Privacy Policy

Effective Date: January 2026

Cherished Memories Photography (“we,” “our,” or “us”) is committed to protecting the privacy of students, families, schools, and customers. This Privacy Policy explains how we collect, use, protect, and share information when providing school-authorized photography services and when users interact with our website.

Student Image Privacy — At a Glance

• Student images are used only for school-authorized photography services.

• We do not sell, license, or distribute student images or student data.

• Student images are not used to train artificial intelligence (AI) models.

• Limited facial-recognition tools may be available only as optional features in certain platforms and only with consent.

• Access to student images is limited to trained staff and approved service providers.

• We support FERPA compliance and participate in the Student Data Privacy Alliance (SDPA).

• We are a privately held, family-owned company with no outside investors.

Who We Are

Cherished Memories Photography is a privately held, family-owned company rooted in the local communities we serve.

We are not owned by private equity firms, large corporations, or outside investors. Our decisions are made internally by leadership that works directly with schools, families, photographers, and staff every day.

Because we are privately owned, we do not monetize student data, sell access to images, or build business models around advertising, resale, or data licensing. Our focus is providing school-authorized photography services with care, transparency, and long-term accountability.

Information We Collect

School Photography Information

In connection with school-authorized photography services, we may collect:

• Student images captured during photo sessions

• School-provided roster information (such as student name, grade, teacher, or student ID)

• Order-related information if a family places an order

Website and Ordering Information

When families or schools interact with our website or ordering systems, we may collect:

• Parent or guardian contact information

• Billing and shipping details for orders

• Customer service communications

• Website usage data such as cookies or analytics

How We Use Information

We use collected information only to provide photography services authorized by schools and requested by families, including:

• Image proofing and gallery access

• Order processing, fulfillment, and delivery

• Retakes and reprints

• Yearbook, ID, or other school-approved administrative uses

• Customer service and operational communications

We do not use student information for unrelated or secondary purposes.

School-Authorized Use of Student Images

Student images and related information are collected and processed only for school-authorized photography purposes.

Specifically:

• We do not sell student images or student data

• We do not license student images for third-party marketing or advertising

• We do not allow public browsing of student images

Student images are handled in accordance with school agreements and applicable student privacy laws.

Security Practices

We use reasonable, industry-standard safeguards designed to protect student images and personal information from unauthorized access, disclosure, or misuse.

Access to student images is limited to authorized, trained personnel and approved service providers who require access to perform school-authorized services. Access is restricted based on job role where available.

Our primary gallery and ordering platforms are selected based on security, reliability, and operational standards. Certain platforms we use are SOC 2 compliant, meaning their systems and controls have undergone independent third-party security audits.

Third-Party Service Providers

We work with trusted third-party service providers to support functions such as image hosting, online proofing, ordering, payment processing, and fulfillment.

These providers are granted access only to the information necessary to perform their services and are contractually required to safeguard student data.

Use of Artificial Intelligence and Facial Recognition

Cherished Memories Photography does not use student images or student information to train artificial intelligence (AI) or machine-learning models, and we do not use student images for advertising, profiling, or unrelated commercial purposes.

Some third-party platforms we use may offer optional facial-recognition features designed solely to help families locate and group photos within a specific gallery. These features:

• Are used only for search and organization, not identification or profiling

• Do not train AI models for general or commercial use

• Are not enabled by default and require appropriate consent

• Do not involve selling, licensing, or distributing biometric data

We do not activate or rely on facial-recognition features unless permitted by the platform’s settings and consistent with school policies and applicable law.

FERPA and Student Data Privacy Commitments

Cherished Memories Photography supports schools in complying with the Family Educational Rights and Privacy Act (FERPA).

When student images or related information are maintained in connection with a student’s educational record, we act as a service provider to the school. We do not claim ownership of student educational records, and student data is used only for purposes authorized by the school or school district.

We also participate in the Student Data Privacy Alliance (SDPA), administered by Access 4 Learning (A4L). Through this participation, we commit to nationally recognized standards for safeguarding student data, limiting how it may be used, and supporting transparency for schools and families.

Data Retention

Student images and related information may be retained for a limited period to support:

• Ordering windows

• Retakes and reprints

• School-authorized deliverables

Retention periods may vary based on school requirements, contractual obligations, and legal or accounting needs.

Parent and Guardian Requests

Parents or legal guardians may submit privacy-related requests, including deletion requests after ordering windows close, through our designated Privacy Request process.

In some cases, certain records may need to be retained to comply with school directives, contractual obligations, or legal requirements.

Cookies and Website Analytics

Our website may use cookies or similar technologies to improve functionality and understand how visitors use our site. These tools do not provide us with access to student images.

Visitors may control cookies through their browser settings.

Children’s Privacy

We comply with applicable laws governing children’s data, including the Children’s Online Privacy Protection Act (COPPA), where applicable.

Schools typically manage parental consent for school photography activities. If we become aware that information has been collected in a manner inconsistent with applicable law, we will take appropriate corrective action.

Social Media and Promotional Use

As the copyright holder, Cherished Memories Photography may use images to promote our photography services in accordance with applicable laws and school agreements.

• Customer Sharing: You may share your purchased photographs on social media platforms. We encourage proper crediting by tagging Cherished Memories Photography and using relevant hashtags, but this is not a requirement.
• Company Use of Photos: When you choose to be photographed, you grant Cherished Memories Photography permission to use the images for promotional purposes, including sharing them on our social media pages, website, and marketing materials. This may include showcasing your photos on Facebook, Instagram, or other platforms. We will make reasonable efforts to avoid identifying minors without explicit consent.
• Opting Out: If you do not wish for your photos to be used for promotional purposes, you may contact us to opt out. We will respect your preference, though previously shared photos may remain visible on public platforms.

Communications via Text Message and Email

• Appointment reminders, order updates, promotional offers, yearbook deadlines, and other school photography-related notifications.

Consent and Compliance

• By providing your mobile number or email through a school, online form, or photography-related activity, you consent to receive communications from us.
• Communications are sent only with school permission or direct opt-in from the parent or guardian.
• Message and data rates may apply for text messages.
• Message frequency may vary.
• You may opt out at any time by:
  • Replying STOP to text messages
  • Replying HELP for assistance
  • Clicking “Unsubscribe” in promotional emails
  • Contacting us directly

SMS Privacy Policy

Your phone number will be handled in accordance with our Privacy Policy. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the stated categories in this privacy policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Contact Us

Policy Updates

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.