Introduction

Match Production, LLC (“Match Production,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information we collect and process in connection with our website, inquiries, bookings, photography services, communications, online galleries, remote sessions, and related business operations.

This Privacy Policy explains what information we collect, how we use it, when we share it, how long we retain it, and what rights and choices may be available to you.

1. Scope of This Policy

This Privacy Policy applies to personal information collected through our website and related pages, contact forms, quote forms, booking inquiries, consultation forms, lead forms, newsletter sign-up forms, email, phone calls, callbacks, voicemail, SMS communications, project planning, scheduling, service coordination, preview galleries, online galleries, image selections, retouch requests, file delivery, payment requests, remote photography sessions, and other interactions with Match Production in the ordinary course of business.

This Privacy Policy does not apply to third-party websites, apps, platforms, tools, or services that may be linked to, embedded in, or used in connection with our services and that operate under their own terms and privacy practices.

2. Information We Collect

We may collect the following categories of personal information:

Contact and inquiry information, including name, email address, phone number, company name, job title, mailing address if voluntarily provided, message content, preferred dates, team size, budget information, and uploaded files or materials you choose to send us.
Project and booking information, including session type, project details, participant information, scheduling information, booking preferences, production notes, approvals, image selections, retouch notes, and delivery-related records.
Photography and image-related information, including photographs, related file metadata, participant names, titles, and identifiers needed for workflow and delivery, as well as briefs, references, moodboards, and other materials submitted by you or your organization.
Communication information, including email correspondence, phone call details, voicemail content, text messages, callback requests, internal notes related to your inquiry or booking, communications history, and service records.
Payment and transaction information, including invoice information, transaction status, and limited billing and payment-related records. We do not store full payment card details on our own systems.
Technical and website usage information, including IP address, browser type, device information, timestamps, referral source, page views, campaign data, cookie identifiers, analytics information, website interaction data, and similar technical information.

3. How We Collect Information

We collect information:

Directly from you when you submit a form, contact us, request a quote, subscribe to updates, book services, call or text us, or otherwise communicate with us.
From clients, employers, team coordinators, assistants, or authorized representatives who book or coordinate services on behalf of others.
From project materials, participant lists, and scheduling information provided to us.
Through gallery workflows, approvals, retouch notes, and delivery interactions.
Through remote session workflows.
Automatically through cookies, pixels, analytics tools, session analytics, and similar technologies used on our website.
From third-party service providers and business tools that support our operations.

4. How We Use Information

We may use personal information for business and commercial purposes, including to:

Respond to inquiries and provide customer support.
Prepare quotes, proposals, invoices, and payment requests.
Schedule, confirm, manage, and deliver booked services.
Provide photography, production, editing, retouching, delivery, and remote-session services.
Coordinate with clients, team contacts, and participants.
Send confirmations, reminders, instructions, gallery links, delivery updates, and other service-related communications.
Process payments and maintain accounting and business records.
Send newsletters or promotional messages where you have subscribed or otherwise permitted us to do so.
Improve our website, client experience, internal workflows, and marketing performance.
Evaluate ad campaigns, remarketing performance, and website usage.
Prevent fraud, abuse, misuse, technical issues, disputes, and security incidents.
Enforce our terms, policies, and agreements and comply with legal, tax, accounting, insurance, or operational obligations.

5. Phone Calls, Callbacks, and AI-Assisted Call Handling

If you call us, request a callback, leave a voicemail, or otherwise interact with us by phone, we may collect and use your phone number, call timing, callback preferences, voicemail content, and any service-related information you choose to provide.

We may use phone systems, scheduling tools, and AI-assisted or automated call-management tools, including tools such as Retell AI, Cal.ai, or similar providers, to receive, route, return, schedule, document, or otherwise support inquiries and service communications.

Where enabled, lawful, and operationally necessary, calls, voicemails, and related call records may be recorded, transcribed, summarized, logged, or processed by us or our service providers for scheduling, service administration, documentation, quality assurance, fraud prevention, dispute resolution, training, or business continuity purposes.

We do not request full payment card details by ordinary phone call, SMS, or ordinary email. Payments are processed through Stripe or other secure payment workflows that we expressly authorize.

6. Booking, Payment, and Service Communications

If you request or book a session, we may use your personal information to send quotes, invoices, booking confirmations, reminders, payment-related notices, preview galleries, gallery links, delivery updates, session instructions, access details, and other communications necessary to provide the requested services.

For studio and on-location sessions, we may collect and use your information to process the booking deposit, confirm the reserved date, review eligible rescheduling requests, deliver previews, collect any remaining balance, and manage related post-production workflows.

For remote sessions, we may collect and use your information to confirm the booking, send access or joining instructions, coordinate the session, and provide related support and delivery communications.

Booking terms, cancellation rules, rescheduling rules, deposits, refunds, session timing, and post-production conditions are also governed by our Terms & Conditions, booking materials, invoices, quotes, and other written client communications.

7. SMS Communications

When you provide your phone number through our forms, by phone, by text, or in connection with an inquiry or booking, you consent to receive transactional SMS messages from Match Production related to your requested or booked services.

These messages may include:

Appointment confirmations and reminders.
Scheduling or rescheduling updates.
Payment-related notices.
Session instructions or access details.
Day-of coordination messages.
Gallery notifications.
Delivery updates.
Follow-up communications related to an active inquiry or booking.

These messages are non-marketing in nature unless you separately consent to receive promotional or marketing messages. Message and data rates may apply. Message frequency may vary.

You may opt out of transactional SMS communications at any time by replying STOP, END, CANCEL, UNSUBSCRIBE, or QUIT, though this may affect our ability to provide certain time-sensitive service updates by text. For help, reply HELP or contact us at hello@match-production.com.

We do not sell or share your mobile number or SMS consent data with third parties or affiliates for their own independent marketing purposes.

8. Email Communications and Newsletter

We may use your email address to respond to your inquiry, send quotes and invoices, confirm bookings, provide session details, deliver galleries and files, send service updates, and otherwise manage the services you requested.

If you subscribe to our newsletter or promotional communications, we may send updates, offers, or related marketing content. You may unsubscribe at any time using the unsubscribe link in the email or by contacting us.

Even if you opt out of marketing emails, we may still send you transactional or service-related emails that are necessary to provide services or respond to your active inquiry.

9. Cookies, Analytics, Advertising, and Similar Technologies

We may use cookies, pixels, analytics tools, event tracking tools, session analytics tools, and similar technologies to operate our website, understand visitor behavior, improve performance, evaluate advertising, measure campaign effectiveness, and support marketing and remarketing.

These technologies may collect information such as:

IP address
Browser and device information
Pages visited
Timestamps
Referral sources
Navigation behavior
Campaign and ad interaction data
Site interaction data
Identifiers and similar technical information

Our website and business operations may use tools and platforms such as Squarespace, Google Analytics, Meta Pixel, Google Ads, PostHog, and similar operational or analytics technologies.

Where available, you may control certain cookie preferences through your browser settings, website banner or controls, and similar platform-level tools. Disabling some technologies may affect site performance or functionality.

10. How We Share Information

We do not sell personal information for monetary consideration.

We may share personal information with service providers, vendors, contractors, or platforms that help us operate our business and deliver services, including for website hosting, communications, phone and SMS handling, scheduling, payment processing, gallery delivery, remote-session support, workflow automation, analytics, marketing measurement, CRM, legal, accounting, and administration.

Depending on the service involved, these vendors may include:

Squarespace
Google Workspace
Stripe
Picflow
Calendly
CLOS App
Google Analytics
Meta
Google Ads
Notion
n8n
CRM tools
Retell AI
Cal.ai
PostHog
and similar service providers we use in the ordinary course of business

We may also share personal information:

With your employer, company, team coordinator, or booking contact when they are arranging services on your behalf.
With photographers, producers, retouchers, or internal personnel where reasonably necessary to perform the work.
Where necessary to provide the requested services.
To comply with law, subpoena, court order, legal process, or lawful government request.
To investigate or address fraud, abuse, security incidents, or unlawful conduct.
To protect our rights, safety, property, systems, team, contractors, clients, or business operations.
In connection with a merger, financing, acquisition, reorganization, or sale of assets.
With your direction or consent.

We do not share personal information with third parties for their own independent direct marketing purposes in exchange for payment.

Please note that certain analytics, advertising, or measurement technologies may involve disclosure of identifiers or online activity information to analytics or advertising partners in a manner that may be treated as “sharing” under certain privacy laws.

11. Payments, Galleries, and Third-Party Platforms

We use third-party platforms and vendors to process payments, send invoices, schedule services, communicate with clients, deliver galleries and files, and support remote-session workflows.

If you make a payment, your payment information may be collected and processed by Stripe or another applicable payment processor rather than stored directly by us, except for limited billing, invoicing, and transaction records we keep for customer service, accounting, compliance, and recordkeeping purposes.

If we provide a scheduling link, gallery link, file transfer link, messaging channel, payment link, or remote-session workflow, your use of that tool may also be subject to the terms, privacy practices, and security measures of the applicable provider.

12. Photography Sessions, Images, Galleries, and Submitted Content

If you book or participate in a photography session, we may collect and process project details, participant information, image files, submitted references, selects, retouching notes, delivery logs, and related metadata as part of providing the requested services.

Clients and team coordinators may provide us with participant names, job titles, scheduling details, and similar information. By providing such information, they represent that they are authorized to do so.

We may deliver previews or final work through private online galleries, including galleries hosted by providers such as Picflow. Gallery links may be shared with a designated client contact, a team, individual participants, or other persons authorized by the client. Galleries are typically provided by private link and may be password protected upon request or at our discretion.

Gallery availability is temporary unless we expressly agree otherwise in writing. We do not guarantee indefinite gallery hosting, indefinite archival, or indefinite access to previews, downloads, final images, or related files.

13. Portfolio Use and Public Display

Unless the client requests otherwise in writing before the session, or unless confidentiality restrictions are agreed in writing, Match Production may use selected images from a session for portfolio, website, case studies, social media, studio samples, self-promotion, editorial features, award submissions, interviews, presentations, pitch materials, and other lawful marketing or business display purposes.

Where appropriate and unless restricted in writing, we may also identify the client, company, project type, or shoot context in connection with such display.

Any confidentiality restrictions, opt-outs, publication limits, release requirements, or usage limitations should be clearly communicated and confirmed in writing before the session or before publication, as applicable.

14. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business and accounting records, comply with legal obligations, resolve disputes, enforce agreements, protect our rights, maintain backups, and support business continuity.

As general retention guidelines:

Inquiry, lead, quote, consultation, and booking-request information may be retained for up to 24 months after the last meaningful interaction, and longer where reasonably necessary for ongoing business purposes.
Client correspondence, project coordination materials, participant information, approvals, and retouch notes may be retained for the duration of the client relationship and for a reasonable period afterward.
Gallery links, preview galleries, and final delivered images are typically retained for at least 3 months and may be retained longer at our discretion.
Raw image files are typically retained for at least 12 months and may be retained longer at our discretion.
Invoices, accounting records, contractual records, and related business records may be retained for up to 7 years or longer where reasonably necessary for tax, legal, accounting, insurance, audit, or operational purposes.

We do not guarantee indefinite archival, indefinite gallery hosting, or permanent file availability unless we expressly agree otherwise in writing.

15. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, misuse, loss, alteration, or disclosure.

These measures may include restricted access, need-to-know permissions, password-based controls, secure payment workflows, use of established vendors, internal access limitation, and two-factor authentication on key systems where applicable.

However, no method of transmission, storage, or electronic security is completely secure, and we cannot guarantee absolute security.

16. Your Rights and Choices

Depending on your location and applicable law, you may have the right to request that we confirm whether we process certain personal information, provide access to certain personal information we hold about you, correct inaccurate personal information, delete certain personal information subject to exceptions, provide a copy of certain personal information where applicable, opt out of certain marketing communications, or review certain privacy-related choices available to you.

To submit a privacy-related request, please contact us at hello@match-production.com with the subject line “Privacy Request.”

We may need to verify your identity before fulfilling a request. We may deny or limit a request where permitted by law, including where retention is reasonably necessary to complete services, maintain records, protect our business, prevent fraud, resolve disputes, or comply with legal obligations.

17. California Privacy Notice

If you are a California resident, you may have rights under California privacy law, which may include the right to know, correct, delete, and opt out of certain sale or sharing activities as defined by California law, subject to applicable exceptions and verification requirements.

We do not sell personal information for monetary consideration. However, certain analytics, advertising, remarketing, or measurement technologies used on our website may involve disclosure of identifiers or online activity information to third parties in a manner that may be treated as “sharing” under California law.

If you are a California resident and would like to make a privacy-related request, please contact hello@match-production.com with the subject line “California Privacy Request.”

We will not discriminate against you for exercising privacy rights available under applicable law.

18. Children’s Privacy

Our website and services are intended for adults and business clients. We do not knowingly collect personal information directly from children under 18 through our ordinary website or service workflows.

19. U.S. Processing

Match Production is based in the United States. Your personal information may be processed, stored, or accessed in the United States and by service providers that support our operations. By using our services or submitting information to us, you understand that your information may be processed in the United States.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most current version will be posted on this page with the updated Effective Date. Your continued use of our website or services after changes become effective constitutes your acknowledgment of the updated Privacy Policy to the extent permitted by law.

21. Contact

Match Production, LLC
Email: hello@match-production.com
Phone: 347.797.0185
Studio address: 545 8th Ave, Suite 2111, New York, NY 10018

If you have any questions, comments, or privacy-related requests, please contact us at hello@match-production.com.

Privacy Policy