Privacy Policy

1. Who we are

Snaptagious ("we", "us") provides an event photo-sharing platform: hosts create an event and guests join via a QR code to add photos, videos and audio to a shared gallery.

The data controller is Snaptagious Ltd, a company registered in England and Wales (company number 17498488), registered with the UK Information Commissioner's Office under registration number ZC277500. Our registered office is 7 Edward Way, Ashford, England, TW15 3AY. For any privacy matter, contact privacy@snaptagious.com.

Change of controller. Snaptagious was run as a sole-trader business until 19 October 2026. From that date Snaptagious Ltd took over the business, including the personal data it already held, and became the data controller. Nothing about how we use your data has changed: the purposes, legal bases, retention periods, sub-processors and your rights described in this policy are the same, and any request you made before that date will be honoured by Snaptagious Ltd.

When a business host (e.g. a company or club) runs an event, that host is the controller of their guests' data and we act as their processor; we are the controller for our own account and billing data.

Children. Some events — youth sports especially — involve photos of children. Where an event involves children, the host organising it (the club, school, coach or parent) is the controller responsible for having the appropriate consent to photograph and share those images; we process that content on the host's behalf to provide the gallery. A parent or guardian who wants a child's image removed can ask the host, or contact privacy@snaptagious.com and we'll help.

2. What we collect

• Host account details (name, email) via email, one-time code, Google or Apple sign-in.
• Event details a host creates (name, type, date, branding).
• Guest details entered on joining (name, and an optional email address).
• Photos, videos and audio that guests upload to a gallery.
• Facial-recognition data — a mathematical face template — only if a guest explicitly opts in (see §5).
• Payment details are entered directly with Stripe; we never see or store card numbers.
• Delivery name and address if you order a print, photo book or canvas (the photos you choose are sent to the print supplier to make it).
• Partner programme — if you join as a referral partner: your name, email, business type, website, VAT number (if you are VAT-registered), the programme terms you accepted, and the sales your code brings in with the commission owed and paid. Your identity and bank details for payouts are collected and checked by Stripe — we hold only a reference to your Stripe account and whether it is verified.
• Website chat and enquiries — if you use the chat on our website, what you type is sent to our AI provider (OpenAI) to answer you; we do not store the conversation (it stays in your own browser — see §11). If you choose "email our team", we receive your email address and the conversation.
• Basic technical and usage data needed to run and secure the service — including IP addresses (held briefly to limit abuse) and cookie-free visit and performance statistics.
• Visit statistics — which pages are viewed, the site or campaign link a visit came from, the country and the type of device, collected without cookies and without storing your IP address (see §11).
• Checkout records — each time a host opens a payment page we note which event and package it was for, the amount, and whether it was paid, so we can see where checkout goes wrong. No card details, name or email are kept in this record.
• Feedback emails and testimonials — after a paid event we email the host asking how it went. We record when that email was sent and delivered, and whether the links in it were used. The email contains no tracking image, so we do not know whether you opened it. If a host chooses to send us a quote we keep the quote, the name they gave, and the wording they agreed to. A quote is shown on our website only after the host has agreed to that and we have approved it.
• Error reports — when something breaks on our site, we keep a short technical record: the error message, which page it happened on (with any event link replaced by a placeholder), and the type of browser and device. No IP address, account or personal details are included (see §11).

3. Legal bases (UK & EU GDPR)

• Contract — to operate the event and gallery a host has signed up for, to fulfil print orders, and to run the partner programme.
• Consent — for facial recognition, for optional marketing email, and for showing a host's quote as a testimonial on our website. Consent can be withdrawn at any time.
• Legitimate interests — to secure the platform, prevent abuse, moderate content for safety, answer questions you send us, understand how the site is used (cookie-free analytics), find and fix faults and see where checkout fails (error and checkout records), and ask hosts how their event went (one feedback email, with a link to opt out of any more).
• Legal obligation — to meet tax, accounting and other statutory duties.

Facial-recognition data is "special category" data; we rely on your explicit consent (UK/EU GDPR Art. 9(2)(a)) and process it only for the single event you opt into.

4. How we use information

To run the gallery; moderate uploads for safety using automated AI review; run opt-in features such as the scavenger hunt and face matching; process payments and fulfil print orders; run the partner programme and pay commission; answer questions you send us; and send event-related messages such as a gallery-expiry reminder. Automated moderation may hide unsafe content; if the automated check cannot run for a photo, the photo is held for the host to review rather than shown. It does not produce legal or similarly significant effects, and a host can review decisions.

Who can see a guest’s photos. By default a guest sees only their own uploads, plus any photos face matching found them in. A host can switch on a shared photo wall, which lets every guest who has joined that event see all approved photos and react to them with an emoji — there are no comments, and the wall never extends beyond that single event. Hosts are told what the setting does before enabling it, and reporting a photo removes it from the wall immediately.

5. Facial recognition (opt-in biometrics)

• Strictly opt-in. Nothing happens unless a guest ticks the consent box and takes a selfie. Everything else on the platform works without it.
• Over-18 only. By opting in, the guest confirms they are 18 or older.
• We keep a template, not your photo. The selfie image is deleted immediately after a face template is created; we store only the abstract template.
• Used for one event only. The template is scoped to that single event and is never used to identify you elsewhere, nor sold, leased or traded.
• Processed in the UK. Face matching runs on AWS in the UK (London) region.
• Deleted automatically. When the gallery expires the template and all media are permanently deleted, and in any case within 12 months of collection.
• Withdraw any time. A guest can delete their face data instantly from the event page, or by emailing us.
• Not for children. Face matching is for adults. The host is responsible for indicating whether their event may include under-18s (e.g. youth sports or school events); when they do, we disable the selfie opt-in and stop all matching for the whole event. Hosts are responsible for having any consent required for the people at their event.

Our full Biometric Data Retention & Destruction Policy is available on request from privacy@snaptagious.com.

6. Data retention & deletion

• Gallery media & face templates — deleted when the event gallery expires (the period set by the host's package).
• Selfie images — deleted immediately after the face template is created.
• Guest records — removed with the event on expiry.
• Host account, print-order & billing records — kept while the account is active and as needed for fulfilment, support and legal/accounting duties, then deleted.
• Partner records — kept while you are a partner and as needed for commission, tax and accounting records, then deleted.
• Visit statistics — kept for 14 months, then deleted. When a host creates an account we also keep, with that account, the page they arrived from during that same visit; it is deleted with the account.
• Feedback emails — the record of each feedback email (when it was sent, delivered and which links were used) is kept with the event and deleted when the event is. If a host asks not to be emailed for feedback again, we keep only their email address so that we do not, until they ask us to remove it.
• Testimonials — kept while shown and until the host withdraws it or the event is deleted. A withdrawn quote is taken off the website at once.
• Checkout records — kept for 14 months, then deleted.
• Error reports — kept for 90 days (30 days once fixed), then deleted.
• Website chat — not stored by us. Emails you send our team are kept while we deal with your question and for as long afterwards as is reasonably needed.
• Our AI provider (OpenAI) — photos sent for moderation, chat messages and poster prompts are processed to return a result and are not used to train its models. OpenAI may keep them for up to 30 days to detect abuse, then deletes them.

Hosts and guests may request earlier deletion at any time (see §9).

7. Sub-processors we use

We share data only with the providers below, each under a data processing agreement and only as needed to run the service:

8. International transfers

Some providers process data outside the UK/EU (notably in the US). Where they do, transfers are protected by UK/EU Standard Contractual Clauses, the UK International Data Transfer Addendum, and/or the EU-US Data Privacy Framework, as applicable.

9. Your rights

You have the right to access, correct, delete, restrict or object to the processing of your personal data, to data portability, and to withdraw consent (including for facial recognition) at any time. Exercise any of these by emailing privacy@snaptagious.com.

If you are unhappy with how we handle your data you can complain to the UK Information Commissioner's Office (ico.org.uk), or your local EU supervisory authority.

10. Security

Data is encrypted in transit; access is restricted; by default a guest sees only their own uploads (see §4 for the optional shared wall). We use reputable, security-certified providers (see §7). No system is perfectly secure, but we take reasonable measures to protect your data.

11. Cookies

We use only essential cookies needed to sign you in and keep your session — no advertising or third-party tracking cookies. We count visits and measure performance with cookie-free analytics (Vercel Web Analytics and Speed Insights), which set no cookies and do not follow you across other websites. If you use the website chat, your conversation is kept in your browser's session storage (not on our servers) so it survives a page reload, and it disappears when you close the tab. If you are signed in as a host and dismiss the review reminder on your dashboard, we remember that on your device so it does not keep reappearing.

Our own visit statistics. To learn which pages are useful and which sites send us visitors, we also keep our own anonymous page-view records. For each page view we store the page address (for an event page, which event), the website or campaign link the visit came from, the country (from the connection), the type of device, and a visitor code. The code is a one-way scramble of your IP address and browser details mixed with a secret and the date, so it only recognises the same browser within one day: it changes every day, we cannot follow you from one day to the next, and your IP address itself is not stored. This uses no cookies and nothing is saved on your device. We do not record visits from browsers that send a Do Not Track or Global Privacy Control signal, from automated crawlers, or from signed-in dashboards. The records stay in our own database, are not shared, and are deleted after 14 months. When someone creates a host account, we note the page they arrived from in that same visit, to learn which sites bring us customers; that note is kept with the account.

Our own error reports. If something fails in your browser we may send a short report to our own server: the error message, the page it happened on (an event link is replaced with a placeholder, so the report cannot be used to open the event), and a coarse description such as "Safari on iOS". It uses no cookies, stores nothing on your device and does not include your IP address, name or account. Nothing is sent if your browser sends a Do Not Track or Global Privacy Control signal. Reports are deleted after 90 days.

12. Changes & contact

We may update this policy; the "last updated" date above shows the latest version. Questions or requests: privacy@snaptagious.com.