Privacy Policy

Last Updated: May 1st, 2026

INTRODUCTION

White Moth Studio (“we”, “us”, “our”) is committed to respecting the privacy of everyone who visits our website (the “Site”) or engages us for photography services.

This Privacy Policy explains how White Moth Studio (“we,” “us,” “our”) collects, uses, stores, and protects your personal information when you access our website, book a photography session, or interact with our services. By using our website or submitting your information, you agree to the practices outlined in this Policy.

This policy is aligned with Washington State privacy expectations and general U.S. data-protection standards.

1. INFORMATION WE COLLECT

We may collect the following categories of personal information:

1.1 Information You Provide Directly

Name
Email address
Phone number
Mailing address
Session details and preferences
Payment information (processed through secure third-party processors; we do not store full card details)
Messages or inquiries submitted through contact forms
Contract signatures, questionnaires, and booking information

1.2 Automatically Collected Information

When you visit our website, our system may automatically collect:

IP address
Browser type and version
Device information
Pages viewed and time spent on website
Referral source (how you arrived at the site)
Cookies and tracking data (see Section 8)

1.3 Photo & Video Files

Images and media created during your session may be stored in secure online galleries, cloud systems, or backup archives.

2. HOW WE USE YOUR INFORMATION

We use your personal information for:

Booking and confirming photography sessions
Communicating about your project or inquiries
Delivering digital galleries and final images
Processing payments
Sending invoices, confirmations, and agreements
Improving website performance and user experience
Marketing communications (only with your consent)
Internal record-keeping and business analytics
Maintaining security and preventing fraud

We do not sell or share your personal information with any outside parties for personal and or commercial use.

3. LEGAL BASIS (U.S. & WA Standards)

We process personal information based on:

Contractual necessity (to fulfill your booking)

Legitimate business interests (improving services, preventing misuse)

Consent (email marketing, cookies, optional questionnaires)

Legal compliance (recordkeeping, taxes, fraud prevention)

4. HOW WE PROTECT YOUR INFORMATION

We use commercially reasonable administrative, technical, and physical safeguards to protect your data, including:

Encrypted file delivery platforms
Secure client gallery systems
Encrypted payment processors
Password-protected devices and cloud systems
Limited staff access
Regular system updates

However, no online system can be 100% secure. By entering and using our website, you acknowledge that transmission of data over the internet is done at your own risk.

5. SHARING YOUR INFORMATION

We may share limited personal information with:

5.1 Service Providers

Trusted third-party vendors who support operations, such as:

Payment processors (e.g., Stripe, PayPal, etc.)
Gallery hosting platforms
Cloud storage providers
Email service platforms (e.g., Mailchimp)
Contract and invoicing platforms

These parties only access information necessary to perform their service.

5.2 Legal Requirements

We may disclose information if required by law, court order, or to protect our rights and property.

5.3 Subcontractors & Assistants

For photography services, assistants or second shooters may have access to limited client information strictly as needed to perform services.

We never share or sell data for advertising to unrelated parties.

6. RETENTION OF INFORMATION

We retain personal and photographic information only for as long as necessary to:

Provide services
Maintain business records
Comply with legal obligations
Resolve disputes

Digital files may be kept in archives for internal recordkeeping, but long-term storage is not guaranteed.

7. MINORS

7.1 Website Use

Our website, contact forms, and booking systems are intended for use only by adults (18+). We do not knowingly collect personal information directly from minors. Any information about a minor (such as name, age, or likeness) must be submitted only by a parent or legal guardian.

7.2 Photography Services Involving Minors

Because many of our photography services involve children, we require that:

A parent or legal guardian books the session.
A parent or legal guardian is present at the session unless explicitly agreed otherwise in writing.
The parent or guardian provides all necessary consents for photographing minors.
The parent or guardian approves the handling, storage, and usage permissions of images containing minors.

7.3 Parental Consent for Image Use

Any marketing or promotional use of images featuring minors requires explicit written permission from their parent or legal guardian. If consent is not granted, we will not use or publish those images.