1. Scope
This Policy applies to personal information TGO handles through its website and business operations. It does not replace the privacy policies of third-party gallery platforms, payment processors, scheduling tools, social networks, print laboratories, cloud providers, or other services you may use. Those providers independently determine how they process information under their own policies.
2. Roles: Our Direct Contacts and Photographer Client Data
TGO may handle personal information in two different capacities. First, TGO may determine how to use information collected directly from photographers, prospects, website visitors, and business contacts for its own business purposes. Second, when TGO accesses information in a photographer’s gallery, CRM, email marketing system, or other account solely to perform requested services, the photographer or studio generally determines the purposes of that processing and TGO acts on its instructions, subject to applicable law and any separate data-processing agreement.
If you are an end client of a photographer and your information appears in a gallery or campaign managed with TGO’s assistance, the photographer may be the appropriate first contact for requests concerning that information.
3. Information We May Collect
- Identity and contact information: name, business/studio name, email address, phone number, mailing address, and social-media or website details.
- Account and onboarding information: service plan, business preferences, gallery-platform information, workflow details, brand assets, pricing preferences, questionnaire responses, and account-access information you choose to provide.
- Communications: emails, form submissions, meeting notes, support requests, feedback, approvals, and other correspondence.
- Transaction information: invoices, payment status, plan information, billing contact details, and transaction identifiers. Payment-card details may be collected directly by a third-party payment processor rather than by TGO.
- Website and device information: IP address, browser/device type, pages viewed, referral information, approximate location derived from IP, and cookie or analytics identifiers, if such technologies are enabled on the website.
- Photographer client data processed for Services: client names, email addresses, gallery links, gallery activity, favorites, purchase/order information, campaign participation, messages, and similar information made available through accounts or tools authorized by the photographer.
- Creative content: photographs, album selections, logos, brand files, copy, design preferences, screenshots, and other materials submitted for Services.
- Scheduling information: appointment preferences and booking details when you schedule a call.
- Information from third parties: information received from platforms or providers you connect to TGO, consistent with your authorization and those providers’ rules.
4. Sensitive Information
TGO does not request government identification numbers, health information, biometric identifiers, or complete payment-card credentials as part of its ordinary Services. Please do not send sensitive personal information unless it is specifically necessary and requested through an appropriate channel. Photography content may, depending on context, reveal sensitive characteristics; TGO processes such content only as needed for the requested Services and does not use it to infer sensitive traits for advertising or profiling.
5. How We Collect Information
- Directly from you when you contact us, complete forms, onboard, pay, request services, provide files, approve work, or communicate with us.
- From accounts and platforms you authorize us to access for the Services.
- Automatically through website technologies such as server logs, cookies, or analytics, if enabled.
- From business partners or service providers where lawful and relevant to providing or administering the Services.
- From publicly available business sources when you contact us or when reasonably necessary for ordinary business communications.
6. How We Use Personal Information
- To provide, configure, manage, and improve the Services.
- To communicate with clients, prospects, and authorized end clients; respond to requests; and provide support.
- To create and manage gallery/store settings, pricing recommendations, marketing campaigns, album designs, proofs, and other requested deliverables.
- To process invoices, payments, reimbursements or credits, and maintain transaction records.
- To authenticate or manage authorized account access and maintain security.
- To schedule calls and manage client relationships.
- To send service-related notices and, where permitted, marketing communications about TGO.
- To analyze website or service usage, troubleshoot, prevent fraud or abuse, and improve operations.
- To comply with legal obligations, enforce agreements, resolve disputes, protect rights and safety, and establish or defend legal claims.
- For other purposes disclosed at collection or authorized by you.
7. Legal Bases and Lawful Processing
Where applicable law requires a legal basis, TGO may process personal information because it is necessary to perform or prepare to enter a contract, because you have provided consent, because TGO or another party has a legitimate business interest that is not overridden by applicable rights, or because processing is necessary to comply with law or protect legal rights. For information processed solely on a photographer’s instructions, the photographer is responsible for establishing the lawful basis for its own collection and use of end-client information.
8. Marketing Communications
TGO may send marketing communications to business contacts where permitted by law. You may unsubscribe using the link provided in a marketing email or by contacting us. Even after opting out of marketing, you may continue to receive transactional or service-related messages. When TGO sends or configures a photographer’s campaign on that photographer’s behalf, the photographer is responsible for the lawfulness of the recipient list and required consents or opt-out mechanisms, while TGO will follow documented instructions and applicable service requirements.
11. No Sale or Sharing for Cross-Context Behavioral Advertising
TGO does not intend to sell personal information or share it for cross-context behavioral advertising as those terms are defined under applicable U.S. state privacy laws. If TGO’s practices change or website advertising technologies create such regulated sharing, this Policy and any required opt-out mechanisms will be updated before or when required by law.
12. Third-Party Payment Processing
Payments may be processed by ARQ or another third-party payment provider. Payment processors may collect payment-card, bank, identity, billing, device, or transaction information directly from you under their own privacy notices and security practices. TGO may receive transaction status, identifiers, amounts, billing contact details, and other information needed for accounting and client support but does not intentionally request or store complete card numbers when the processor handles them directly.
13. International Data Transfers
TGO operates from the Dominican Republic and may use service providers or work with clients located in other countries, including the United States. As a result, personal information may be accessed, processed, or stored in jurisdictions different from the jurisdiction where it was collected. Those jurisdictions may have different privacy laws. Where required, TGO will use appropriate contractual or other lawful safeguards for international transfers.
14. Data Security
TGO uses reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. Measures may include access controls, secure authentication, limited-access practices, reputable cloud providers, secure transmission methods where available, confidentiality requirements, and periodic review of access needs.
No system can guarantee absolute security. You should use unique passwords, multi-factor authentication where available, secure sharing methods, and prompt access revocation when a project or relationship ends. If you believe information shared with TGO has been compromised, contact us promptly through the Contact page or other official contact method published on The Gallery Office website.
15. Data Retention
TGO retains personal information only for as long as reasonably necessary for the purposes described in this Policy, to provide Services, maintain business and tax records, resolve disputes, enforce agreements, comply with legal obligations, and maintain appropriate backups. Retention periods vary by data type, contractual relationship, legal requirement, and technical backup cycle.
Information processed solely on behalf of a photographer may be returned, deleted, or made inaccessible following the end of Services when reasonably practicable, subject to lawful retention requirements, security logs, archived communications, and routine backup cycles.
16. Your Privacy Rights
Depending on where you live and which laws apply, you may have rights to request access to personal information, correction of inaccurate information, deletion or cancellation, objection to certain processing, restriction of processing, portability, withdrawal of consent, or information about disclosures. Under Dominican Republic Law No. 172-13, applicable individuals may have rights commonly described as access, rectification, cancellation, and opposition (ARCO). Certain U.S. state laws may provide additional rights where their statutory applicability thresholds and conditions are met.
To submit a privacy request, use the Contact page or other official privacy contact method published on The Gallery Office website. We may need to verify your identity and authority before fulfilling a request. Some requests may be denied or limited where an exception applies, such as legal retention, security, fraud prevention, contractual obligations, or protection of another person’s rights.
If TGO holds information only on behalf of a photographer client, we may direct your request to that photographer or assist the photographer as appropriate.
17. California and Other U.S. State Privacy Notices
Some U.S. state privacy laws apply only to businesses that meet specified thresholds or engage in specified activities. TGO should not represent that a particular state law applies unless those conditions are actually met. If TGO becomes subject to a state law such as the California Consumer Privacy Act (CCPA), TGO will provide any additional notices, rights, metrics, opt-out methods, or disclosures required by that law.
For transparency, TGO does not intend to discriminate against individuals for exercising privacy rights that apply to them. TGO will review its privacy obligations as its operations, geographic reach, and applicable legal thresholds change.
18. Children’s Privacy
TGO’s website and Services are directed to adult photographers, studios, and business users and are not intended for children under 13. TGO does not knowingly collect personal information directly from children under 13 through its website for TGO’s own marketing or account purposes. Photography galleries may contain images or information about minors supplied or controlled by photographer clients; TGO processes such content only as part of the contracted Services and relies on the photographer to obtain required permissions and comply with laws applicable to the photographer’s collection and use.
If you believe a child has provided personal information directly to TGO without appropriate authorization, contact us so we can review and take appropriate action.
19. Do Not Track and Global Privacy Control
Browser “Do Not Track” signals are not governed by a single universal standard. If a law applicable to TGO requires recognition of a legally valid opt-out preference signal, such as Global Privacy Control, TGO will honor it as required for the relevant processing. The website’s consent-management technology should be configured consistently with this statement.
20. Third-Party Links and Embedded Services
The website may link to or embed services operated by third parties, such as scheduling, social media, forms, payments, or gallery platforms. TGO does not control those third parties’ privacy practices. Review their privacy notices before providing information directly to them.
21. Business Transfers
If TGO is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be disclosed or transferred as part of that transaction, subject to applicable law and appropriate confidentiality or privacy safeguards.
22. Security Incidents
If TGO becomes aware of a security incident involving personal information, TGO will investigate and take reasonable steps to contain and address the incident. TGO will provide notifications to affected clients, individuals, authorities, or other parties when and as required by applicable law or contract.
23. Changes to This Privacy Policy
TGO may update this Policy as its Services, technologies, vendors, or legal obligations change. The “Last Updated” date identifies the current version. If changes are material, TGO will provide additional notice when appropriate or required. We encourage you to review this Policy periodically.
24. Contact and Privacy Requests
For questions, complaints, or privacy-rights requests, contact:
The Gallery Office
Privacy Contact:
Please use the Contact page or other official privacy contact
method published on The Gallery Office website.
Website:
The official The Gallery Office website through which this Privacy
Policy is made available.
25. Legal Framework
This Policy is designed to reflect TGO’s described operations and common privacy principles, including transparency, data minimization, reasonable security, purpose limitation, confidentiality, and individual rights. TGO’s operations and handling of personal information may involve more than one jurisdiction. In the Dominican Republic, Law No. 172-13 addresses the protection of personal data, and electronic transactions may also implicate Law No. 126-02. Because members of TGO’s team may access or process personal information from Colombia, Colombian data-protection requirements may also apply, including Law 1581 of 2012 and its applicable implementing regulations, depending on the circumstances of the processing. TGO also serves or may serve clients and individuals in the United States and may establish a U.S. business entity. Accordingly, U.S. federal privacy and data-security requirements and applicable state privacy laws may apply depending on TGO’s activities, the categories of information processed, the locations of affected individuals, and statutory applicability thresholds. TGO intends to handle personal information in accordance with the privacy and data-protection laws that are applicable to its operations and will update this Policy as its legal structure, geographic operations, services, or legal obligations change. This section is not intended to state that every privacy law in the Dominican Republic, Colombia, or the United States applies to every processing activity; applicability depends on the facts and the relevant law.
TGO may update this Policy as its legal structure, website technologies, vendors, retention practices, contractual data-processing roles, or applicable legal obligations change. The “Last Updated” date will identify the current version.