Privacy Policy

Version: 1.10

Last updated: 12 November 2026

Effective date: 12 November 2026

This Policy explains which personal data PhotoLuxie processes for its own purposes, why, for how long, and what rights you have.

1. Who we are

PhotoLuxie is a service for photographers: galleries for their clients, file storage and studio-organization tools. The controller for everything described on this page is:

Aikaterini Seirli
Registered office: 2 Konitsis Street, 184 54 Nikaia, Attica, Greece
VAT number: 167935800
Privacy contact: [email protected]

We have not appointed a Data Protection Officer: we have assessed the criteria in Article 37 GDPR against the current scale and nature of our processing, and we will reassess them when these change. For any question, write to us at [email protected].

2. Two different roles

For photographers who have an account, we decide what we keep and why: we are the "controller". That is what this page describes.

For the photos and client information of a photographer (names, phone numbers, contracts, questionnaires and so on), the photographer is the controller. We store and display them only on the photographer's behalf, under the Data Processing Agreement they accept together with the Terms of Service (https://app.photoluxie.com/legal/en/dpa). If you are a photographer's client or a gallery visitor and want to exercise a right, contact your photographer first; if you come to us, we will forward your request to them.

3. What we keep about photographers

• Account: email, studio name, the address of the studio's page (e.g. your-studio.photoluxie.com) and the role of each member of the account.
• Password: never in readable form — only a fingerprint that lets us check it at sign-in. The same applies to recovery codes.
• Sign-up: the email, studio name and plan you chose, together with the confirmation code we email you (it expires in 15 minutes). To stop mass sign-ups we keep the IP address and a fingerprint of the email of each sign-up attempt for one day.
• Acceptance of the Terms: which version of the Terms of Service and the Data Processing Agreement you accepted, when, from which account and from which IP address.
• Usage: when you last opened the Admin, your plan, the storage you use, and your studio's language, settings and logo.
• Subscription and payments: the state of your subscription (plan, renewal or end date, whether a payment failed) and the customer ID Stripe gives you. The details you enter on the checkout page (name, email, phone, address, optionally VAT number, card details) are received by Stripe. For every payment that goes through, Stripe sends us the details needed for the tax document: name or business name, email, phone, address, VAT number if you gave one, amount, plan and period. We use them to issue the receipt or invoice. We keep a copy of the document and email it to you. We never see or store your card number. See section 7.
• Security: failed sign-in and recovery attempts, and every request for a code for a forgotten password, with the IP address and a fingerprint of the email that was tried (not the email itself), for at most one day, so that we can stop anyone guessing passwords or sending requests in bulk. The code we send you when you forget your password is stored only as a fingerprint and expires in 15 minutes.
• Communication: the emails we send you (sign-up code, the code for a forgotten password, notices about your account, subscription or inactivity, the receipts or invoices for your payments) and anything you write to us.
• Notifications on your device: if you tap "Enable notifications" in the Admin, we keep the notification address your device's browser gives us, together with its encryption keys, and when the last notification was sent. This lets us notify you when a client of yours fills their favorites, answers the questionnaire or signs the contract. The same notifications appear in the Admin's bell, where we also keep when they were read. They concern your galleries, and we process them on your behalf, like the rest of your clients' information (section 2).
• Google Calendar (optional): if you connect your Google Calendar on the "Calendar" page, we keep the email and name of the Google account you connected, the permission you gave us (encrypted), which of your calendars you chose to show and, if you turn on writing, which calendar your shoots are written to and in which color. The permission covers only your calendar events and the list of your calendars — not email, contacts or files. We read your events at the moment you open the page, to show them to you; we do not store them, with one exception that you start yourself: if you press "Add to Gallery" or "Add to Shoots" on an event, we copy into the gallery or Shoot that is created its name, day and time and, if set, its location, its description (as notes) and the phone numbers written in the description. We also keep which event it came from (the Google ID of the event and of its calendar, and which Google account it belongs to), so that it is not created a second time and we do not write it back to your Google Calendar. Nothing else from the event is copied — no guests, attachments or reminders — and the event in Google is not changed. The description of an event may contain details of a client of yours; we process those on your behalf (section 2). If you turn on writing, we write to the calendar you chose one event for every shoot from today onwards, with its title, day, time and a link to PhotoLuxie — never a phone number, email, address or notes. For every event we wrote we keep its Google ID and a fingerprint of what was written, so that we can change or delete it together with the shoot. We do not change or delete events you created yourself. The title of a shoot may contain the name of a client of yours; we process that on your behalf (section 2).
• Sign in with Google (optional): if you sign in or sign up with the "Sign in with Google" / "Sign up with Google" button, Google tells us the email of your Google account, whether Google has verified it, and a stable identifier that tells your Google account apart. We keep that identifier and the email, together with when you last signed in with Google, to recognise you when you come back. If you already have a PhotoLuxie account with the same email, you are signed in to that account. We do not ask Google for your name, photo, contacts or any other permission, and we cannot do anything in your Google account. If you sign up with Google, you do not need a password; you can set one at any time in Settings.

What is required. Your email, studio name, password (or, instead, signing in with Google) and acceptance of the Terms are needed to create and run the account, and payment details are needed for a paid subscription; without them we cannot provide the service or the plan. Anything else you add in your studio settings (for example a logo), notifications on your device, signing in with Google and the Google Calendar connection are optional.

4. Gallery visitors

When someone opens or downloads from a gallery, the visit is recorded with the IP address and device type, so that the photographer can see statistics. The IP and device are erased automatically after 90 days; only the visit itself (day, gallery, action) remains. Wrong access codes are kept with the IP for at most one day. We process these on the photographer's behalf (section 2).

5. Illegal-content reports

If you send a report about illegal content (https://app.photoluxie.com/legal/en/report), we keep what you write (where the content is, what kind it is, your explanation, your name and email) to examine it, reply to you and be able to show how we handled it. If you give us an email address, we send you an automatic confirmation of receipt straight away. Your IP address is used only to limit the number of reports and is erased after one day; it is not stored with the report. We do not reveal your identity to the photographer whose content the report concerns, unless it is needed to examine the report (for example in a copyright complaint) or required by law. The location of the content, its type and your explanation are necessary for us to examine a report, as are your name and email, except in reports of child sexual abuse or exploitation, where they are optional; without an email, however, we cannot reply to you.

6. Cookies and storage on your device

We use only cookies that the service needs to work:

• __Host-admin_session — the photographer's sign-in to the Admin (up to 90 days).
• __Host-gallery_session — a visitor's access to a gallery after entering the code (up to 30 days, and never after the gallery expires).
• __Host-google_signin — only when you press "Sign in with Google" or "Sign up with Google": a random code that ties the return from Google to your own browser, so that nobody else can use it (up to 40 minutes; erased as soon as sign-in is complete).
• admin_lang — the language (Greek or English) you chose in the Admin, so that your device remembers it (up to 1 year).

In addition, a few practical details stay locally in your browser and are sent nowhere: in the Admin, the sort order you chose and the progress of an interrupted upload; on a gallery page, the access code and your place in the gallery, only while the tab is open.

No advertising or analytics cookies, no third-party tracking tools. Fonts are loaded from our own servers, not from Google.

7. Who we share it with

• Cloudflare (hosting, database, file storage, network protection) — processes on our behalf the data that passes through or is stored in PhotoLuxie (account, usage, security, reports, payment documents); it does not receive your card details, which you give directly to Stripe.
• Resend (email delivery) — receives the address and content of every email we send you.
• Stripe (Stripe Payments Europe, Limited, Ireland — payments) — receives your payment details directly from you and tells us the state of your subscription and, for every payment, the details needed for the tax document. Stripe processes part of this data as an independent controller too (for example for fraud prevention and its own legal obligations), under its own privacy policy: https://stripe.com/privacy.
• Your browser's notification service (for example Google for Chrome, Apple for Safari, Mozilla for Firefox), only if you enable notifications. It delivers each notification to your device. The notification leaves encrypted with a key that only your device has, and the service cannot read what it says; it sees only where it goes and when, and holds it for up to one day if the device is offline. Your browser chooses this service, not us.
• Google (Google Calendar), only if you connect your Google Calendar. Google gives us the list of your calendars and their events, and receives the events we write to your calendar. It is your own Google account, and Google's privacy policy applies to it (https://policies.google.com/privacy). We use what we receive from Google only to show you your calendar, to write your shoots there and, when you ask for it by pressing the button, to create a gallery or Shoot from one of your events. We do not share it with anyone other than Cloudflare, which hosts the service; we do not use it for advertising or to train artificial-intelligence models; and no person reads it, unless you ask us to (for example for support), it is needed for the security of the service, or the law requires it. PhotoLuxie's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.
• Google (Sign in with Google), only if you use it. Google confirms who you are and tells us what section 3 describes; it receives nothing from us about you or your clients. Google's privacy policy applies to your Google account.
• Authorities, only where the law requires it, and the Greek tax authority (AADE), to which tax documents are transmitted as the law requires.

The full list, with what each company does and where, is on the "Third-party services" page (https://app.photoluxie.com/legal/en/services). We do not sell data and do not use it for advertising.

8. Why (legal basis)

• To provide the service you asked for, charge you for it and send you the necessary notices — performance of a contract (Article 6(1)(b) GDPR).
• To secure the service, prevent abuse, prove acceptance of the Terms and handle illegal-content reports — legitimate interests (Article 6(1)(f)) and the obligations of Regulation (EU) 2022/2065 on digital services (Article 6(1)(c)).
• For what the law requires, such as tax records of payments — legal obligation (Article 6(1)(c)).

9. Where it is stored

The database is in the European Union and the files are in Cloudflare's Eastern Europe region. In addition, before changes to the system, the system operator keeps a temporary copy of the database (not of the photos and files) on an encrypted computer in Greece, to recover if something goes wrong; the copy is deleted within 7 days.

Cloudflare and Resend are US companies, and Stripe may transfer data to the US. Where data leaves the European Union, the transfer relies on the company's certification under the EU–US Data Privacy Framework and on the European Commission's Standard Contractual Clauses. Browsers' notification services (section 7) may also operate outside the European Union; what they carry is encrypted. Google (section 7) may also process data outside the European Union, under its own terms for your account.

10. How long we keep it

• While the account is active.
• A Free account that has not been signed into for 180 days may be deleted, after a warning email and 30 days without a sign-in.
• If a subscription is not paid (or its files do not fit in the Free plan after it ends): days 1–3 everything works, from day 4 the account is suspended, on day 7 we send a last email, and from the following day the account and its files may be permanently deleted. We send an email at every step.
• If you move to a smaller plan and your files do not fit in its storage: days 1–3 everything works, from day 4 the account is suspended, until you choose a larger plan. As long as the subscription is paid, the account is not deleted for this reason. We send an email at every step.
• After deletion, database records may remain in the provider's point-in-time recovery for up to 30 days, and in the copies described in section 9, only for disaster recovery.
• The record of your acceptance of the Terms is kept for as long as the account exists.
• A device's notification address is erased when you disable notifications, when the notification service tells us it is no longer valid, or when the account is deleted. Bell notifications are erased together with the gallery they refer to.
• The Google Calendar connection: until you press "Disconnect", connect a different Google account, or your account is deleted. When you press "Disconnect", we revoke the permission at Google and erase what we kept for the connection. The galleries and Shoots you created from events stay, because they are now your own data in PhotoLuxie, together with the note of which event each one came from; that note is erased when you delete the gallery or Shoot, or when your account is deleted. The events we wrote stay in your Google Calendar, unless you choose "Delete them from Google" when you stop writing. You can also revoke the permission at any time from your Google account (https://myaccount.google.com/permissions).
• Sign-in with Google (your Google account identifier and its email): for as long as your account exists; it is erased together with it. What is needed for the round trip to Google is erased within one day.
• The payment details we need for our tax records are kept for as long as tax law requires, even after the account is deleted.
• Illegal-content reports: until their handling is complete, and afterwards only as long as needed to establish, exercise or defend related legal claims or as the law requires. We review them once a year and delete those no longer needed.

11. Your rights

You can ask for access to your data, correction, deletion, restriction or portability, or object to processing based on legitimate interests. Write to us at [email protected]; we will reply within one month. We may ask you to confirm that the request is yours, for example by writing from your account email. You also have the right to complain to the Greek Data Protection Authority (https://www.dpa.gr).

12. Changes

When this Policy changes, we update the version and date at the top. For significant changes we inform photographers by email or in the Admin.