Privacy policy

Effective October 30, 2026

Smedis Portal is a service of Smedis LLC ("Smedis", "we", "us"). Businesses such as photographers ("tenants") use it to deliver photo and video sessions from their own Google Drive to their clients and the guests those clients invite, and to take payment through Stripe. This policy covers the Portal at smedisportal.com and at every tenant hostname that runs on it.

Questions and requests go to support@smedisportal.com.

Roles under privacy law

• Smedis as controller. For accounts, sign-in security, tenant sign-up and billing, and platform email, Smedis decides how personal data is used and is the controller (or "business" under US state laws).
• Smedis as processor. For the data a tenant brings into its portal (its contacts, sessions, files, ratings, comments and client payments), the tenant is the controller and Smedis processes that data on the tenant's behalf, as a processor or "service provider". A tenant's clients and guests should read the tenant's own privacy notice and send requests about that data to the tenant. We help tenants answer those requests.

Personal data we collect

Accounts

• Username, email address and optional display name.
• A salted, peppered hash of a key derived from your password in your browser. Your password itself never reaches our servers.
• Passkey public keys, an encrypted authenticator (TOTP) secret and hashed recovery codes, when you set them up.
• Hashed, single-use links for email verification and password reset.

Sign-in and security

• Sign-in sessions: a hashed session ID, the hostname, and expiry and last-seen times.
• Sign-in attempts: the username or account, IP address, time and outcome, kept for 24 hours to limit password guessing.
• A log of administrative actions on accounts and tenants, such as a second-factor reset or an email change made by an administrator.

Tenants

• Business name, portal address and custom hostname, settings, watermark reference and email templates.
• The email address of the connected Google account and encrypted Google access and refresh tokens.
• The connected Stripe account ID, the sign-up payment and the revenue share taken from each client payment.

Clients and guests

• Name, email address and any notes the tenant records, and a hashed access key.
• The sessions you can view, who invited you, your ratings and comments, your cart, and your purchases and refunds.

Files

Photos and videos stay on the tenant's Google Drive. We store file names, folder paths, sizes and Drive identifiers. Previews and thumbnails are cached at Cloudflare's network edge to speed up repeat views, and expire from it on their own. We do not use facial recognition or any other biometric processing on images.

Payments

Payments run through Stripe Checkout. Card and bank details go straight to Stripe and never reach us. We keep payment amounts, the items paid for, refunds and Stripe identifiers. Stripe processes payment data under its own privacy policy.

Use of personal data and legal bases

For people in the European Economic Area, the United Kingdom and Switzerland, each use rests on a legal basis under the GDPR:

• Providing the service: accounts, galleries, downloads, payments, receipts and the email the service sends. Basis: performance of a contract.
• Security: rate limiting, fraud and abuse prevention, and the administrative log. Basis: legitimate interests in a secure service.
• Records the law requires, such as payment and tax records. Basis: legal obligation.
• Connecting a Google or Stripe account, which happens only when a tenant chooses to. Basis: consent, which the tenant withdraws by disconnecting the account in the Portal or with Google or Stripe.

We make no decisions based solely on automated processing that have legal or similarly significant effects on you.

Google user data

A tenant who connects a Google account grants the Portal these permissions:

• Google Drive, read-only (drive.readonly): lists the folders the tenant links to a session and streams their files to the people the tenant gives access.
• Google Drive, files created by the app (drive.file): writes the watermarked previews the Portal generates into the session's _previews folder.
• Gmail, send only (gmail.send), requested only from tenants who choose to send client email from Gmail: sends invitation, gallery-ready and reminder emails from the tenant's own address, when the tenant sends them. The Portal cannot read the tenant's mail.
• Basic profile (openid, email): identifies which Google account is connected.

Smedis Portal's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• Google user data is used only to provide and improve the features described above, which the tenant can see in the Portal.
• Google user data is never sold, never used for advertising, and never used to train generalized artificial intelligence or machine learning models.
• No person at Smedis reads Google user data, except with the tenant's permission for support, where needed for security or to comply with law, or for internal operations when the data has been aggregated and anonymized.
• Google tokens are encrypted before storage. Disconnecting Google in the Portal deletes them. Tenants can also revoke access from their Google account's security settings.

Sharing of personal data

We do not sell personal data, and we do not share it for cross-context behavioral advertising or targeted advertising. We disclose it only:

• To the tenant whose portal you use, which sees its contacts, ratings, comments and payments.
• To service providers that run the Portal for us under contract:
  • Cloudflare: hosting, database, image processing, edge caching and custom hostnames.
  • Stripe: payments and tenant payouts.
  • Google: the tenant's own Drive and Gmail, through the tenant's connection.
  • Resend: account and billing email, and the client email of tenants who send from the platform address.
• When you set a password, your browser checks it against the Have I Been Pwned list of breached passwords. Only the first five characters of a hash of the password are sent, and neither the password nor any account detail leaves your device.
• When required by law or valid legal process, to protect the rights, safety or property of users, tenants or Smedis, or as part of a merger or sale of the business, in which case this policy continues to apply to the data.

Cookies

The Portal sets only cookies that sign-in needs: a session cookie, which lasts until you sign out or for up to 24 hours, or 30 days with "Keep me signed in", and a short-lived cookie during passkey sign-in. There are no analytics, advertising or tracking cookies, so there is no tracking to opt out of. We treat a Global Privacy Control signal as a valid opt-out of sale and sharing.

Retention

• Account and tenant data: while the account exists, and deleted within 30 days of a deletion request, except for the records below.
• Payment, refund and tax records: as long as tax and accounting law requires.
• Sign-in attempts: 24 hours. Verification and reset links: until they expire. Stripe event identifiers: 30 days.
• Database backups: up to 7 days, after which deleted data is gone from them as well.
• Data a tenant controls: as the tenant decides, and deleted when the tenant removes it or closes its account.

Security

Traffic is encrypted in transit. Passwords never reach our servers, sign-in secrets and access keys are stored hashed, and Google tokens and authenticator secrets are encrypted. Sign-in is rate-limited, and accounts can add passkeys or a second factor. If a breach affects your personal data, we notify you and the authorities as the applicable law requires.

Rights in the EEA, UK and Switzerland

Under the GDPR and the UK GDPR, you have the right to access your personal data, correct it, erase it, restrict or object to its processing, receive it in a portable format, and withdraw consent at any time without affecting earlier processing. Email support@smedisportal.com to exercise them. We answer within one month and may ask you to confirm your identity first. You may also complain to the data protection authority where you live or work.

Smedis and its service providers are in the United States. Personal data transferred from the EEA, UK or Switzerland relies on the EU–US Data Privacy Framework where a provider is certified under it, or on the European Commission's Standard Contractual Clauses.

Rights under US state privacy laws

Residents of states with consumer privacy laws, such as California, Colorado, Connecticut, Virginia, Texas and Oregon, have rights that, depending on the state, include:

• Knowing and accessing the personal data we hold about you, and the categories of it we collect, use and disclose.
• Correcting it, and deleting it.
• Getting a copy in a portable format.
• Opting out of sale, sharing for targeted advertising, and profiling. We do none of these.
• Equal service and price whether or not you use these rights.

Email support@smedisportal.com, or have an authorized agent do so on your behalf. We confirm your identity before acting and answer within 45 days. If we decline a request, you can appeal by replying to our answer, and if the appeal is denied, you may contact your state's attorney general.

For California residents: in the past 12 months we collected the categories described under "Personal data we collect": identifiers, commercial information, internet activity related to sign-in, and customer records. We used them for the purposes in this policy and disclosed them only to the recipients listed above. We do not use or disclose sensitive personal information for purposes beyond those the CCPA permits. Account credentials are used only for sign-in.

Tenant responsibilities

Tenants are independent businesses and the controllers of the data they bring into the Portal about their clients and guests, including the images they deliver. Each tenant is responsible for complying with the federal, state, local and foreign privacy and consumer protection laws that apply to it. That includes:

• Giving its clients and guests a privacy notice and honoring their requests.
• Having a lawful basis, and any consent or release required, for the images it delivers, such as model releases and parental consent for minors.
• Complying with the CAN-SPAM Act and state laws for the email it sends through the Portal.
• Complying with state and local laws on biometric data, if it processes any outside the Portal.
• Telling Smedis promptly of any request it needs our help with.

Smedis processes tenant data only on the tenant's instructions and as needed to provide the Portal.

Children

The Portal is not directed to children under 13, or under 16 in the EEA and UK, and we do not knowingly collect personal data from them. If we learn that we have, we delete it. A parent or guardian who believes a child has given us personal data can write to support@smedisportal.com. Images of minors that a tenant delivers are the tenant's responsibility, as described above.

Changes to this policy

We post any change on this page with a new effective date. For a material change, we also email account holders before it takes effect.

Contact

Smedis LLC
support@smedisportal.com