Version 1.0-draft · Last updated 2027-07-01

Your privacy matters to us

Photosite is a photography portfolio and gallery service operated as part of the Vexib hosting and software project platform. This Privacy Policy explains what information we collect, why we collect it, how it is used and how you can contact us about your information.

1. Our Privacy Philosophy

Photosite has been designed around a simple principle: we collect only the information needed to provide the service.

We believe photographers should be able to organise and share their work without worrying that their personal information is being collected for advertising, profiling or unrelated marketing purposes.

2. Who We Are

In this Privacy Policy, "Photosite", "we", "us" and "our" refer to the operator of the Photosite service. Photosite is operated through Vexib.

If you have questions about this Privacy Policy or your personal information, contact: admin@photosite.vexib.co.uk

3. Information You Provide

When you register for and use Photosite, you may provide information including:

• your name;
• your username;
• your email address;
• your country or location information, where provided;
• your password, which is stored as a secure hash and not as plain text;
• profile information such as biography, interests or contact details;
• photographs and image information that you upload;
• album and portfolio titles, descriptions and settings;
• messages you send through Photosite;
• feedback, ratings or other interactions with photographers' work, where those features are used.

4. Information Collected Automatically

Some technical information may be collected automatically when you use Photosite. This may include:

• login dates and times;
• IP addresses;
• browser and device information;
• session information needed to keep you logged in;
• server logs, error logs and security logs;
• basic usage information needed to troubleshoot and maintain the service.

This information is used mainly for security, maintenance, diagnostics and service operation.

5. Why We Use Your Information

We use personal information where it is needed to operate Photosite and provide the service requested by users. This includes:

• creating and managing user accounts;
• verifying email addresses;
• allowing users to log in securely;
• storing and displaying photographs, albums and portfolios;
• showing public portfolios and featured images to visitors;
• administering membership tiers, quotas and site features;
• sending important service emails such as verification, password reset or account notices;
• responding to support requests or messages;
• protecting Photosite from misuse, spam, abuse or security threats;
• maintaining, troubleshooting and improving the service.

6. Lawful Basis

Where data protection law applies, we rely on appropriate lawful bases for using personal information. These may include:

• Contract or requested service: where processing is needed to create and operate your Photosite account and provide the features you request.
• Legitimate interests: where processing is needed to maintain the service, protect security, prevent misuse, respond to support requests or improve Photosite.
• Consent: where you choose to provide optional profile information or where consent is specifically requested.
• Legal obligation: where information must be kept or disclosed to comply with a legal requirement.

7. What We Do Not Do

Photosite does not:

• sell your personal information;
• rent your information to third parties;
• use advertising networks;
• use tracking cookies for advertising;
• build marketing profiles about users;
• send marketing emails without consent.

8. Public and Private Information

Some information may be public if you choose to publish it. This may include:

• your display name or username;
• your public profile information;
• public portfolios;
• public images and image descriptions;
• featured images shown in the visitor gallery.

Information that is not intended to be public includes your email address, password hash, login history, administrative records and private account settings.

You should only make content public if you are comfortable with visitors viewing it.

9. Photographs and Image Metadata

Uploaded photographs may contain image information or metadata. Depending on the file, this may include camera details, date information, lens information or other technical data.

Photosite may read and display selected image information where this supports the photography features of the site. You should avoid uploading images containing metadata you do not wish to share.

10. Email and Service Messages

We use email to operate the service. Examples include:

• email verification;
• password reset messages;
• important account notices;
• service or security announcements;
• responses to support or administration messages.

Service emails are part of operating your account. We do not use your email address for unrelated marketing without consent.

11. Cookies

Photosite uses essential cookies and similar technologies where needed for login sessions, security and core site operation.

We do not currently use advertising or third-party tracking cookies. More detail is provided in the Cookie Policy.

12. Security

We take reasonable steps to protect Photosite and user information. These may include:

• password hashing;
• email verification;
• encrypted connections where available;
• server maintenance and security updates;
• access controls for administration features;
• backup and recovery procedures for service operation.

No online service can guarantee absolute security. You are responsible for using a strong password and keeping your login details private.

13. Sharing Information

We do not sell personal information. Information may be shared only where necessary to operate Photosite, maintain the hosting environment, deliver email, comply with legal obligations, investigate misuse or protect the service and its users.

Photosite uses supporting infrastructure such as hosting, database, email and backup systems. These systems are used to provide the service and are not used to sell or commercially exploit user information.

14. Data Retention

Account information is generally kept while your account remains active. Uploaded content is kept while it remains part of your account or public portfolios.

Some technical logs may be kept for a limited period for security, troubleshooting and maintenance. Backup copies may remain for a period as part of normal system backup cycles.

If you request account closure, we will remove or anonymise personal information and uploaded content where appropriate, subject to technical, legal, security or backup limitations.

15. Your Rights

Depending on the circumstances and applicable law, you may have rights to:

• ask what personal information we hold about you;
• ask for inaccurate information to be corrected;
• ask for your account or personal information to be deleted where appropriate;
• object to certain uses of your information;
• withdraw consent where processing is based on consent;
• raise a concern about how your information is handled.

To make a request, contact: admin@photosite.vexib.co.uk

16. Children and Young People

Photosite is intended for users who are able to manage their own photography portfolio and account responsibly. If age restrictions or parental consent requirements are introduced, this Privacy Policy and the Terms and Conditions will be updated.

17. Changes to this Privacy Policy

We may update this Privacy Policy as Photosite develops. The version and date at the top of this page show when it was last updated.

If significant changes are made, we may ask users to review or accept the updated policy.

18. Contact

Questions about this Privacy Policy or personal information should be sent to: admin@photosite.vexib.co.uk