Alphpixels LLC Privacy Notice

Effective September 6, 2026 · Version 1.1

Alphpixels LLC provides photography, video and creative services. This notice explains how we handle personal information through alphpixels.com, our client and business relationships, and our private Business OS at app.alphpixels.com. The private staff workspace is for authorized team members and contractors. The separate client portal at app.alphpixels.com/client is for invited adult client representatives. Our Owner is responsible for privacy requests and decisions.

Information we collect

Our website inquiry form asks for your name, email address, project type, preferred date, budget range, referral source, optional referral name, creative goal and project notes. Name, email, project type, creative goal and project notes are required by the form. Other fields are optional. Please include only information relevant to your inquiry and avoid unnecessary information about other people.

During a business relationship, we may also receive your company or professional affiliation, telephone number, professional profile, project discussions, shoot location and dates, deliverables, agreement or permission records, and billing or payment information. Creative work may involve photographs, video or audio of you and other participants. We receive information from you, an authorized representative, referrals, project collaborators and relevant public business sources.

Authorized staff record appropriate contact and project information in Business OS. It also holds team account identity, roles, assignments, account-verification information and activity records. Its payment records contain amounts, dates, references and status. Gallery, invoice, receipt and agreement files may be held with separate providers and linked from the workspace.

Our hosting, authentication and website-feature providers receive technical information needed to serve and protect their services, such as IP address, browser and request information, session identifiers and security events. Do not put passwords, full payment-card details, banking credentials, government identification numbers or medical information in our inquiry forms or project notes.

Invited client representatives use individual verified accounts. The client portal holds their project access, contact preferences, published project details and milestones, shared resource links, manually recorded payment summaries, project updates and in-app notifications. When a client responds to an approval or information request, we record the response, optional comment, account identity, displayed name, time and request version. Operational approvals do not replace a signed agreement or permission release. Clients see information published for projects they are assigned to; internal CRM notes, company costs and margins are not part of that view. Contact-profile edits do not change the sign-in email address.

What happens when you contact or book with us

The website form processes the inquiry and emails its fields to contact@alphpixels.com, using the visitor's address so we can reply. When the first email is accepted for sending, the form attempts to send an acknowledgment to the visitor containing their name, project type, preferred date and budget, together with our scheduling link. This is a service acknowledgment, not enrollment in a marketing campaign.

The form handler does not itself insert submissions into a separate submissions database or automatically synchronize them with Business OS. Email services and mail-delivery software may retain messages and delivery records. Staff may record relevant inquiry information in our business records to manage the relationship.

Our website links to Calendly for a 30-minute telephone call. Its booking form requires your name, email and telephone number, offers an optional preparation note and lets you add guests. Include guest information only when you have authority to provide it. Calendly receives your interactions and submitted booking information, and scheduling details are made available for the meeting. You can also contact us by email to arrange a call. See Calendly's privacy notice.

How we use information

We use relevant information to respond to inquiries, prepare proposals, arrange and deliver services, coordinate our team, communicate about projects, document agreements and permissions, manage invoices and business costs, and maintain necessary business records. We also use information to protect accounts, investigate misuse, handle privacy requests and meet applicable legal obligations.

We may use relevant business contact information to discuss our services where permitted. You can ask us to stop marketing communications. An inquiry, booking or business record does not by itself authorize every type of marketing. The Business OS does not automatically send marketing campaigns, texts or calls, or transmit CRM records to an AI analysis service.

Access and service providers

Authorized personnel receive information needed for their work. Leadership has access to business contact and financial records; production team members and contractors receive information for their assigned projects. We use Hostinger for website/application hosting and email services, and Supabase for the Business OS database, authentication and related infrastructure. We also use scheduling, email, gallery and document services where relevant to an engagement. These providers and their authorized subprocessors handle information to operate their services.

We may disclose necessary information to an authorized client representative, project collaborator or professional adviser, or when required by law or appropriate to establish or protect legal rights. We limit such disclosure to its purpose. Providers may process information in the United States or other countries where they operate; their own service and privacy terms also apply.

Project files, signatures and payments may be handled through external services linked from the portal. Those links open the selected provider; that provider applies its own access and privacy controls. Optional project cover images are restricted to Alphpixels website hosts. Portal notifications are shown within the account. When authorized staff send an invitation, our hosting and email provider processes the invited email address, a single-use access code and sign-in instructions to deliver an Alphpixels email. Staff can also share a code manually. Publishing updates does not automatically send notification emails or marketing messages.

Website content, cookies and search reports

Our homepage includes Instagram content. When your browser loads that content, it contacts the external provider and may disclose technical information or use provider cookies, including information linked to an existing provider account. See Meta's privacy policy. External scheduling, social and gallery services may also collect information when you visit or interact with them.

Business OS uses authentication and session cookies to keep authorized users signed in. Calendly uses cookies and identifiers on its own booking pages. Its cookie notice describes interaction information, including clicks, cursor movement and screen recordings, and marketing purposes; it offers Decline and Cookie settings choices. Review those choices and the provider's notice before booking. Browser cookie controls may also help you manage these services; blocking necessary cookies can affect sign-in or scheduling.

We use Google Search Console to review reports about our website's visibility and traffic from Google Search. Google Analytics and AdSense were not configured as active services in our Site Kit settings when this notice took effect. That does not mean the website or its embedded providers receive no technical information. See Google's privacy policy.

Projects involving minors

Bookings and communications for a minor must be handled by a parent, guardian or another adult whose authority has been established. Provide only the minor-related details needed for the project. Our workspace and client portal are not offered as account services for children.

We require appropriate guardian authorization for the engagement and separate authorization for using a minor's images in our portfolio, social promotion or advertising. Permission to create or deliver a project is not automatic permission for promotional use. A model release and privacy consent address different matters. If you have a question about a minor's information or an existing image, contact us so we can review the authority, use and any requested restriction.

Retention and security

We keep personal information for the purposes described in this notice, including providing services, managing business records and meeting applicable legal obligations. Our retention decisions consider the relationship, project completion, agreement terms, accounting requirements and any claims or preservation duties. We use review periods to identify information that is no longer needed; those periods are not automatic deletion dates.

We may retain limited records to honor communication preferences, document privacy requests or preserve required evidence. Service-provider records, email and recovery copies can have different lifecycles, which we consider when handling a request. A retention review period is not a guaranteed archive or recovery service.

We use authentication, role restrictions, encrypted web connections and other controls designed to protect information. Security also depends on protected accounts and devices, correct configuration and careful handling by authorized people. No system can guarantee absolute security.

Your choices and privacy requests

Email contact@alphpixels.com to ask about your information, request access or a copy, correct inaccurate details, request deletion, or change your communication preferences. Describe the request and provide enough information for us to locate the relevant relationship or project. Do not send a password, authentication code or identity-document copy with your initial request.

Before disclosing or changing records, we may take proportionate steps to verify identity or representative authority. We do not require identity verification as a blanket condition for recording a marketing opt-out. Stopping marketing does not necessarily stop communications needed for an existing project, payment, account or legal matter. We may retain a minimum contact identifier to avoid unwanted future marketing.

Your rights, including any rights concerning portability, advertising, profiling or appeal, depend on applicable law and the circumstances. We assess requests under those requirements. If information must be retained or a request cannot be fully fulfilled, we explain the applicable reason and any available appeal route. You can contact the same address to request reconsideration of a privacy decision. Requests do not require a Business OS account.

Changes to this notice

We update this notice when our practices or applicable requirements change. The current version shows its effective date. We provide additional notice or seek permission when required. Privacy questions and requests should be directed to contact@alphpixels.com.