Please read these terms carefully before using GalleryID. By accessing or using the Service, you agree to be bound by these terms.
The GalleryID website and Service are operated by GalleryID, LLC. The GalleryID iOS and Android mobile applications, the GalleryID Desktop application for macOS and Windows, and the GalleryID Desktop (iOS) companion app are developed by SmartLink Basics, LLC for GalleryID, LLC. The mobile apps are submitted to the Apple App Store and Google Play under SmartLink Basics, LLC’s developer accounts; GalleryID Desktop is distributed directly by GalleryID.
Effective Date: April 1, 2026
Last Updated: July 11, 2026
GalleryID uses artificial intelligence to identify athletes in photographs. AI technology, by its nature, can and will make mistakes. Incorrect identifications, missed matches, and false positives are expected outcomes of any AI system, including ours.
Human review is an essential component of the GalleryID workflow. All AI-generated identifications should be treated as suggestions, not confirmed facts. You are responsible for reviewing, approving, or rejecting all AI match results before publishing, sharing, or distributing any content that relies on those identifications.
GalleryID, its operators, and affiliates assume no liability whatsoever for errors, inaccuracies, or omissions in AI-generated identifications. This includes, but is not limited to, misidentified athletes, incorrect jersey number readings, incorrect name associations, or any other output produced by the AI system. By using GalleryID, you acknowledge and accept full responsibility for verifying all identification results.
These Terms of Service (“Terms”) govern your access to and use of GalleryID (“the Service”), which includes the GalleryID website at galleryid.ai, the GalleryID iOS app (distributed via the Apple App Store), the GalleryID Android app (distributed via Google Play), the GalleryID Desktop application for macOS and Windows (distributed directly by GalleryID), and the GalleryID Desktop (iOS) companion app (distributed via the Apple App Store; see Section 11c).
The GalleryID website and the Service as a whole are operated by GalleryID, LLC. The GalleryID iOS and Android mobile applications are developed by SmartLink Basics, LLC for GalleryID, LLC and are distributed under SmartLink Basics, LLC’s Apple App Store and Google Play developer accounts. Where these Terms refer to “we,” “us,” or “our,” the obligations apply to GalleryID, LLC, with SmartLink Basics, LLC acting solely as the publisher of the iOS and Android mobile applications.
Roles under data-protection law. For photos, headshots, biometric data (face embeddings), roster information, and any other personal data you (the client) upload to the Service, you are the data controller and GalleryID, LLC is a data processor acting on your behalf and processing that data solely per your instructions and these Terms. GalleryID, LLC acts as a controller only with respect to your own account-holder data (such as your account email, billing details, and authentication records) that is necessary to operate the Service. The controller/processor relationship for client-uploaded data is governed by our Data Processing Agreement.
By creating an account, accessing, or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.
We reserve the right to update these Terms at any time. We will notify you of material changes via email or a notice within the Service. Continued use after changes constitutes acceptance of the updated Terms.
GalleryID is a platform for sports photographers, teams, and organizations, accessible via the GalleryID website (galleryid.ai), the GalleryID iOS app (Apple App Store), the GalleryID Android app (Google Play), and the GalleryID Desktop application for macOS and Windows. The website and mobile apps are cloud-based; GalleryID Desktop runs facial recognition locally on your computer (see Section 11b). The Service provides:
This section is critical and supplements the notice above.
The AI identification features of GalleryID, including facial recognition, MatchID multi-layer team and event identification, and roster matching, are assistive tools designed to suggest possible matches. They are not infallible and should never be treated as authoritative without human verification.
You agree to the following:
GalleryID expressly disclaims all liability for any damages, claims, losses, or costs arising from or related to AI identification errors, including but not limited to: misidentification of individuals, incorrect metadata embedded in files, and any downstream consequences of publishing or distributing content containing AI-generated identifications.
To use the Service, you must create an account with a valid email address. You are responsible for maintaining the security of your account credentials and for all activity under your account. You must notify us immediately of any unauthorized use.
The Service is intended for use only by individuals who are at least 18 years of age. By creating an account or using the Service in any capacity, you represent and warrant that you are 18 or older. If you are creating an account on behalf of an organization, you also represent that you have the authority to bind that organization to these Terms and that all individuals using the account on the organization’s behalf are 18 or older.
Photos and biometric data of individuals under 18. While the Service itself is restricted to users 18 or older, you may upload photos that include minors (for example, high-school athletes) for whom you have the legal authority and consent to do so. Many jurisdictions impose additional restrictions on the collection, storage, and processing of biometric data from individuals under the age of 18, including parental or legal-guardian consent requirements. You are solely responsible for obtaining all required consents and for complying with all applicable laws regarding minors’ biometric data in the jurisdiction in which each subject resides. See Section 7 for additional detail.
You retain ownership of all photos, images, rosters, and other content you upload to GalleryID. We do not claim ownership of your content.
Copyright warranty. By uploading any photo, image, headshot, or other content to the Service, you represent and warrant that you either (a) own the copyright to that content, or (b) have been granted all necessary rights, licenses, releases, and permissions from the copyright holder(s) to upload, store, process, display, transmit, share, and (where applicable) make available for download that content through the Service. This includes, without limitation, any rights required to perform AI identification on the content and to embed names or other metadata in the resulting files. You agree not to upload any content that infringes any third party’s copyright, trademark, publicity, privacy, or other rights, and you accept full responsibility for any content you upload.
By uploading content, you grant us a limited license to store, process, display, and transmit your content solely for the purpose of providing the Service. This includes processing your photos through our AI identification pipeline and serving them through our CDN for gallery display and downloads.
GalleryID does not and will not use your content — including photographs, headshots, facial data, or any biometric data derived from your content — to train, improve, or develop our machine learning models or algorithms. Your content is processed solely for the purpose of delivering the Service to you.
Takedown / DMCA. If you believe content uploaded by another user infringes your copyright, send a written notice to support@galleryid.ai identifying the work, the infringing material, your contact information, and a statement that you have a good-faith belief that the use is not authorized. We will investigate and remove infringing content as required by 17 U.S.C. § 512 (DMCA).
You agree not to:
You are solely responsible for ensuring your use of GalleryID’s facial recognition features complies with all applicable federal, state, and local laws. Several jurisdictions have enacted biometric privacy laws that impose specific requirements on the collection and use of facial recognition data, including but not limited to:
Consent is determined by the biometric subject’s state (or country) of residence, not yours. The legal requirements that apply to a given individual’s biometric data are generally those of the jurisdiction in which that individual resides. If you upload photos of athletes who reside in Illinois, Texas, Washington, the EU, the UK, or any other jurisdiction with a biometric or comprehensive privacy law, you must comply with that jurisdiction’s requirements regardless of where you or your organization are located. You are solely responsible for determining the applicable jurisdiction for each subject and obtaining all required notices, disclosures, and written consents under that jurisdiction’s law before uploading their photos for facial recognition processing.
Restrictions on biometric data of minors. Many jurisdictions impose heightened restrictions on the collection and processing of biometric data from individuals under the age of 18, including but not limited to: requirements for parental or legal-guardian written consent, outright prohibitions on certain biometric processing of minors, restrictions on retention, and additional notice obligations. The Service itself is restricted to users 18 and older (Section 4), but if you upload photos depicting individuals under 18 (for example, high-school athletes), you are solely responsible for obtaining all required parental or legal-guardian consents and complying with all applicable laws restricting the collection or processing of minors’ biometric data in each minor’s state or country of residence.
These laws may also require you to obtain written consent from adults before collecting or processing their biometric data, provide specific notices about your data practices, retain or destroy data on a specific schedule, or meet other obligations. GalleryID does not provide legal advice and makes no representation that your use of the Service complies with any specific law. You should consult with a qualified attorney regarding your obligations under applicable biometric privacy laws.
To the extent permitted by applicable law, you agree to indemnify GalleryID, GalleryID, LLC, and SmartLink Basics, LLC against any claims arising from your failure to comply with applicable biometric privacy or data protection laws, including any claim arising from your collection or upload of biometric data of a minor without the requisite parental or legal-guardian consent.
If you use GalleryID’s facial recognition features, your use is governed by our Data Processing Agreement, which describes how biometric data is processed, stored, and deleted. The DPA is available at galleryid.ai/dpa and is incorporated into these Terms by reference.
GalleryID offers both free and paid subscription plans. Paid plans are billed on a monthly or annual basis through Stripe, our payment processor. By subscribing to a paid plan, you authorize recurring charges to your payment method.
You may cancel your subscription at any time. Cancellations take effect at the end of the current billing period. We do not provide prorated refunds for partial billing periods.
We reserve the right to change pricing with 30 days’ advance notice. Price changes will take effect at the start of your next billing period.
Invoice Billing. Certain accounts may be set up with invoice billing instead of automatic card payment. Invoice-billed accounts are subject to the payment terms specified in their account setup, which may include Net 30, Net 45, Net 60, or Net 90 payment terms. Invoices are generated through Stripe and may be paid via ACH bank transfer, wire transfer, credit card, or check. Failure to pay an invoice within the agreed payment terms may result in suspension of access to the Service.
Trial Periods. Some accounts may include a trial period during which full access to the Service is provided at no charge. Trial periods are specified at account creation. At the end of a trial period, the account must transition to a paid subscription or access may be suspended.
Some plans include a monthly photo processing allowance. Photos processed through the AI identification pipeline count toward this allowance. Additional photo credits may be purchased separately. Unused monthly credits do not roll over unless your plan explicitly states otherwise.
Your photos are stored on secure cloud storage. Storage limits are determined by your subscription plan. If you exceed your storage limit, you may be unable to upload new content until you upgrade your plan or remove existing content.
Some plans include ephemeral storage, where photos are automatically deleted after a specified number of days. This will be clearly indicated in your plan details.
Grace Period. Upon account cancellation or non-payment, we will retain your data and provide full access for a grace period of 30 days (or such other period as specified in your account terms). During the grace period, you may reactivate your account, export your content, or arrange for continued service.
Deletion Notice. If your account is not reactivated or payment is not received within the grace period, we will send a deletion notice to the email address on file. You will have 14 days from the date of the deletion notice to export your content or reactivate your account. After 14 days, your content may be permanently deleted without further notice.
Paid Retention Extension. If you need additional time to export your content after the grace period, you may request a paid retention extension at a rate of $50 per terabyte per 30-day period. During a paid retention extension, your access is limited to export-only (downloading existing content). No new uploads, processing, or gallery sharing will be available during this period. Retention extensions must be requested before the deletion notice period expires.
GalleryID may integrate with third-party services such as FTP servers and external photo management platforms. We are not responsible for the availability, accuracy, or policies of third-party services. Your use of third-party integrations is subject to those services’ own terms.
Distribution. The GalleryID iOS app is distributed through the Apple App Store and is also subject to Apple’s Licensed Application End User License Agreement (“Apple EULA”). The GalleryID Android app is distributed through Google Play and is also subject to Google’s Play Store terms. Where these Terms conflict with the Apple EULA or Google’s Play Store terms, those store-level terms apply to the conduct each respectively governs (such as installation, store-side payments, and platform enforcement); these Terms continue to govern your relationship with us regarding the Service itself.
Account deletion from inside the app. You can delete your account and associated data at any time directly from inside the iOS or Android app (User tab → Delete Account), or by emailing support@galleryid.ai. Full deletion instructions and our retention schedule are at galleryid.ai/account-deletion.
Apple as third-party beneficiary. Apple Inc. is a third-party beneficiary of these Terms with respect to the iOS apps (the GalleryID iOS app and the GalleryID Desktop (iOS) companion app) and, upon your acceptance of these Terms, will have the right (and will be deemed to have accepted the right) to enforce these Terms against you as a third-party beneficiary.
Push notifications and on-device data. Use of push notifications, the device camera, photo picker, and biometric login on either platform is described in our Privacy Policy. You may revoke any permission at any time through your device’s system settings.
Distribution. GalleryID Desktop is a macOS and Windows application distributed directly by GalleryID (for example, by download), not through an app store. It requires a compatible version of macOS or Windows and a valid GalleryID Desktop subscription.
Local processing. Unlike the website and mobile apps, GalleryID Desktop performs facial recognition and metadata embedding locally on your computer. Your photos are read from your own machine and are not uploaded to GalleryID’s servers, and the face embeddings it generates are created and used on your device. The application communicates with our servers only to sign you in, validate your license, and check for updates, as described in our Privacy Policy. Because biometric and photo processing occur on your device, the Data Processing Agreement governs the hosted Service and does not extend to on-device processing performed by GalleryID Desktop.
Licensing and devices. GalleryID Desktop is licensed per user on a per-device basis. Your subscription includes a defined number of activated devices, and you are responsible for activity on devices activated under your license. We may validate your license and active device count periodically; if a license is canceled, lapses, or exceeds its device allowance, access to the Desktop application may be limited or revoked.
Your responsibilities are unchanged. The AI identification limitations (Section 3), your content and copyright obligations (Section 5), acceptable use (Section 6), and your responsibility for biometric consent and compliance with applicable laws (Section 7) apply to your use of GalleryID Desktop just as they do to the rest of the Service.
Distribution. GalleryID Desktop (iOS) is a companion app to GalleryID Desktop, distributed through the Apple App Store under SmartLink Basics, LLC’s developer account, and also subject to Apple’s Licensed Application End User License Agreement. The Apple third-party-beneficiary provision in Section 11a applies to the companion app.
Requires GalleryID Desktop. The companion app functions by pairing with GalleryID Desktop on your computer and requires an active GalleryID Desktop license. Access through the companion app is part of your Desktop license, and may be limited or revoked if the license is canceled, lapses, or exceeds its device allowance (see Section 11b). A built-in sample catalog is available without a license for evaluation purposes.
Device-to-device only; you are controller and processor. The companion app syncs preview images and photo metadata — including people names you approved in your own workflow — directly from your computer to your phone over your own local network. GalleryID servers do not receive, store, or process that data. For personal data handled by the companion app, you are both the data controller and the data processor; the Data Processing Agreement governs the hosted Service and does not extend to the companion app. Nothing done in the companion app modifies, moves, or deletes the original files on your drives.
Your responsibilities are unchanged. The AI identification limitations (Section 3), acceptable use (Section 6), and your responsibility for biometric consent and compliance with applicable laws — including the Illinois Biometric Information Privacy Act (BIPA) and the other laws listed in Section 7 — apply to the catalog data you sync to and carry on your phone just as they apply everywhere else you process it. Consent requirements follow each photographed individual’s jurisdiction of residence regardless of which of your devices holds the data.
The Service, including its design, software, features, and documentation, is owned by GalleryID and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works based on the Service.
The GalleryID name, logo, and brand assets are our trademarks and may not be used without our written permission.
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. We do not warrant that the Service will be uninterrupted, error-free, or completely secure.
Without limiting the foregoing, we specifically disclaim any warranty regarding the accuracy, reliability, or completeness of AI-generated identifications. AI identification is provided as a convenience and productivity tool, not as a guaranteed or verified output.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, GALLERYID AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, including but not limited to loss of profits, data, or goodwill, arising out of or in connection with your use of the Service.
This limitation applies to all claims, whether based on warranty, contract, tort, or any other legal theory, and whether or not we have been advised of the possibility of such damages. This expressly includes any liability arising from AI identification errors, misidentified individuals, or incorrect metadata.
Our total aggregate liability for all claims related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
To the extent permitted by applicable law, you agree to indemnify and hold harmless GalleryID from any claims, damages, losses, or expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) your content; (c) your violation of these Terms; or (d) your reliance on AI-generated identifications without proper human review.
We may suspend or terminate your access to the Service at any time for violation of these Terms or for any other reason with reasonable notice. You may terminate your account at any time through your account settings or by contacting us.
Effect of Termination. Upon termination or cancellation, the grace period, deletion notice, and paid retention extension provisions described in Section 10 (Storage and Data Retention) apply. We are not obligated to retain your data beyond the periods specified in Section 10.
Invoice-Billed Accounts. For accounts with invoice billing, termination does not relieve you of the obligation to pay any outstanding invoices. Any balance due at the time of termination remains payable under the original payment terms.
GalleryID is operated from the United States and is primarily intended for users located in the United States. If you access the Service from outside the United States, you do so at your own initiative and are responsible for compliance with local laws.
By using the Service, you consent to the transfer of your data to the United States, which may not provide the same level of data protection as your home country. If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdiction with data protection laws, you acknowledge that your personal data, including facial recognition data, will be transferred to and processed in the United States.
For transfers of personal data from the European Economic Area, United Kingdom, or Switzerland, processing is governed by our Data Processing Agreement, which incorporates EU Standard Contractual Clauses (Module Two: Controller-to-Processor). The DPA is available at galleryid.ai/dpa.
If you are a resident of the EEA or UK, you may have additional rights under the General Data Protection Regulation (GDPR) or UK GDPR, including the right to access, rectify, delete, or port your personal data, and the right to object to or restrict certain processing. To exercise these rights, contact us.
If you are a government entity, public university, or other public institution, the following applies. Where any provision of these Terms, our Privacy Policy, or our Data Processing Agreement conflicts with a law, regulation, or constitutional provision that applies to you and that you cannot lawfully waive — including limits on indemnification, governing law and venue, confidentiality and public-records (open-records) obligations, sovereign or governmental immunity, dispute resolution, or your ability to be bound by unilateral changes to these terms — that law controls, and the conflicting provision does not apply to you to the extent of the conflict.
Where you and GalleryID, LLC have entered into a separate signed written agreement (a “Service Agreement”), that Service Agreement governs and controls over these Terms, the Privacy Policy, and the Data Processing Agreement to the extent of any conflict. These Terms continue to apply to the extent they do not conflict with the Service Agreement or with applicable law.
These Terms are governed by the laws of the State of Oregon, United States, without regard to conflict of law principles. Any disputes will be resolved in the courts located in Multnomah County, Oregon.
Questions about these Terms? Contact us.
GalleryID is a tool that helps you identify athletes in sports photos using AI. AI makes mistakes. You should always review the results before publishing. We’re not liable for identification errors. You own your photos — but you have to actually own them, or have permission from the copyright holder. The Service is for users 18 and older. You’re responsible for complying with biometric privacy laws in each subject’s state of residence, including extra rules for photos of minors. GalleryID Desktop (macOS & Windows) runs on your own computer and is licensed per device; your photos stay on your machine. The GalleryID Desktop (iOS) companion app syncs your catalog from your computer to your phone over your own wifi — our servers never touch it, and for that data you are both controller and processor. The iOS and Android apps and GalleryID Desktop are developed by SmartLink Basics, LLC for GalleryID, LLC; the website itself is operated by GalleryID, LLC. If you have questions, email us.