up that runs as new visits are recorded. They are also deleted with the photographer's account.

Your choices. You can object to this counting at any time. The simplest way is to turn on Global Privacy Control or Do Not Track in your browser; from then on nothing is recorded. You can also email privacy@betterlistingmedia.com. Because a visitor key cannot be connected to you, we usually cannot tell which past records are yours, so we cannot give you a copy of them or delete them one by one; they are deleted on the schedule above. Gallery records are tied to the gallery, so a client can ask the photographer or us about them.

2. How we use information

We use the information above only as needed to:

• operate the marketplace — publishing storefronts, matching agents with photographers, and processing bookings;
• deliver editing and media services — uploading, processing, storing, and serving your media;
• process payments, subscriptions, credits, deposits, and platform fees;
• provide white-label storefronts, booking pages, and client-delivery galleries;
• show photographers how their storefront, marketplace profile, appearances in our photographer search and client galleries are doing, from visits we count without cookies (Section 1.12);
• send transactional messages (receipts, booking and delivery notifications, verification, support replies, billing alerts) and, with consent, our newsletter;
• maintain security, detect abuse and fraud, enforce our Terms, and keep records required by law;
• improve product quality using aggregated, de-identified metrics — never your identifiable media.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not show third-party advertising on the Platform.

3. AI processing of your content

Editing your photos and generating AI-assisted text (such as listing descriptions, market reports, or marketing copy) requires transmitting the relevant content to specialized AI infrastructure — including third-party AI providers we engage as processors under written agreements. Under their terms, those providers may not use your content to train their models; they may keep it only for a limited period to run and secure their service, for example to monitor for abuse, and then delete it. Section 5 describes these providers by category.

We transmit only the content needed to perform the task you requested (the image, or the property facts and text for a copy tool). We do not transmit your password, billing data, or your end clients' contact records to AI providers; an image is sent as the file, including any metadata it carries (Section 1.4). We do not use your source media or finished outputs to train, fine-tune, or build datasets for any AI model, and we do not permit our providers to do so. Which providers, models, versions, prompts, and pipeline configurations we use is our trade secret and is not published; the categories of provider are disclosed in Section 5.

4. Payments & the marketplace

For products we sell you directly (subscriptions, credits, and editing), we are the merchant and our payment processor handles the transaction. For a marketplace booking, the photographer is the merchant of record: we connect the photographer's own payment-processor account and place the charge on it, collecting only a platform fee. We are not in possession of those funds. The customer's booking details and contact information are shared with that photographer to fulfill the shoot, and with the processor to complete the charge. The photographer's own handling of that information is governed by the photographer's practices, not this Policy (see Section 8).

5. Service providers & sub-processors

We rely on a limited set of vendors who process data on our behalf to run the Platform. Each is bound by contractual terms limiting them to operating the service for us. A vendor marked “as used” below receives data only when you use the corresponding feature (or, for features still being enabled, once that feature launches) — we list them now so this disclosure is complete. We name our general infrastructure, communications, payment, and mapping vendors. For competitive and security reasons, the providers behind our media and AI processing are described by category rather than by name; privacy law requires the categories of recipients, which are listed below. We do not transfer your data to any other party except as required by law, to enforce our Terms, or as needed by these providers to deliver the service.

We update this list as our vendors change. Business customers who need the named vendors behind a category for a security review, or a data-processing agreement, can request them at privacy@betterlistingmedia.com; a confidentiality agreement applies.

6. White-label pages & client data

If you use white-label storefronts, booking pages, or client-delivery galleries, your end client's browser receives a page carrying your branding. We log basic access data (timestamp, IP, referrer) for security and abuse prevention (Section 1.11), and we count visits to those pages, without cookies, so you can see how they are doing (Section 1.12). When a client submits a booking through your page, that request — including the property and contact details described in Section 1.3 — is captured to complete the transaction and shared with you.

You are the controller of your end-client information collected through your white-label and booking pages; we act as your processor for that data. You are responsible for having your own privacy notice where the law requires one.

8. Roles: controller & processor

We are the controller of the data we collect to run our business (your account, billing, sales, newsletter, and security data). We are a processor for the end-client data you collect through your white-label and booking pages, and for the media you send us to edit — we act on your instructions for that content. Photographers and agents are independent controllers of their own client relationships. For the visit counting in Section 1.12, we are the controller on our own marketplace pages (the photographer directory, search and profiles); on a photographer's storefront and client galleries, we count visits on that photographer's behalf.

9. Your rights

9.1 United States

Depending on your state (including California, Colorado, Virginia, Connecticut, Texas, and Utah), you may have the right to know what personal information we hold, request a copy, request deletion, correct inaccuracies, and opt out of “sale” or “sharing” for targeted advertising. We do not sell personal information and we do not engage in targeted advertising. Where we process biometric data, we do so only with your consent and you may withdraw it at any time.

9.2 European Economic Area & United Kingdom

You have the rights of access, rectification, erasure, restriction, portability, and objection under the GDPR / UK GDPR. Our lawful bases are: performance of a contract (delivering the service you purchased), legitimate interests (security, fraud and abuse prevention, product improvement, and counting visits to photographers' pages as described in Section 1.12), consent (marketing email and biometric processing), and compliance with legal obligations.

9.3 Exercising your rights

Email privacy@betterlistingmedia.com with the subject line “Privacy request.” We respond within the time required by applicable law (generally within 30–45 days) and will not discriminate against you for exercising a right.

10. Security

We use industry-standard safeguards: TLS in transit, encryption at rest, hashed passwords, row-level access controls on our database, service-role isolation for secrets (payment and calendar tokens are never exposed to the browser), signed short-lived download URLs, and access logging for sensitive operations. No system is perfectly secure; if we become aware of a breach affecting your personal data we will notify you and regulators as required by law without undue delay.

11. Marketing email & cookies

Marketing email (our newsletter) is sent only to addresses that opted in, identifies us as the sender, and includes an unsubscribe link in every message; unsubscribing takes effect promptly. Transactional messages necessary to operate your account are not marketing and may still be sent.

We use first-party cookies and your browser's storage only: to keep you signed in, protect connections from forgery, remember your choices and settings, and, only if you allow it, remember a referral link for 90 days. We do not use advertising or cross-site tracking cookies, and we do not run third-party analytics or ad pixels. We count visits to photographers' storefronts, profiles and client galleries, and their appearances in our photographer search, ourselves, without cookies or browser storage (Section 1.12). Every cookie and storage item, with its purpose and how long it lasts, is listed in our Cookie Policy, where you can also change your choice. We honour Global Privacy Control.

12. Children

The Platform is not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us information, email privacy@betterlistingmedia.com and we will delete it.

13. International transfers

We and our providers are located primarily in the United States. If you use the Platform from outside the US, you understand your information will be transferred to and processed in the US and other countries where our providers operate, under appropriate safeguards where required.

14. Changes to this Policy

We may update this Policy as the Platform evolves. The effective date above indicates the latest revision. Material changes will be communicated by email or in-product notice at least 14 days before they take effect, and — where the change materially affects the Terms or this Policy — existing users may be asked to re-accept.