Privacy Policy

1. Information we collect

When you join the waitlist

The waitlist asks only for your email address. If you choose to answer the short questionnaire that follows, we also keep your answers: your name, business or studio name, website or Instagram handle, the kind of work you do, team size, how many shoots you do a month, the tools you use now, what you find hardest, the features you most want, and whether you’d like early access.

Alongside your signup we record:

• Whether you asked for email updates, when you did, and which version of that checkbox’s wording you agreed to
• Your approximate country, which our hosting provider works out from your IP address. We store the country, not the address.
• Campaign tags (utm_ parameters) if the link that brought you here carried them

To stop automated abuse, we briefly count signup attempts per IP address in server memory. That count isn’t written to our database and is discarded when the server restarts.

Account information

When you create or use a Clovea account, we collect:

• Your name and email address
• Your profile picture, if you sign in with Google
• Your phone number, if you add one to your profile
• Your studio’s details, and your role in it
• Your account preferences and settings

If you sign in with Google, Google shares your name, email address and profile picture with us. We don’t ask Google for anything else, and we never receive your Google password.

Information you add to Clovea

Running your business in Clovea means storing information about your work and your clients, which may include:

• Client names and contact details
• Events, dates and schedules
• Notes and other client records
• Information about your team members
• Galleries, photographs and other files
• Anything else you choose to store

You’re responsible for making sure you have the rights, permissions and lawful basis to add information about your clients and other people to Clovea.

Photos and media

Clovea lets you upload, organize and share photographs and other media. You keep ownership of everything you upload. We process it only as needed to provide the features you use, such as storing, displaying, organizing, searching and sharing it.

Face search and facial data

Clovea’s face search helps photographers find every photograph of a person in a gallery. To do that, it analyzes the faces in the gallery’s photographs and turns each one into a numerical representation (an embedding) that can be compared with others to find likely matches.

• It’s off by default. A studio turns face search on for one gallery at a time, and can’t turn it on without recording that it has consent to do so.
• Facial data is deleted on a schedule. Each studio sets how long facial data is kept, from 1 day to 10 years; the default is 365 days. The period runs from the event’s date (or from when the gallery was created, if it has no event date), not from when photographs were uploaded. Once it ends, the gallery’s facial data is deleted by a weekly job, and face search is switched off for that gallery.
• It can be deleted sooner. A studio’s owner or admin can delete a gallery’s facial data at any time, which also turns face search off for it.

We don’t sell facial data or use it for advertising. We use it only to provide face search.

Photographers who use face search are responsible for obtaining any consent or other legal authorization needed to process photographs and facial information of their clients, guests and anyone else pictured.

Connected services

Today, the only third-party service you can connect to Clovea is Google, to sign in. If we add other integrations, such as calendar sync, we’ll ask only for the permissions that integration needs, and we’ll update this policy first.

Clovea’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. You can remove Clovea’s access to your Google account at any time from your Google Account settings.

Technical information

When you use Clovea, our hosting and database providers automatically process technical information such as your IP address, browser and device details, and request and error logs. We use it to run, secure and troubleshoot Clovea.

We don’t use analytics services, advertising trackers or tracking pixels.

Cookies and local storage

Clovea uses a small number of cookies, all of them needed for the site to work, and none for advertising or analytics:

• Sign-in cookies keep you signed in to your account.
• Studio cookie (clovea-studio) remembers which studio you last had open, if you belong to more than one.
• Time zone cookie (clovea-tz) stores your device’s time zone, such as “Asia/Kolkata”, so dates and greetings match your local time. It’s set for every visitor and lasts a year.

If you choose a light or dark theme in the app, that choice is kept in your browser’s local storage and never sent to us.

2. How we use information

We use the information described above to:

• Provide and operate Clovea
• Sign you in and manage your account
• Store and organize your clients, events, galleries and other business information
• Provide the features you ask for
• Send account emails, such as sign-up confirmations and password resets
• Send waitlist updates, if you asked for them, no more than once a month
• Decide what to build, using waitlist answers
• Keep Clovea secure and prevent abuse
• Diagnose problems and improve reliability
• Reply when you contact us
• Comply with our legal obligations

We don’t sell personal information. We don’t use your photographs or your clients’ information for advertising.

3. How information is shared

We share information with the service providers that run Clovea:

• Supabase, for our database, account sign-in, and account emails
• Vercel, for hosting the website and application
• Google, when you choose to sign in with Google

These providers process information only as needed to provide their services to Clovea, under their own terms and privacy obligations. If we add providers, for example for file storage or payments, we’ll update this list.

We may also disclose information when the law requires it, or when it’s reasonably necessary to protect the security, rights or integrity of Clovea, our users or others.

If Clovea is involved in a merger, acquisition, financing, restructuring or sale of all or part of the business, information may be transferred as part of that transaction, subject to applicable law.

4. Data storage and security

We use reasonable technical and organizational safeguards to protect the information in Clovea. For example, each studio’s records can be read only by that studio’s members, a rule enforced by the database itself rather than only by the app. Still, no internet service can guarantee absolute security.

Your information may be stored or processed in countries other than the one where you or your clients live, depending on where our service providers operate.

5. Data retention

We keep personal information for as long as we reasonably need it to provide Clovea, maintain your account, meet legitimate operational needs and comply with the law. Different kinds of information are kept for different periods:

• Facial data is deleted at the end of the period each studio sets, as described in Face search and facial data.
• Waitlist signups are kept until you ask us to remove yours, or until we no longer need the list.
• Payment records in a studio’s invoicing can’t be edited or deleted individually, so the books stay accurate. They are deleted when the studio itself is deleted.

Some records you delete in Clovea are first marked as deleted and hidden, rather than erased at once. Deleted information may also remain for a time in backups or in systems used for recovery, security or legal compliance.

6. Your choices and rights

Depending on where you live, you may have the right to:

• Access your personal information
• Correct inaccurate information
• Have your information deleted
• Get a copy of certain information
• Object to or restrict certain processing
• Withdraw consent, where we rely on it

These rights vary by jurisdiction and can be subject to legal limits.

You can update your name and phone number on your profile page. Clovea doesn’t yet offer account deletion in the app, so to delete your account, leave the waitlist, stop receiving updates, or make any other privacy request, email us at clovea.app@outlook.com.

7. Client and guest information

Photographers and studios using Clovea may add personal information about their clients, event guests and other people.

For that information, the photographer or studio decides why it’s collected and how it’s used; Clovea processes it on their behalf to provide the service.

If a Clovea customer has added your information, please contact that photographer or studio first with any request about it.

8. Children’s privacy

Clovea is for photographers, photography businesses and other professionals. It isn’t meant for children to create accounts themselves.

Photographs uploaded by photographers may include children. They are treated as customer content and processed only to provide the services the customer asked for. Photographers are responsible for having the rights and permissions needed to upload and process them.

9. Third-party services

Clovea may link to or integrate with third-party services. Those services have their own terms and privacy policies, and we aren’t responsible for their privacy practices.

10. Changes to this policy

We may update this policy as Clovea and its features change. When we do, we’ll change the “Last updated” date at the top of this page, and where the law requires it we’ll give you additional notice of material changes.

11. Contact us

For questions about this policy, or to make a privacy request, email us at clovea.app@outlook.com.

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