Privacy Policy | Ramon Trotman Studio

Effective date: August 14, 2026

Ramon Trotman Studio ("RTS," "we," "us," or "our") respects the privacy of the people who visit our website, inquire about our services, work with us, participate in a portrait session, or receive images through a client gallery.

This Privacy Policy explains what information we collect, how we use it, when we disclose it, how long we keep it, and the choices available to you. It applies to ramontrotman.studio, our inquiry forms, and information we handle in connection with consultations, photography services, client communication, invoicing, and gallery delivery.

Information we collect

The information we collect depends on how you interact with us.

Information you provide

You may provide:

• contact information, such as your name, email address, telephone number, and organization;

• professional information, such as your role, employer or business, LinkedIn profile, intended image uses, and professional goals;

• inquiry and project information, such as the service you are considering, budget range, timeline, referral source, event date, venue, guest count, decision-making process, and project requirements;

• session-planning information, including how you want to be photographed, your comfort and direction preferences, accessibility or physical considerations, topics you want us to avoid, and other context you choose to share;

• communications, consultation notes, scheduling information, agreements, selections, feedback, and customer-service requests;

• gallery and image information, including photographs, gallery access details, image selections, downloads, and delivery activity; and

• transaction information, such as estimates, invoices, payment status, and related business records.

Some inquiry questions invite personal context so that a session can be planned with care. You are not required to provide more detail than you believe is relevant. Please do not submit passwords, government identification numbers, complete payment-card details, bank-login information, medical records, or other highly sensitive credentials through our forms or email.

When a third-party payment service processes a payment, RTS generally receives confirmation and transaction details rather than your complete card or bank credentials.

Information collected automatically

When you visit the website, Wix and its supporting technologies may automatically collect information such as your Internet Protocol address, browser and device type, operating system, referring page, pages viewed, dates and times of visits, interactions with the site, approximate location derived from your IP address, cookie identifiers, and security or diagnostic information.

The site currently uses cookies and similar technologies needed to operate, secure, and deliver the Wix website. If analytics tools such as Wix Analytics or Google Analytics are enabled, they may also collect information about visits and interactions so we can understand site performance and improve the visitor experience. See Cookies and analytics below.

Information from other people

An employer, organization, event host, planner, parent, legal guardian, or other authorized person may provide information about a participant or project. The person providing the information is responsible for having authority to share it with RTS.

How we use information

We use information as reasonably necessary to:

• review and respond to inquiries;

• determine whether a requested service and RTS are a potential fit;

• prepare for consultations, portrait sessions, and on-site work;

• communicate about scheduling, requirements, agreements, selections, payments, delivery, and support;

• create, edit, organize, deliver, archive, and, where authorized, display photographs;

• create and maintain estimates, invoices, payment-status records, and other business records;

• operate, secure, troubleshoot, and improve the website and our workflows;

• understand website use and the effectiveness of our services and communications;

• send newsletters, studio updates, or promotional messages where permitted;

• prevent fraud, misuse, duplicate records, and security incidents;

• establish, exercise, or defend legal rights; and

• comply with applicable legal, tax, accounting, and recordkeeping obligations.

Photography and marketing use

RTS may use or share photographs in its portfolio, website, social media, editorial materials, studio communications, or other marketing when permitted by the applicable agreement, release, authorization, or law. The permitted uses may differ by project.

If a project involves a child, a parent or legal guardian must participate in the consent and contracting process. Photographs of children are used for marketing only when permitted by the applicable agreement, release, authorization, or law.

If you have a question about the authorized use of a particular photograph, contact us at info@ramontrotman.studio.

AI-assisted processing

RTS may use AI-assisted services, including OpenAI, to support authorized administrative or creative workflows. Depending on the task, this may include organizing information, summarizing communications, preparing drafts, assisting with quality review, or supporting image and content workflows. RTS remains responsible for reviewing the resulting work and making business and creative decisions.

We do not use AI output as the sole basis for decisions that produce legal or similarly significant effects. We do not use client photographs to train third-party generative models without explicit, informed authorization.

When we disclose information

We may disclose information only as reasonably necessary for the purposes described in this policy, including to:

• Wix, which hosts the website, forms, and related site functions;

• Microsoft, for Outlook email, calendar, document, and business communication services;

• Pic-Time, for client gallery hosting, image delivery, downloads, and related gallery functions;

• Intuit QuickBooks, for customer, estimate, invoice, payment-status, and accounting administration;

• Zapier, when used to connect approved business workflows;

• OpenAI, for the limited AI-assisted processing described above;

• Google, if Google Analytics or another approved Google service is enabled;

• payment, hosting, backup, security, technical-support, and professional-service providers used to operate the business;

• a client, employer, event host, planner, parent, legal guardian, or other person who authorized or is responsible for the project;

• government authorities or other parties when required by law, valid legal process, or reasonably necessary to protect rights, safety, property, or security; and

• a successor or prospective successor in connection with a business reorganization, financing, merger, sale, or transfer, subject to appropriate confidentiality and legal requirements.

These providers and recipients may process information under their own agreements and privacy notices.

RTS does not sell personal information. RTS does not provide personal information to third parties for their own targeted advertising.

Marketing communications

We may send occasional newsletters, studio updates, or promotional messages by email. Where text-message marketing is offered, we will request any consent required for that channel. You may unsubscribe from promotional email by using the unsubscribe link in the message or by contacting us.

Opting out of marketing does not prevent us from sending communications needed to respond to an inquiry, perform a service, deliver a gallery, administer a transaction, address security, or meet a legal obligation.

Cookies and analytics

Cookies and similar technologies help operate and secure the website, remember settings, diagnose problems, and understand how visitors use the site.

• Essential technologies support functions such as security, network management, form operation, and basic site delivery.

• Analytics technologies, if enabled, help us understand traffic, page use, interactions, and site performance. We expect to use Google Analytics for this purpose.

• Marketing technologies are not currently used by RTS for targeted advertising. If that practice changes, this policy and the site's consent controls must be updated before or when the change takes effect.

You can restrict cookies through your browser settings. Blocking essential technologies may cause parts of the site to work incorrectly. Before non-essential analytics technologies are enabled, RTS should activate an appropriate cookie-consent tool so visitors can make available choices and revisit their preferences.

Because there is not a uniform industry standard for browser-based "Do Not Track" signals, the site may not respond to those signals. RTS does not sell personal information or use it for third-party targeted advertising. Where applicable law requires recognition of a browser-based opt-out preference, RTS will honor that requirement.

Data retention

We keep personal information only as long as reasonably necessary for the purposes described in this policy, subject to legal, accounting, security, backup, contractual, and dispute-resolution needs. Our default retention approach is:

• inquiry information that does not lead to a client relationship: generally up to 24 months after the last meaningful interaction;

• marketing contact information: until you unsubscribe, we determine it is no longer useful, or retention is otherwise no longer permitted; we may retain a limited suppression record so we can respect an opt-out;

• client communications, project records, agreements, estimates, invoices, and transaction records: generally for the client relationship and up to seven years afterward, or longer when required for a legal, tax, accounting, or dispute-related reason;

• galleries and photographs: according to the applicable agreement, gallery notice, delivery needs, backup practices, authorized marketing use, and RTS's legitimate archival or creative-record needs;

• analytics information: according to the settings and retention controls of the analytics provider; when Google Analytics is enabled, RTS should use a limited retention setting appropriate to its measurement needs; and

• security logs and backups: for a limited period appropriate to security, recovery, and operational continuity.

When information is no longer needed, we take reasonable steps to delete it, de-identify it, or allow it to expire. Information may remain for a limited period in backups or when retention is required to comply with law, preserve transaction records, resolve disputes, prevent fraud, enforce agreements, or protect rights and security.

Your choices and privacy requests

You may ask RTS to:

• provide access to personal information maintained directly by RTS;

• correct inaccurate personal information;

• delete personal information, subject to applicable exceptions;

• withdraw a consent you previously provided, where consent is the basis for processing; or

• stop promotional communications.

Send requests to info@ramontrotman.studio. Please provide enough information for us to identify the relevant relationship or record, but do not send passwords, payment credentials, or government identification numbers by ordinary email.

We may need to verify your identity and authority before completing a request. A request may be limited or denied when retention or processing is reasonably necessary to complete a transaction, provide a requested service, comply with law, maintain accurate financial or contractual records, protect security, prevent fraud, exercise or defend legal rights, preserve another person's rights, or honor an applicable agreement or image authorization. If we cannot fulfill a request, we will explain the reason when required.

Security

RTS uses reasonable administrative and technical safeguards designed to protect information. These measures include limiting access, using provider-managed authentication and security controls, storing credentials outside public source files, applying approval controls to external and financial actions, and reviewing material outputs and actions.

No method of transmission, storage, or security is completely reliable. We therefore cannot guarantee absolute security.

Children

The website is not directed to children under 13, and RTS does not knowingly collect personal information online directly from a child under 13 without the involvement and authorization of a parent or legal guardian. Photography services may include minors when arranged or authorized by a parent, legal guardian, school, organization, event host, or other responsible party with appropriate authority.

If you believe a child provided personal information through the website without appropriate authorization, contact us at info@ramontrotman.studio.

Third-party sites and services

The website may link to Pic-Time galleries, social networks, payment services, or other third-party sites. Their handling of information is governed by their own privacy notices and terms. RTS is not responsible for the privacy practices of a third-party service it does not control.

Changes to this policy

We may update this Privacy Policy when our services, tools, or legal obligations change. The revised policy will be posted on this page with a new effective date. If a change materially affects how we use information already collected, we will provide additional notice or request consent when required.

Contact

Ramon Trotman Studio

Email: info@ramontrotman.studio

Website: https://www.ramontrotman.studio/