Privacy Policy

ShootPortal provides software to media businesses such as photographers, videographers, drone operators, real-estate media companies, and similar studios. The software helps those businesses manage projects from request through delivery.

In this policy:

• Tenant means a media business that uses ShootPortal, including its administrators and team members.
• Client means a Tenant’s customer or another person who participates in a project, such as someone who receives an estimate, message, invoice, or media delivery.
• Partner means a person or business that participates in the ShootPortal referral program.
• User means any person who accesses ShootPortal, including website visitors, Tenants, Clients, and Partners.

For Client information and project media that a Tenant places in ShootPortal, ShootPortal generally acts as a processor or service provider. The Tenant generally decides why that information is collected and how it is used. For information we use to run our own relationships with Tenants, Partners, website visitors, support, security, and billing, ShootPortal generally acts as a controller or business. The role can depend on the particular activity. A Tenant that needs a separate data processing arrangement can contact us at the address below.

We collect information in four ways:

• directly from you when you create an account, apply, or contact us;
• from a Tenant about its Clients and projects;
• automatically when you use the site or the service; and
• from providers that help us operate the service, such as Stripe and our authentication provider.

Tenant administrators and team members

Name, email address, phone number, company and business-profile details, branding, contact information, account credentials or authentication records, team membership, plan and subscription status, and support messages.

Clients

Information a Tenant or Client provides for a project, which may include name, email, phone, company, property and scheduling details, estimates, invoices, payment status, messages, review comments and other feedback, and project files such as photos, videos, documents, and 360 media.

Partners

Application and account details such as name, email, brand, website, social links, and the description of how the Partner plans to promote ShootPortal; referral status; the commission rate that applies to that Partner; landing-page content the Partner publishes; and commission, payout-status, and transfer-reference records. Bank-account and tax details for payouts are collected by Stripe, as described in section 6.

Website visitors, support contacts, and payment participants

If you browse the marketing site, contact support, start a subscription, pay a project invoice, or join the Partner program, we may receive the contact details you submit, the pages and features you use, and the payment-status information Stripe returns to us. We do not receive full payment-card numbers.

Device, security, and delivery information

Device and browser type, IP address, approximate location derived from IP address, usage and diagnostic logs, security and audit records, and email-delivery or notification events when those events are used to operate the product. If a Tenant administrator turns on web push notifications, we store a OneSignal subscription identifier for that administrator.

If a Tenant owner connects Google Calendar, we also process the calendar information described in section 3. That connection is separate from Google sign-in and happens only if the owner turns it on.

Google sign-in

You may sign in with Google. That sign-in is provided through our authentication provider, Supabase. When you choose it, we receive the identity information needed to create or link your account and session, typically your name and email address. The sign-in permission does not include Google Drive, Gmail, contacts, or Calendar. Calendar access is a separate choice, described next.

Optional Google Calendar connection

A Tenant owner may connect a Google account so ShootPortal can work with Google Calendar. The owner must affirmatively opt in. ShootPortal does not connect Google Calendar unless that owner chooses Connect Google Calendar in the Tenant’s settings and approves the request on Google’s consent screen. Team members who are not the owner cannot connect it. Connecting Calendar uses a separate Google permission from sign-in.

If the owner connects, Google’s consent screen asks for permission to:

• view and edit events on the calendars in that Google account; and
• see the list of calendars on that account.

In ShootPortal, the owner chooses which calendar on that account receives shoot events. Each owner admin separately chooses which calendars from that account are shown on their Shoot Calendar. A newly discovered calendar is shown until that admin hides it. We do not use the connection to change calendar settings, and we do not request Google Drive, Gmail, or contacts.

What we send to Google

When a shoot is proposed, ShootPortal creates or updates a one-hour event on the calendar the owner selected. While the time is still awaiting approval, the event title starts with “PENDING - ” followed by the Client’s name and the project name. When the Client approves that time, ShootPortal updates that same Google event and drops the pending prefix. The event includes the project name, the Client’s name, the property address, and a note that it was scheduled in ShootPortal. If that shoot is declined or cancelled, we delete the matching event from that Google calendar. The owner can change which calendar receives these events. Until they choose another, new connections write to the Google account’s primary calendar.

What we read from Google

Each owner admin can choose which calendars on the connected account to display on their Shoot Calendar. For the dates shown, we request the events on the calendars that admin has left visible and use the event title, start and end time, whether it is an all-day event, the calendar’s color, and a link that opens the event in Google Calendar. Events the owner has declined, cancelled events, and events ShootPortal itself created are not shown again in that view. Those events are not shown to staff or Clients, and they cannot be edited inside ShootPortal.

What we store, and for how long

We store the Google account email used for the connection, the calendars the owner selected, encrypted access and refresh tokens, the connection status, and, for each shoot we sync, the Google event identifier and whether the sync succeeded. We do not keep a copy of the other events we read from Google. Those are requested when the owner views the calendar.

We keep the connection while it remains connected. If the owner disconnects, or the Tenant account is closed, we delete the stored connection, including the tokens. A project may still keep the sync status and event identifier for a shoot we created. Events already written to Google Calendar stay in that Google account unless they are deleted there or the related shoot is declined or cancelled while the connection is still active.

Disconnecting and revoking access

The Tenant owner can disconnect from the same settings page. Disconnect asks Google to revoke ShootPortal’s token and deletes the connection we store. The owner can also remove ShootPortal from the Google account’s third-party access page at myaccount.google.com/permissions. If Google does not confirm revocation when we disconnect, that Google page is how the owner can remove the permission. Google’s privacy policy is at policies.google.com/privacy.

We use cookies and similar technologies for these purposes:

• Authentication and security. Keeping you signed in, protecting the session, and remembering limited routing needed to open the correct workspace.
• Preferences. Remembering choices required for the product to work as you move through it.
• Diagnostics. Recording limited technical information that helps us understand errors and reliability.
• Referral attribution. Connecting a prospective Tenant signup to a Partner, as described next.
• Website analytics.Understanding which marketing pages help people find ShootPortal, as described below under “Website analytics.”

Referral cookie (sp_partner_ref)

We use a first-party cookie named sp_partner_ref to attribute a prospective Tenant signup to a Partner. The cookie may be created when someone follows a referral link or visits an active Partner landing page on shootportal.app. It lasts up to 90 days. It holds a signed referral payload — a referral code and related timing information — and it is not a cross-site browsing profile.

The cookie is set only on the ShootPortal site. It is not set on a Tenant’s custom domain. If you later follow a different valid referral link, or visit another active Partner landing page on shootportal.app, that newer referral replaces the cookie. A commission is recorded only when a new Tenant account is created and the program attributes an eligible subscription to the Partner. An existing Tenant account is not reassigned because a cookie is present later.

Website analytics

On the ShootPortal marketing site (not on Tenant portals or inside the app) we measure page visits, the website or campaign that referred you, and clicks on signup links. By default this is cookieless: nothing is stored on your device, and visits are counted with a one-way code derived from your IP address and browser type using a random value that changes daily and is deleted within two days. We do not store your full IP address.

If you choose “Allow analytics,” we set a first-party cookie named sp_vid(a random identifier, kept up to 13 months) and store your choice in your browser. This lets us connect visits across days and, if you create a ShootPortal account, record which pages and sources led to the signup. You can change your choice at any time with the “Analytics preferences” link in the site footer; declining removes the cookie. If your browser sends a Global Privacy Control signal, we treat it as declining analytics cookies. Analytics data is used only by ShootPortal to improve the site and is not sold or used for advertising. Raw visit records are deleted after about 13 months.

You can block or delete cookies in your browser. Blocking the referral cookie means a signup may not be attributed to a Partner. Blocking authentication cookies will prevent sign-in. We do not use cookies to sell personal information or to build cross-site advertising profiles. Apart from website analytics described above, the site does not respond to Global Privacy Control or “Do Not Track” signals. Depending on where you live and subject to applicable law, you may still send an opt-out request to support@shootportal.app.

We use information to:

• provide, administer, personalize, and secure the service;
• create and authenticate accounts;
• manage projects and deliver media under a Tenant’s branding;
• provide estimates, scheduling, review, communications, and payment features, including sending proposed and confirmed shoots to Google Calendar and showing selected Google events when a Tenant owner has connected Calendar;
• process subscriptions, Client payments, Partner referrals, commissions, and payouts;
• provide support and send transactional and service communications;
• prevent fraud, abuse, and security incidents;
• keep records and enforce our agreements;
• meet legal obligations; and
• improve reliability and product performance.

Legal bases (GDPR and UK GDPR)

Where the GDPR or UK GDPR applies, we rely on the following bases, depending on the activity:

• Contract. Providing the service a Tenant, Client, or Partner asked us to provide, including accounts, projects, billing, and payouts.
• Legitimate interests. Securing the service, preventing fraud and abuse, attributing referrals, keeping operational records, and improving reliability, where those interests are not overridden by your rights.
• Legal obligation. Keeping records we are required to keep, and responding to lawful requests.
• Consent. Where we ask for it. A Tenant administrator chooses whether to enable web push notifications, and a Tenant owner chooses whether to connect Google Calendar and approves that access on Google’s consent screen. You may withdraw that consent by turning the feature off, disconnecting Calendar, or contacting us. Withdrawal does not affect processing that already occurred.

ShootPortal uses Stripe for three different payment flows:

• Tenant subscriptions. A Tenant pays ShootPortal for a plan. Stripe processes the subscription payment.
• Client project payments. A Client pays a Tenant for the Tenant’s services through the Tenant’s Stripe Connect account. Those funds are processed by Stripe for the Tenant.
• Partner commissions. ShootPortal pays an eligible Partner through a Stripe Express account, using a Stripe transfer.

Stripe processes payment-card and payment-account information. ShootPortal does not store full payment-card numbers. We store payment status, amounts, and identifiers needed to operate projects, subscriptions, and accounting. Stripe’s privacy policy is at stripe.com/privacy.

Before a Partner can receive a payout, the Partner completes Stripe-hosted Express onboarding. Stripe collects the identity, bank-account, and tax information that onboarding requires. ShootPortal stores operational Connect information, commission records, payout status, transfer references, and related accounting records. ShootPortal does not receive or store Partner bank-account numbers, routing numbers, Social Security numbers, taxpayer identification numbers, or the contents of W-9 or W-8 forms through the ShootPortal application.

We use the following providers to run ShootPortal:

• Supabase for authentication, databases, and file storage.
• Vercel for hosting, application delivery, and domain-related services.
• Stripe for subscriptions, Client payments, Connect accounts, and Partner transfers.
• Resend for transactional and notification email.
• Google as a sign-in identity provider when you choose Google, through Supabase, and as a calendar provider when a Tenant owner connects Google Calendar, as described in section 3.
• OneSignal for optional web push notifications when a Tenant administrator enables them.

GoHighLevel is used only when a Tenant turns on its own outbound integration. In that case, Client lead information the Tenant already holds may be sent to the Tenant’s GoHighLevel endpoint at the Tenant’s direction. GoHighLevel is not a ShootPortal-wide provider for every Tenant.

We also disclose information:

• to the Tenant and its authorized users, for that Tenant’s workspace;
• to providers working on our behalf, under their own terms;
• in a merger, financing, or sale of the business, subject to this policy or a successor policy that protects the information in a comparable way;
• to comply with law, legal process, or a lawful request;
• to protect users, rights, safety, and the service; and
• with your consent or at your direction.

Client information belonging to one Tenant is not made available to another Tenant.

ShootPortal does not sell personal information for money. ShootPortal does not share personal information for cross-context behavioral advertising, and it does not use personal information for targeted advertising. Disclosures to service providers and payment processors, described above, are made so those providers can perform services for us or for a Tenant. Those disclosures are not a sale or a share for advertising.

Depending on where you live and subject to applicable law, you may still have a right to opt out of sale, sharing, or targeted advertising, or to limit certain uses of sensitive personal information. You can send that request to support@shootportal.app. We do not use sensitive personal information to infer characteristics for advertising.

We keep information for as long as the related account is active and for as long as we need it to provide the service, meet legal and accounting duties, resolve disputes, and prevent fraud. We do not apply one deletion date to every category.

• Account and business records are kept while the Tenant or Partner account is open and for a period afterward that is needed for the purposes above.
• Client and project records, including media, follow the Tenant’s use of the product. A Tenant may delete projects, files, or request account closure. We then remove or schedule removal of the associated records, subject to backups, legal holds, and records we must keep.
• Subscription, transaction, tax, commission, and payout records are kept for accounting, tax, fraud-prevention, and dispute purposes.
• Authentication, security, and audit records, and support communications, are kept for security, troubleshooting, and enforcement of our agreements.
• The referral cookie expires within 90 days unless it is replaced or you delete it sooner. A referral record created when a Tenant account is opened is kept with that account’s business records.
• A Google Calendar connection is kept until the Tenant owner disconnects it or the Tenant account is closed, as described in section 3. Events read from Google for the owner’s calendar view are not stored as a copy.
• Backups may retain copies until the backup cycle overwrites them. Information on a legal hold is kept until the hold ends.

Deletion from active systems does not mean every backup copy disappears the same day.

We use administrative, technical, and organizational safeguards designed for a multi-tenant software service. Those safeguards include encrypted transmission (HTTPS), authentication, authorization, separation of Tenant workspaces in application access controls, restricted access to production systems, logging, and the security controls of our infrastructure providers. Credentials are stored by our authentication provider using its hashing controls.

No method of transmission or storage is completely secure. We do not promise that unauthorized access will never occur, and this policy does not claim a particular security certification.

ShootPortal and its providers may process information in the United States and in other countries where they operate. Those countries may have data-protection rules that differ from the rules where you live.

Where the law requires a transfer mechanism, we rely on a mechanism that law recognizes when that mechanism is in place with the relevant provider. This policy does not itself state that a particular transfer contract has been executed.

Depending on where you live and subject to applicable law, you may have the right to:

• access or confirm personal information;
• correct inaccurate information;
• delete personal information;
• receive a copy or ask for portability;
• restrict or object to certain processing;
• withdraw consent where processing is based on consent;
• opt out of sale, sharing, or targeted advertising;
• limit certain uses of sensitive personal information;
• appeal a denial where an appeal right applies; and
• not be unlawfully discriminated against for exercising a privacy right.

You may also complain to a data-protection authority where you live. We will not retaliate against you for a lawful privacy request.

Tenants, their business users, and Partners may send requests to support@shootportal.app. Clients should generally contact the Tenant that collected their information, because that Tenant ordinarily decides how the information is used. If you contact us about Client information while we are acting as a processor, we may forward or redirect the request to the relevant Tenant.

We may need to verify your identity and your authority to act for an account before we respond. An authorized agent may submit a request where applicable law permits, and we may ask for proof of that authority. Some rights are subject to exceptions, including where we must keep a record for legal, security, or accounting reasons, or where the Tenant controls the information.

ShootPortal is not directed to children under 16, and we do not knowingly collect personal information from children under 16. A Tenant’s project media might depict people of any age because the Tenant chooses what to upload. If you believe a child under 16 has provided personal information to us directly, contact support@shootportal.app and we will take appropriate steps.

We may update this policy. We will change the “Last updated” date when we do. If a change is material, we may also notify Tenants or Partners by email or with an in-product notice where that is appropriate.

Privacy questions and requests: support@shootportal.app