Your guests' photos and details are your client's data as much as yours. These are the controls you have, and what to tell a client who asks.
Deleting event data automatically
On the Event tab, under Data retention:
| Setting | What it does |
|---|---|
| Scrub data automatically | Everything captured is deleted when the event ends |
| Scrub data at a set time | Deleted at a date and time you choose |
| Scrub survey answers too | Survey responses are deleted as well |
The first two are alternatives — switching one on switches the other off.
Survey answers are not covered by either on its own. If a client has asked for everything to be deleted, switch on one of the first two and switch on Scrub survey answers too.
Scrubbing is permanent. Download anything you need first.
The data retention switches, on the Event tab.
Running an event that collects nothing
If a client cannot permit guest contact details to be collected at all, use On Screen Delivery instead of email or text. Guests download their photo on the spot and never enter an address or phone number.
This is usually the right answer for government, healthcare and some corporate events. It is worth saying so in the proposal.
Restricting who can see the photos
Set a Password on the event, under Access & Limits on the Event tab. Guests need it to open the public gallery, the slideshow or a shared report. Leave it empty and anyone with the link can look.
The same value is called Passcode on the Launchpad.
The company passcode affects every event
Under Security you can set a company-wide passcode. It changes access on your whole account, in both directions:
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Events that already have a passcode can now be opened with either code
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Events with no passcode become locked — links that used to open now ask for it
Before setting one, check which of your events are currently open. Any gallery link you have already sent out will start asking for a code.
Use it when all your galleries serve one audience. Avoid it if you run events for clients who should not see each other's galleries, because it gives each of them a code that opens the others.
Restricting who on your team can see what
Users sets permissions per person. Assign users on an event gives someone access to that event rather than all of them.
Assign freelance staff to the single event they are working. It is quicker than adjusting permissions, and it ends naturally when you unassign them.
What we do
Your data and images are kept private. We do not share or sell your information, and access is restricted to authorised users.
If a client's procurement process needs specific detail — encryption, hosting location, retention periods or certifications — contact us and we will provide it.
See also
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Security — passcodes and access
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Event Settings — the data retention settings
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Users — who can see what