Updated as of May 13th, 2024
At Memory Legacy Photos, we highly value your privacy and take all necessary measures to protect it. We understand the importance of safeguarding our customers' personal information and images and ensure that they are kept confidential and secure. Our Privacy Policy complies with The New York State Personal Privacy Protection Law (PPPL) and other relevant regulations. You can trust us to handle your personal information carefully and respectfully.
Our privacy policy outlines our methods for gathering and utilizing personal information exclusively to offer school photographs and image-based products to schools, preschools, businesses, parents, and guardians who use our services.
Transparent Personal Information Management.
Memory Legacy Photos values and prioritizes your privacy above everything else. We take all the necessary measures to ensure your personal information remains confidential and secure. The information we collect from you is solely based on fulfilling our contractual obligations and providing exceptional photography products and services. We collect personal and business information required to deliver our services effectively and efficiently.
We only use your personal and business information for legal and regulatory compliance and financial transactions. We may disclose your personal information to third parties, such as shipping and printing companies, to ensure that your order is fulfilled and that you receive the best possible service.
You can rest easy knowing that we never sell or rent your personal information to anyone. We understand that your privacy is paramount and take all necessary measures to protect it from misuse, unauthorized access, and disclosure.
How we use your information include, but are not limited to:
- Processing and delivering photo orders you placed.
- Addressing any customer service inquiries you may have.
- Conducting customer surveys to enhance our services.
- Providing information regarding photography day.
- Keeping you updated on the status of your order delivery.
Additionally, we respect your right to anonymity and pseudonymity.
*NOTE* We at Memory Legacy Photos strive to provide the best experience to our customers when ordering photos from us. However, we advise our customers that if they choose to remain anonymous or use a pseudonym, we may face certain limitations in providing them with the requested photos or products. Specific details are needed to complete your order. Therefore, if we need more information to produce your order, it may impact the delivery to the school or a nominated address. We assure you that we will do our best to provide the best service possible while maintaining the privacy of our customers.
Collection of Solicited Personal Information
Our sole purpose in gathering personal information is to accurately identify students, staff, or employees and ensure that our photos, packages, or products are customized with the correct subject and personal details, catering to your specific needs and providing a seamless experience.
As per our information collection policy, we may gather the following personal details, provided securely by your child's school, to identify them for photography purposes accurately:
- The name of the educational institution the student attends.
- Full name of the student, including first and last name.
- Class and year level of the student.
- Student ID and library barcode numbers.
- Date of birth for each student.
To efficiently communicate and provide our services to our valued customers online, we require the following information:
- Provide the full name of the customer, including first and last name.
- The customer's postal and residential address.
- Telephone number where the customer can be reached.
- Email address of the customer.
Please provide us with the abovementioned details to ensure a smooth and hassle-free experience.
Handling Unsolicited Personal Information
If provided with personal information, which Memory Legacy Photos did not request, we will review it within a reasonable time to determine if it is necessary for our functions or activities. If we do not need the unsolicited information, we will dispose of it securely. However, the unsolicited information is the same as the information we would have collected from another source to fulfill your photography order. In that case, we will handle it according to the guidelines outlined in our privacy policy.
Communication of the Collection of Personal Information
When schools or preschools appoint Memory Legacy Photos as their official photographer, we request pertinent personal information from every student and staff member to provide our photography services. The school or preschool is responsible for furnishing us with personal information only for students whose parents and guardians have been allowed to share their details for school photography purposes.
Use of Disclosure of Personal Information
Unless authorized in writing by the school, individual images are only provided to the parents or guardians of the respective students. Similarly, group images are only provided to the parents or guardians of students who appear in the picture (or would have appeared in the group photo but for absence). Printed photography products are also provided to the school for their use, such as school record albums that include a copy of each class group photo.
At Memory Legacy Photo, we ensure that the information and images we share are confidential and secure. We do not disclose any of this information to third parties except for our service providers, who assist us in providing the information and services we offer to you. If we share your personal information with a service provider, we ensure that they comply with our privacy standards, as described in this privacy policy.
We may use or disclose personal information or images without prior consent in the following circumstances by this policy:
- We may assist an enforcement body in performing its functions if reasonably necessary.
- If we suspect unlawful activity has been, is being, or may be engaged in, the personal information or image is necessary for our investigation or reporting of the matter.
- We may disclose personal information or images if we reasonably believe it is necessary to prevent a threat to life, health, or safety.
- If we are authorized or required by law, such as where the information or image is required by regulatory bodies or in response to subpoenas or warrants.
- If we have contracted an external organization to provide support services, they have agreed to conform to our privacy standards.
At Memory Legacy Photos, we may occasionally use your personal information for direct marketing. However, the marketing communications will be directly related to purchasing your school photos and will only be sent if we believe they may interest you. Please be assured that we will not sell or rent your details to any third party.
Cross-border Disclosure of Personal Information
At Memory Legacy Photos, we value your privacy and will not likely disclose it to overseas recipients.
Please note that when you use our website, we may use "cookies," which are small text files that our site may place on your computer to remember your preferences. However, you can refuse to use "cookies" by adjusting the appropriate settings on your browser. Please remember that if you choose to do so, you may only be able to access some of our website's features.
Our website may also contain links to other websites. Please be aware that we are not responsible for the privacy practices of such third-party websites. We advise you to read and be mindful of their privacy policies before sharing personal information.
In addition, our website uses Google Analytics, a service that transmits website traffic data to Google services in the United States. This service does not identify individual users or your IP address. However, by using our website, you consent to Google's processing of data about you in the manner described in Google's privacy policy and for the purposes set out above. You can opt out of Google Analytics by disabling or refusing cookies, disabling JavaScript, or using the opt-out service provided by Google.
*NOTE* At Memory Legacy Photos, we strongly advise that you acknowledge the potential risks associated with sharing personal information online. Please note that we cannot guarantee the security of any information you provide to us online.
Accuracy of Personal Information
The personal information in our possession is exclusively that which has been shared with us by you or your child's school or preschool. Schools and preschools are obligated to provide us with updated details every year to maintain the accuracy of this information.
Security of Personal Information
We understand the value of your personal information and take every possible measure to ensure its protection. Our security measures comply with industry best practices, and we employ reasonable precautions to prevent any inappropriate loss, misuse, access, alteration, disclosure, or destruction of your data.
All images and information are stored securely, and we utilize enterprise-grade firewall security and virus protection to ensure the safety of any electronic material. Additionally, we encrypt all information in transit. We maintain all information and images indefinitely unless we receive a written request to dispose of them. We use archived images to fulfill reprint requests for lost or damaged photographs.
We ensure that any printed material not necessary to fulfill orders for parents, guardians, or schools is securely shredded and disposed of.
Access to our online ordering system is secured by a personalized internet ID access code or shoot key for each student. For security reasons, these codes change every year and are specific to each student for that year. We share these codes with schools to enable them to provide personalized codes directly to parents or guardians in case they are lost or misplaced.
To ensure the security of payment details, we process all credit or debit card information through a secure payment gateway and do not store it in any format.
Access to Personal Information
We understand the importance of having access to your personal information, and we will provide you with such access upon receiving a written request unless an exception applies.
We do not charge any fees for accessing your personal information, except in cases where the requested information is photographic. In such cases, we apply our usual fee.
Correction of Personal Information
We understand that you may need to update your personal information occasionally. To make any changes, please send us a written request via email at info@memoryphotos.us. For security purposes, we will require you to provide proof of your identity before sharing any information or making any changes.
Any corrections or changes to a student's name must be done and approved by the school.
For example:
-Changing the given name to a nickname or abbreviation of their given name.
-Changing a surname (from one parent to another).
-Adding a surname to the existing surname so it becomes hyphenated.
The school will notify you if any name changes are approved. If changes are made after the current year's photographs are taken, additional reprinting charges will apply. This change applies to both you and the school's products and packages.
Changes to Our Privacy PolicyWe reserve the right to modify this privacy policy at any time to ensure it remains up to date, so please review it frequently. Changes and clarifications will take effect immediately upon posting on our website.
