Privacy policy

Who we are

FLOWW Media photographs media days for schools, clubs and teams, and sells digital galleries to athletes and their families. If you have a question about anything on this page, email admin@flowwmedia.net.

What we collect

When you buy a gallery pass

• Your name and email address
• The athletes you name at checkout — first and last name, jersey number if you give one, and level (Varsity, JV, JV2, Recreation)
• Whether you bought as an athlete, parent or guardian, coach, or school staff
• Your order: what you bought, the amount, any tip, and the date
• Your IP address and browser, recorded with the order

Payment details

We never see or store your card. Payment is handled by Stripe. The card form on our checkout page is served directly by Stripe, and your card details go to them, not to us. We keep only Stripe's reference for the payment so we can match it to your order and issue a refund if you need one. Stripe's handling of your data is covered by Stripe's privacy policy.

When you use the site

• A session cookie, so you stay signed in. If you tick "keep me signed in", a second cookie holds a random token — never your password.
• A record of which galleries were viewed, so we can tell a school how their gallery performed. This is counted once per visit and is not tied to a name unless you are signed in.
• A log of downloads against your account, which is how we spot a pass being shared far beyond one family.
• Sign-in attempts, so we can slow down someone trying passwords against your account.

We do not use advertising trackers, and we do not sell or rent anything we hold about you.

When you contact us

The enquiry form sends us your name, email, organization, phone number if you give one, and your message. It arrives as an email — we do not build a marketing list out of it.

Photographs of minors

Most people in these galleries are under 18, and we treat that as the most sensitive thing we hold.

• We photograph a media day at the invitation of the school or club, which is responsible for the consent it holds from families.
• Gallery pages are excluded from search engines. They carry a noindex instruction and our robots.txt disallows them, so a gallery is reachable by its link but should not turn up in Google or image search.
• Full-resolution originals are never public. They are stored outside the public part of the server and can only be delivered by a request we check first. Someone without a pass cannot reach them by guessing a web address.
• Watermarked previews are public so galleries load quickly. They are reduced in size and marked, and are also excluded from search engines.
• Camera metadata — including any location recorded by the camera — is stripped from every preview we publish.
• Photographs may appear on our own website or social channels as examples of our work, with the permission of the school or club.

If you want a photograph of your child removed, email admin@flowwmedia.net and we will take it down. You do not have to explain why, and it will not affect any purchase you have made.

How long we keep things

• Photographs — for as long as we host the gallery, so you can re-download. Tell us if you want them removed sooner.
• Orders and receipts — kept for tax and accounting purposes.
• Your account — until you ask us to close it.
• Security logs — sign-in attempts are cleared regularly; download records are kept while your access lasts.

Who we share it with

Only the services needed to run the business: Stripe for payment, and our own mail server for receipts and notifications. We share the athlete roster from an order with the school or club whose media day it was, since it is their event. We will disclose information if the law requires it.

Your choices

• See or correct what we hold about you — sign in, or email us
• Ask for your account and personal details to be deleted
• Ask for a photograph of your child to be removed
• Ask for a copy of your data

Email admin@flowwmedia.net and we will deal with it. There is no form to fill in.

Security

The site runs over HTTPS. Passwords are stored as one-way hashes and cannot be read by us or anyone else, including staff. Original photographs sit outside the public web root and are only released after an access check. No system is perfect, but access to paid photographs is the thing this one is built to protect.

Children's accounts

Accounts here are meant for adults buying photographs. We do not knowingly create accounts for children under 13. If you believe a child has created one, email us and we will remove it.

Changes

If this policy changes in a way that matters, we will update the date at the top of this page.