Data Privacy & Controls Policy
10/2025
Stomping Ground Photo
Data Privacy & Controls Policy
INTRODUCTION
Stomping Ground Photo works within DOE guidelines for student privacy. Schools are legally permitted to share limited “Directory Information” — student name, class, grade, and school — with photography vendors for school purposes such as yearbooks, class photos, student IDs, and private online galleries for families. This does not include sensitive personal identifiers such as OSIS numbers, Social Security numbers, or dates of birth, which we do not collect.
Our Data Protection Agreement and internal security controls ensure that student data is used only for the purpose of producing and delivering school photographs. We never sell data, never repurpose it for marketing, and never share it outside the normal course of providing services to the school community.
INFORMATION WE COLLECT
We may collect the following types of personal information:
Contact Information:
Standard information we receive from schools includes
- School name
- Student name
- Class/teacher
- Grade
Account Information:
To provide secure gallery access, Stomping Ground Photo creates login credentials (customers do not create a password). We store the email addresses used to access the gallery, which can be unsubscribed from or deleted at any time.
Email Systems:
Emails used for gallery access or order confirmations are stored in secure, PCI-compliant systems.
Usage Data:
Our online store and galleries are hosted by a third-party provider Captura, which uses standard analytics tools and cookies to maintain secure website performance and improve user experience. These analytics may track browser type, device type, IP address, and page interactions, but they do not use student PII. Stomping Ground Photo is not responsible for the privacy practices of Captura or content of any third-party sites Captura may utilize.
Communication Data:
Information you provide when you contact our customer support team or communicate with us about your child’s photos, gallery access, ordering, or account.
Other Information:
Any additional information you voluntarily provide to us.
PII MINIMIZATION
We limit data collection to what is strictly necessary to deliver school photographs and related services.
Optional Data Elements:
- Parent email (requested to provide direct gallery access, but not required; printed proofs are sent home when email is unavailable)
- Student ID (only provided at the school’s discretion; Stomping Ground Photo does not require it for services)
Responsibility:
Some schools choose to use student ID numbers as their online gallery access code. In those cases, the school—not Stomping Ground Photo—determines that requirement and supplies the data. SGP does not request or require student ID numbers, and does not collect them independently.
HOW WE USE YOUR INFORMATION
We may use personal information to:
- Provide and maintain our products and services
- Process transactions and send transaction notifications
- Respond to inquiries and customer support requests
- Send promotional or marketing communications (you may opt out at any time)
- Improve our products, services, and website
- Comply with legal and regulatory obligations
Stomping Ground Photo does not sell or share data outside the normal course of providing services to school clients, parents, and families. Access is limited to credentialed SGP staff and vetted vendors, based on minimum-privilege, need-to-know access.
DATA SHARING
We may share personal information with:
- Service providers and partners who help deliver our products and services
- Law enforcement or government authorities, when required by law
Our contracted vendor partners are required to keep all student information confidential and are prohibited from sharing PII with any third party not authorized by Stomping Ground Photo.
We have an annual data deletion schedule that balances privacy with the operational need for limited retention (e.g., late-season inquiries or issue resolution).
Vendors use secure FTP/SFTP to access images, which are stripped of PII.
DATA SECURITY
We employ reasonable security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. No data transmission or storage system can be guaranteed to be 100% secure.
- All files are encrypted at rest and in transit
- Data is stored and accessed on ShareFile with credentialing controlled by SGP
- Vendors access data via encrypted ShareFile or secure file-transfer methods
- We monitor access activity daily and receive alerts for unauthorized activity, taking immediate action if necessary
- Employees receive annual training on cybersecurity, PII handling, and policy updates
YOUR CHOICES
- Opt out of marketing communications
- Request access to or deletion of your personal information (subject to legal restrictions)
- Contact us with questions or concerns at clientsupport@stompinggroundphoto.com.
CHILDREN’S PRIVACY
Our services are directed toward parents and schools, not children. We do not knowingly collect personal information directly from individuals under 18. The limited student information we receive is provided by the school or parent solely for the purpose of producing and delivering school photographs, yearbooks, and related services.
Stomping Ground Photo does not collect student home addresses, social security numbers, or student email addresses. Parent email addresses are used only for gallery access and purchase communication.
CHANGES TO THIS POLICY
We may update this Data Privacy Policy to reflect changes in our practices or legal requirements. Revised policies will be posted on our website with an updated effective date.
CONTACT US
If you have questions or concerns about our Data Privacy Policy or how we handle personal information, please contact us at: clientsupport@stompinggroundphoto.com.