Privacy Policy

We collect only the data necessary to provide and improve the GalleryID service. Here’s exactly what we collect and why:

All data collected is used for the specific purpose of providing the GalleryID service to you. We do not use your data for any unrelated purpose. Specifically, we use your data to:

• Operate the Service — store and serve your photos, process AI identifications, manage galleries and rosters
• Manage Your Account — authenticate logins, process billing, enforce subscription limits
• Communicate With You — send service notifications (gallery processing complete, subscription updates), respond to support requests
• Improve the Service — understand usage patterns to fix bugs, improve performance, and develop new features
• Maintain Security — detect and prevent unauthorized access, abuse, or fraud
• Send Push Notifications — notify you via our iOS app when gallery processing completes, face recognition finishes, or other account events occur (you can disable notifications at any time in your device settings)

We use Google Analytics to understand how visitors interact with our website. Google Analytics collects information such as:

• Pages visited and time spent on each page
• Referring websites and search terms
• Device type, browser, and operating system
• General geographic location (city/region level, not precise location)

This data is used solely to improve the GalleryID website and user experience. Google Analytics uses cookies to collect this information. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

For more information, see Google’s Privacy Policy.

We use a limited number of third-party services to operate GalleryID. These providers process your data only as necessary to provide their services to us:

• Cloud infrastructure providers — Database hosting, authentication, CDN, and photo storage
• Payment processor (Stripe) — Stripe handles all payment card data directly; we never see or store your card numbers
• Google Analytics — Website usage analytics (as described above)
• Apple Push Notification service (APNs) — Delivers push notifications to your iOS device; Apple receives your device token but no personal data or photo content
• Firebase Cloud Messaging (Google) — Delivers push notifications to your Android device; Google receives your device token but no personal data or photo content. Subject to Google’s privacy practices.
• Public sports data APIs — Roster data for professional and college sports (no personal data from you is shared with these providers)

Facial recognition and image analysis are performed on GalleryID’s own servers, not by any third-party AI company. Your photos and the face embeddings derived from them are processed on infrastructure we control and are not sent to an outside provider for AI processing. The cloud infrastructure providers listed above host the database where embeddings and account data are stored and the object storage where your photos are kept; they act solely as our service providers and do not use your data for their own purposes.

We do not share your data with any third parties beyond what is described here.

GalleryID offers companion apps for iOS (Apple App Store) and Android (Google Play). Both apps connect to the same account you use on the web at galleryid.ai. The mobile apps do not create separate accounts or collect data independently from the web service. All data accessed through the mobile apps is the same data described throughout this policy.

Push Notifications. When you enable push notifications, your device’s push token (Apple Push Notification service token on iOS, Firebase Cloud Messaging token on Android) is stored on our servers and associated with your user account. This token is used solely to deliver notifications about your galleries (such as when face recognition processing completes). You can disable push notifications at any time through your device’s Settings app. When you sign out of the app, your device token is automatically deleted from our servers.

Camera and Photo Library. The mobile apps request access to your camera for capturing athlete headshots and to your photo library for selecting photos to upload. On iOS this uses the Apple Photos picker and camera APIs; on Android this uses the Android Photo Picker (or, on older Android versions, the system file picker) and the standard camera intent. These permissions are requested only when you initiate a headshot capture or photo upload. Photos and images are transmitted to our servers using the same encrypted channels as the web application. The apps do not access your camera or photo library in the background or for any purpose other than what you explicitly initiate.

Biometric Login (Optional). If you opt in to biometric login (Face ID, Touch ID, or Optic ID on iOS; fingerprint or face unlock on Android), your biometric template is processed entirely by your device’s operating system and never leaves the device. The GalleryID app only receives a yes/no match result, which is used to unlock your saved email + password. Your biometric data is never transmitted to GalleryID or any third party. You can disable biometric login at any time from inside the app.

No Background Data Collection. The mobile apps do not collect location data, access your contacts, track your activity across other apps, or perform any data collection in the background. The apps communicate with our servers only when you are actively using them, with the exception of receiving push notifications.

Apple App Store and Google Play disclosures. Our App Store and Google Play data-disclosure forms (App Privacy on iOS, Data Safety on Android) reflect the data practices described in this policy. Where the store listing surfaces a summary, this policy is the authoritative source of detail.

GalleryID Desktop is a macOS and Windows application that runs facial recognition locally on your own computer. It works differently from the website and mobile apps, and that difference matters for your data.

Your photos stay on your device. When you use GalleryID Desktop, the photos you browse and process are read directly from your computer. They are not uploaded to GalleryID servers, stored in our cloud, or transmitted to any third party. Face detection, face embedding generation, jersey-number recognition, and matching all run on your machine using models bundled with the app.

Biometric data never leaves your computer. Face embeddings generated by GalleryID Desktop are created and used entirely on your device for matching against your local roster. We do not receive, store, or have access to embeddings or biometric data produced by the Desktop app.

Names are written to your local files. When you approve identifications, GalleryID Desktop embeds the approved names into the XMP metadata of the photo files on your own machine. Those files remain in your control at all times.

What the Desktop app does send to us. To operate, GalleryID Desktop communicates with our servers only for: (a) signing in to your account (your email and password, handled by our authentication provider); (b) license activation and periodic validation, which transmits information such as your email, license key, a device identifier, the app version, and your operating-system version so we can confirm your subscription and the number of active devices; and (c) checking for application updates. These messages do not include your photos, face embeddings, or any biometric data.

Billing. GalleryID Desktop subscriptions are processed by Stripe, as described in Section 5. We never see or store your card number.

Because GalleryID Desktop processes photos and biometric data locally rather than on our servers, the controller/processor framework in our Data Processing Agreement applies to the hosted Service and not to on-device processing performed by the Desktop app. You remain responsible for obtaining any consents required by the biometric and privacy laws that apply to the individuals in your photos (see Sections 7 and 12).

GalleryID Desktop (iOS) is a companion app for GalleryID Desktop, distributed through the Apple App Store. It puts the photo catalog you build in GalleryID Desktop on your iPhone — browsable and searchable offline — while your original files stay on your own drives.

Device-to-device sync only. The companion app syncs directly with GalleryID Desktop on your computer over your own local wifi network. The data synced — reduced-size preview images, thumbnails, and photo metadata such as filenames, capture dates, folder structure, keywords, and the people names you approved in your own workflow — travels from your computer to your phone and nowhere else. None of it passes through, or is stored on, GalleryID servers. There is no cloud component, and the companion app does not create or require its own account.

What is stored on your phone. A local catalog database (photo metadata), cached thumbnail and preview images, and a pairing token stored in the iOS Keychain that authenticates your phone to your own computer. You can remove all of it at any time from inside the app (Sync → Unpair & Remove Data), and deleting the app deletes everything it stored.

The limited information we hold. The companion app’s access is tied to your GalleryID Desktop license. The information we hold in connection with it is the same limited license and account data described in Section 6a — such as your email, license key, device identifiers, app version, and OS version used for license activation and validation. The companion app sends us no photos, no metadata about your photos, no biometric data, and no analytics.

Camera and Local Network. The companion app uses the camera solely to scan the pairing QR code shown by GalleryID Desktop; no image is captured or stored during scanning. The iOS Local Network permission is used solely so the app can reach your computer on your wifi.

You are the controller and the processor. Because every step — cataloging on your computer, syncing over your own network, storing on your own phone — happens on equipment you own and control, GalleryID neither controls nor processes any of the personal data handled by the companion app. For that data, you are both the data controller and the data processor. The names attached to photos in your catalog may originate from biometric identification you performed locally (see Section 6a), so you remain responsible for compliance with the biometric and privacy laws that apply to the individuals in your photos — including the Illinois Biometric Information Privacy Act (BIPA) and the other laws described in Sections 7 and 12 — on every device that data reaches, including your phone.

When you upload a headshot for roster indexing, our system generates a mathematical representation (a “face embedding”) of the facial features. This is a numerical vector, not an image. These embeddings are used solely to match faces in your uploaded photos against your roster.

Face embeddings are stored securely and are associated with your organization’s account. They are not shared across organizations, not used for surveillance, and not accessible to other users.

This section describes the hosted Service (website and mobile apps). When you use GalleryID Desktop for macOS or Windows, face embeddings are generated and stored locally on your own computer and are never transmitted to or stored by GalleryID. See Section 6a for details on local processing.

Collection and purpose. We collect facial recognition data — specifically, face embedding vectors derived from headshot photos you upload — for the sole purpose of identifying athletes in sports photographs within your organization’s account. We do not collect facial recognition data from any other source, and we do not use it for any purpose other than providing the identification features of the Service.

Retention and destruction schedule. Face embeddings are retained for as long as your organization’s account is active and the associated person record exists. Face embeddings are permanently destroyed in the following circumstances:

• When you delete an individual person from your roster (embedding deleted within 30 days)
• When you delete your account (all embeddings deleted within 30 days)
• When a subscription lapses and the account is deactivated (embeddings deleted within 90 days)
• Upon written request via our contact page (completed within 30 days)

We do not sell, lease, trade, or profit from facial recognition data.

Your consent responsibilities. By enabling facial recognition features and uploading headshots, you confirm that you have obtained any consent required by applicable law from the individuals whose biometric data you are submitting for processing. Several U.S. states — including Illinois (BIPA), Texas, and Washington — require written consent prior to collecting biometric identifiers. GalleryID does not provide legal advice; you are solely responsible for your compliance obligations in your jurisdiction.

You may delete any person’s facial data at any time by removing them from your roster, which also permanently deletes the associated face embedding within 30 days.

We take the security of your data seriously and implement industry-standard measures including:

• All data transmitted over HTTPS/TLS encryption
• Account passwords are managed by our authentication provider and are not accessible to GalleryID staff
• Row-level security policies restrict data access to authorized users and organizations
• Authentication tokens are short-lived and automatically refreshed
• Photos are stored in cloud object storage with access controls
• Third-party credentials such as FTP passwords are hashed at rest

While we implement reasonable security measures, no system is 100% secure. We cannot guarantee absolute security of your data.

We retain your data for as long as your account is active. You can delete your account at any time directly from inside the iOS or Android app (User tab → Delete Account) or by emailing support@galleryid.ai. Full step-by-step instructions, including what gets deleted and what we retain, are documented at galleryid.ai/account-deletion.

When you delete your account:

• Your data is retained for 30 days in a recoverable state to allow for cancellation if the deletion was requested in error
• After 30 days, your photos, galleries, roster data, face embeddings, share links, upload links, and mobile device push tokens are permanently deleted
• Aggregated, non-identifying server logs are retained for up to 90 days for security and abuse prevention
• Billing records may be retained longer as required by law (typically 7 years for US tax compliance)
• Anonymized, aggregated analytics data (not linked to you) may be retained indefinitely

For plans with ephemeral storage, photos are automatically deleted after the specified retention period (e.g., 14 days).

You have the right to:

• Access your data — View and export your photos, galleries, and account information at any time
• Correct your data — Update your account information, roster data, and gallery details
• Delete your data — Delete individual photos, galleries, roster entries, or your entire account
• Download your data — Export your photos with embedded metadata at any time
• Opt out of analytics — Disable Google Analytics using browser settings or add-ons

To exercise any of these rights, use the relevant features in your account settings or contact us.

GalleryID is operated from the United States and is primarily intended for users in the United States. If you access the Service from outside the United States, your data will be transferred to and processed in the United States.

If you are located in the European Economic Area (EEA), United Kingdom, or another jurisdiction with data protection laws (such as the GDPR or UK GDPR), you may have additional rights including:

• Right of access — Request a copy of the personal data we hold about you
• Right to rectification — Request correction of inaccurate personal data
• Right to erasure — Request deletion of your personal data
• Right to data portability — Receive your data in a structured, machine-readable format
• Right to object — Object to certain types of data processing
• Right to restrict processing — Request limits on how we process your data

To exercise any of these rights, contact us. We will respond to requests within 30 days.

By using the Service from outside the United States, you consent to the transfer of your personal data to the United States for processing as described in this policy.

GalleryID processes facial recognition data, which may be classified as biometric data under certain laws. Several U.S. states — including Illinois, Texas, and Washington — have enacted biometric privacy laws with specific requirements regarding notice, consent, and data handling.

You are responsible for ensuring your use of GalleryID’s facial recognition features complies with all applicable laws in your jurisdiction. This may include obtaining written consent from individuals whose photos you upload for facial recognition processing. GalleryID does not provide legal advice regarding your compliance obligations.

GalleryID is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. Note that photos of minor athletes may be uploaded by authorized photographers and organizations — the responsibility for appropriate use and distribution of those photos rests with the uploading organization.

We use a minimal number of cookies:

• Authentication cookies — Essential for keeping you logged in (required for the Service to function)
• Google Analytics cookies — For website analytics (can be opted out of)

We do not use advertising cookies, tracking pixels from ad networks, or any third-party marketing cookies.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a notice within the Service. The “Last Updated” date at the top of this page reflects the most recent revision.

Questions about this Privacy Policy or your data? Contact us.