Icon Schools & Sports, Inc
Privacy Policy
Effective Date: July 1, 2018
At Icon Schools & Sports, our purpose is to build up and encourage people through photography. We are equally committed to respecting your privacy.
This Privacy Policy (“Policy”) explains how Icon Schools & Sports (“Icon Schools & Sports,” “we,” “our,” or “us”) collect and use personal information, and the choices you can make. This Policy applies to your use of iconschoolportraits.com and our other general audience websites, applications and services that link to this Policy. This Policy also addresses information we collect from you when you schedule an appointment to be photographed by Icon Schools & Sports at one of our photography studios or events, when you contact one of our customer service representatives, or when you respond to a survey or enter a contest or sweepstakes that we administer.
We encourage you to read this Privacy Policy in its entirety before using our services. By creating an online account, using our services, or making a purchase with any of our brands, you acknowledge that you have read and agree to this Privacy Policy.
If you are an educator, parent, or student, and Icon Schools & Sports is providing school photography services to your school or organization, please see our section titled For PreK-12 Educators and Parents. This section explains how Icon Schools & Sports collects and uses student information for Picture Day, as well as in connection with websites, applications and online services offered by Icon Schools & Sports for the use and benefit of the schools and school districts for their administrative and educational purposes.
What personal information do we collect? How do we use that information?
We collect various types of personal information when you register with any of our our websites, mobile sites or mobile applications (our “Sites and Apps”); purchase any products or services from us; schedule an appointment to be photographed; visit or are photographed at one of our offices, studios, or on-site photography locations; contact one of our customer service representatives; register for customer rewards programs; or complete a survey or enter a contest or sweepstakes that we sponsor. This information may be collected directly from you (for example, when you complete our forms or enter your information on our websites to make a purchase) or indirectly through your device or browser when you visit our Sites and Apps.
We use your information to fulfill product orders, to customize and improve the advertising and content you see, to offer suggestions for personalized products based on your content, to deliver marketing communications and promotional materials that you may be interested in, to contact you and provide customer service, to protect the security or integrity of our databases or websites, to detect and prevent fraud or illegal activity, to take precautions against liability, to detect and remediate violations of our Terms of Use or other misuse of our Sites and Apps, to develop and improve our products and services, and for internal operational purposes.
The following chart describes what categories of personal information we may collect, how we collect that information from you, the business purposes for which we generally use such information, and which types of trusted third-party service providers we may share that information with:
Click to View Information Use Chart
Social Media
If you log into your account with any of our brands through a social media site, we will also have access to certain information from that site, such as your name, account information and profile photo, in accordance with the site’s account verification procedures. Also, if you interact with content on our social media profiles (for example, if you “like” or share a post from one of our brand’s Facebook, Twitter, or Instagram accounts), those social media sites may share information about you with us, including your public profile, e-mail address and friend list. If you choose to “like” or share content, information about you may be publicly displayed on the social network, depending on your privacy settings. You should review the privacy policy of that social media site and check your privacy settings through that site. If you post information on a social media or another third-party service that references our brands or our products and services (e.g., via a Twitter hashtag), we may publish your post on our social media accounts or websites.
Information You Provide About Others
The content you choose to upload to our service, including your photos and the information you store in your address book, may include personal information of others. If you choose to share your photographs or other information with someone else through a feature we offer, we will use the personal information you provide (for example, the e-mail address of the recipient) to fulfill your request and for other purposes described in this Privacy Policy. Before you upload and/or share personal information of others through our service, please ensure that you have the consent of such persons to do so.
Other Information Contained in Your Photos
When you upload your photos to our platforms or give us permission to access the photos stored on your device, your photo content may also include related image information such as the time and the place your photo was taken, tags and similar information stored by your image capture device. For more information, see the section titled Your Photos, below.
Professional Photography by Icon Schools & Sports
Icon Schools & Sports provides professional photography services to businesses, places of worship, and other organizations across the United States. When an organization you (or your child) are affiliated with (for example, your child’s sports league, your university, your employer, or your place of worship) engages Icon Schools & Sports to photograph you (or your family members), that organization may provide basic roster information about the people who will be photographed to help us facilitate Picture Day and process and fulfill product orders. We limit the information we collect to only what is necessary for Picture Day and other related purposes authorized by your organization (such as creating a yearbook). We collect this basic information to match names to the pictures we take and for efficient distribution within the organization. We may also receive your email or mailing address in order to deliver Picture Day-related communications on behalf of your organization. In those cases, we do not retain or use your contact information for any other purpose unless you become our customer by purchasing our products, or if you opt in to receive updates and promotional offers from us.
We may also collect your information in order to incorporate it into other items that we are providing to your organization. For example, a church directory that we produce for your church may include your home address and other contact information. Your organization controls how much, or how little, information is used in producing these items, and your organization is solely responsible for obtaining any consents necessary for Icon Schools & Sports to provide its services and produce those items. If you have any questions about what information your organization shares with Icon Schools & Sports for Picture Day or for use in any products provided to your organization, please contact your organization directly.
If your child’s Pre K-12 school engages Icon Schools & Sports for school Picture Day, see the section titled For PreK-12 Educators & Parents for more information.
Cookies
We and our service providers collect information about how you use our services – for example what web or mobile pages you have viewed – to analyze trends, generate analytics, provide a better user experience, improve our products and services, detect and prevent fraud or security incidents and gather broad demographic information for aggregate use. Our Sites and Apps use pixel tags, web beacons, and similar tracking technologies (collectively referred to as “Cookies”) that are created when you use our online services and are stored on your computer or mobile device.
Cookies help us offer convenient features like storing the contents of your shopping cart until you are ready to check out, remembering your login and account settings, recognizing your browser when you visit, customizing your current and future visits, and providing you with information about products that interest you. Cookies help us personalize your experience and save time during checkout. We also use the information we collect to compile statistics about our visitors and their use of our site to monitor site traffic, develop marketing programs, and improve our website design and content.
We use the information collected by our third-party service providers using Cookies to analyze and track data, improve our services, determine the popularity of certain content, and better understand our users’ online activity. Our service providers may also show you advertisements for our products and services on other websites, and may combine this information with other information those service providers have gathered about your visits to those other websites so that the advertisements you receive are more likely to be of interest to you.
Other Sources
We may also obtain data that is publicly available or from third party sources, such as address verification services, to improve the accuracy of and add to what we know about our customers and prospective customers. We may combine this publicly available information with your personal information for the purposes described in this policy.
Employment
In addition to information collected from our customers, we and our service providers also collect certain information from candidates who apply for a job with Icon Schools & Sports to contact you about your application and evaluate your qualifications for the position, including your name, phone number, e-mail address, postal address, education information, and employment information.
How do we share your information with third parties?
We do not sell, license or share the personal information we collect with unaffiliated third parties for their marketing purposes. We may share personal information in the following situations.
Service Providers
We sometimes use third-party service providers to act on our behalf, for example to help us fulfill your product orders, process payments, enhance and personalize your shopping experience with us, or to deliver our advertisements. Our service providers may receive your name and contact information, payment information, photos and other content you upload to our Sites and Apps, information about purchases you’ve made, cookies and other device identifiers, IP address, and website browsing and interaction activity. These service providers are only allowed to use your information in connection with the specific service they provide on our behalf.
Partners and Affiliates
We share your information among our family of brands for purposes described in this Policy. This allows us to offer features such as the ability to use your Icon Schools & Sports account credentials across all of our Web properties and applications where available, and to seamlessly add your Icon Schools & Sports professional photos to your Icon account. If Icon Schools & Sports photographs you or your child pursuant to a contract with a school, church, business or other organization you are affiliated with, Icon Schools & Sports will share your information with that organization as necessary to fulfill its contractual obligations.
Law Enforcement, Mergers, and Other Situations
We may be required to share your personal information in other, limited circumstances. For example, we may be required to share certain information to respond to a subpoena or similar judicial process, to comply with state, federal or local laws, to protect the security or integrity of our databases or website, to take precautions against liability, in the event of a corporate reorganization or, to the extent required by law, to provide information to law enforcement agencies. Additionally, your information may be transferred to another organization if, for example, we transfer the ownership or operation of the Sites and Apps because we have merged with or have been acquired by another organization, or if we liquidate our assets. In those cases, the new company’s use of your information will still be subject to this Policy and the privacy preferences you have expressed to us.
We may also share Icon Schools & Sports school photographs with law enforcement in accordance with our child safety program.
Does our website collect information from children?
Our Sites and Apps are intended for use by general audiences and are not targeted directly at children. We will not knowingly collect personally identifiable information from children. If we become aware that a child under the age of 13 has provided personal information through our websites or apps, we will remove their personally identifiable information from our files. If a parent or guardian becomes aware that their child has provided such information through our websites or apps, the parent or guardian should contact us in writing at help@iconschoolportraits.com so we may respond appropriately.
What options do you have to limit our collection and use of your personal information?
You have choices about how your information is collected and used. You can notify us of your preferences when you create an account with us, and if you would like to review, correct or delete your account information on our Sites and Apps, you can do so by logging in to your account or by contacting us directly. There may be times when we are unable to fulfill your request – for example, if providing access to your personal information would reveal confidential commercial or proprietary information or personal information about someone else (and we cannot separate your data), if we are prohibited by law from disclosing the information, or if we have a legal obligation to retain certain data. We may require additional personal information from you for the purposes of verifying your identity and rights.
Opting out of Marketing Communications
If you no longer want to receive marketing communications from us, you can unsubscribe by following instructions contained in the messages you receive, by changing your marketing preferences through your Account Settings, or by contacting us through the Contact Us page. We reserve the right to send you certain communications relating to the services we provide, such as service announcements and administrative messages (for example, communications related to a pending order, an unresolved customer service issue, or a policy update). We do not offer you the ability to opt-out of receiving those communications.
Cookie Options
If you don’t want our Sites and Apps to collect information using Cookies, you can change your web browser settings to reject Cookies from the site or to alert you before a cookie is placed on your computer. Each browser is different, so you should check your browser’s “Help” menu to learn how to change your cookie preferences. Please note that cookie-based opt-outs only apply to the specific computer and browser on which the opt-out cookie is applied. If you accept a cookie, you can delete it at any time through your web browser. If you choose not to accept Cookies, though, you will not be able to enjoy all the features available to our registered users.
How do we keep your information secure?
Although no website, application, database or system is completely secure or “hacker proof,” we have safeguards in place to protect against unauthorized access and disclosures of the personal information we control, including technical, physical and administrative safeguards and security measures. Despite these measures, however, we cannot guarantee that our information security safeguards will never be compromised.
Our Sites and Apps may be linked on other websites or may contain links to other websites. Our Privacy Policy only applies to our Sites and Apps, and we are not responsible for the privacy practices, security standards, or content of other sites. You should check the privacy policies of those sites before providing your personal information to them. See our Terms of Use for additional information.
How do we make updates to this policy?
As we implement new technology and introduce new services or otherwise change our privacy practices, or in response to changes in applicable laws or regulations, we may modify this Policy and provide notice to you by posting updates on this page. Please check back periodically to view any updates. Changes to our Policy will become effective when posted. If we change this Privacy Policy in a material way, we will endeavor to promptly notify our customers. Your continued use of our websites, mobile applications and/or other services following such notice acknowledges your acceptance of such updated terms.
How can you contact us with questions about your privacy or this Policy?
For further information regarding this website privacy statement or related Icon Schools & Sports policies and procedures, please contact: help@iconschoolportraits.com.
Your Photos
Icon Schools & Sports
The photos and other content that you upload to your Icon Schools & Sports account (“Your Content”) may include personal information about you or others, and this section of our Privacy Center addresses frequently asked questions about Your Content.
Do you share the photos that I upload to Icon Schools & Sports?
At Icon Schools & Sports, we value the trust you place in us when you store Your Content on our platform, and we can assure you that we treat Your Content as private information that belongs to you. We share your photos only in the following circumstances:
If you ask us to. Enabling you to share your photos electronically is one of the key benefits we offer at Icon Schools & Sports. You are able to send an email invitation to your selected recipients, and then allow them to view, save, or purchase products from your pictures. This email invitation contains a link created specifically for your pictures. Similarly, if you choose to share your photo albums through Icon Schools & Sports Share Sites, you may invite recipients to participate in that site and those people will also have access to the photos on that Share Site.
Order fulfillment. In order to provide our service, the Icon Schools & Sports employees and agents who work to fulfill your order and service your account may see your Content in the course of performing their jobs. Similarly, if you order a product that includes Your Content, we may share Your Content with third party partners who help us fulfill your order. These parties are only allowed to use your photos to perform services for Icon Schools & Sports, though – they can’t use them for any other purpose.
Does Icon Schools & Sports use my photos in advertisements?
No, Icon Schools & Sports does not use your photos in our advertisements. Photos you upload to Icon Schools & Sports may be incorporated into product recommendations that appear on your Icon Schools & Sports homepage or in communications we send to you, but these photos aren’t used in public advertising, and only you will receive customized product recommendations made using your photos. You may opt out of receiving such communications from us and change your contact preferences within your account at any time.
Does Icon Schools & Sports collect information from my photos? If so, how do you use it?
What we collect. When you upload your photos to our platform or give us permission to access the photos stored on your device, your photo content may also include related image information such as the time and the place your photo was taken and similar “metadata” captured by your image capture device. If you wish to restrict the capture of image metadata in your individual photos, please adjust the settings on your image capture device.
How we use it We may analyze your photo content and metadata to help you tag and organize your photos and to make personalized product suggestions to you based on those photos, such as showing you how your pictures may look in a collage or other Icon Schools & Sports product. As you add new photos, we automatically associate similar faces, places and other image characteristics within your photo collection. We only use this feature to help you organize, tag and create personalized products from your own photos. We never attempt to determine whether any similar faces appear in photos uploaded by different Icon Schools & Sports users or otherwise identify the people in your photos. We do not sell or share this information with third parties. And we won’t suggest any tags for your own photos except the ones that you choose to create for your own face groups. You may disable this feature through your account settings at any time. If you do so, we will delete any facial grouping data associated with your photos and will not collect such information going forward.
How long does Icon Schools & Sports keep my photos? What are my options?
A key benefit of the Icon Schools & Sports offering is the preservation of all of your memories in one simple spot – for free. By default, Icon Schools & Sports will never delete your pictures, unless you instruct us to do so. As a Icon Schools & Sports account holder, you control what is retained in your account and how long your account remains active.
Icon Schools & Sports Professional Photography
The following frequently asked questions relate to Icon Schools & Sports professional photographs taken in portrait studios, schools, churches, businesses and other organizations that Icon Schools & Sports serves.
Not without permission of the photo subject. Icon Schools & Sports is proud of its work as a professional photographer, and from time to time we request permission from our customers to display their photos as samples of our work. Icon Schools & Sports does not use its customers’ photographs in marketing or advertising materials to third parties without first obtaining a photo release from the photo subject (or, in the case of a minor, the photo subject’s parent or legal representative).
Does Icon Schools & Sports share my child’s school photos with my child’s school?
Yes – schools and preschools across the United States and Canada entrust Icon Schools & Sports to photograph students and staff as part of the time-honored tradition of Picture Day. Icon Schools & Sports provides those photos to the school for use in the school yearbook, student IDs, classroom seating charts and other school-related purposes. Icon Schools & Sports also offers the photographs for purchase by parents.
How long does Icon Schools & Sports keep photos? What are my options?
When Icon Schools & Sports is engaged by a school or other organization as its official photographer, the photos we capture for that organization are deleted in the ordinary course of business within a reasonable time after we have fulfilled our contractual obligations.
If you wish, you can take steps to have your photos deleted from our systems earlier, by contacting us at (757) 392-1543. We may require certain information from you to validate your request before deletion. Please be aware, however, that Icon Schools & Sports may deny your request and retain your photos under certain limited circumstances – for example, if we have a contractual commitment to a school or other organization you are affiliated with (such as providing yearbook photos or the yearbook itself), if doing so would violate a law or court order, or if it would be unreasonably burdensome. Also, please be aware that, if you shared your photo with other purchasers, your photo deletion request will not affect any photos retained in others’ photo libraries or those purchasers’ archiving preferences.
Do I need a Icon Schools & Sports account to purchase school photos?
No. You may purchase traditional printed school photos from Icon Schools & Sports for delivery to you through your child’s school. However, if you purchase a digital image or are eligible to receive a digital image through a promotion or loyalty program, you will need an Icon Schools & Sports account to claim such digital images. As a part of the Icon Schools & Sports family of brands, Icon Schools & Sports delivers all digital images to customers via the iconschoolportraits.com secure photo platform.
For PreK-12 Educators and Parents
Since 2018, Icon Schools & Sports has been a trusted provider of school services, providing photography services to schools and families across the United States. Icon Schools & Sports photographs children by agreement with the schools we work with. We offer Picture Day products to the families of children we photograph while fulfilling a necessary role at no charge to the school.
In preparation for Picture Day, Icon Schools & Sports requires certain basic information from your child’s school record, such as name, grade and homeroom teacher name. Below are a number of Frequently Asked Questions (“FAQs”) regarding the basic information that Icon Schools & Sports needs in order to provide its photography services. These FAQs are intended to provide answers to questions that you may have about Icon Schools & Sports’s use of such information and to demonstrate Icon Schools & Sports’s commitment to your child’s privacy and security.
What student personal data does Icon Schools & Sports receive from schools?
The information we need for Picture Day depends upon the specific services and deliverables Icon Schools & Sports is providing your school. We limit the information we collect to only that which is necessary for Picture Day and related authorized school purposes. We collect the basic information in advance of Picture Day to match names to the pictures we take and for efficient distribution within the school. We may receive your email or mailing address in order to deliver Picture Day-related communications on behalf of the school. In such cases, we do not retain or use your contact information for any other purpose unless you opt in to receive updates and promotional offers from us.
In addition, the information may be incorporated into other items that we are providing to your school. For example, if Icon Schools & Sports is producing student ID cards, we need the student ID number to do the job. Our yearbook image product includes images of students sorted by name, grade and other classifying data per your school’s requirements. Schools ultimately decide how much, or how little, information is used in producing School Service Items. Icon Schools & Sports never has access to sensitive information, such as grades or attendance data, from your child’s record.
How does Icon Schools & Sports use the information it receives from schools?
As part of our agreement with your child’s school, Icon Schools & Sports provides various services that support the school’s administrative needs, which may include student ID cards for lunch, library and transportation purposes and digital images for the school to use for student recognition, awards, teacher tools, yearbooks, memory books and class composites. These services are provided throughout the school year. Icon Schools & Sports uses the basic information that it collects solely as necessary to produce such items for the school, to deliver Picture Day-related notices on behalf of your school, and to provide you opportunities to purchase your child’s school pictures.
Icon Schools & Sports does not sell, trade or share student data collected from your child’s school with third parties for their marketing purposes, nor do we use such data in ways that are unrelated to the purposes authorized by the school.
Icon Schools & Sports retains the basic information it collects from schools only as necessary and permissible to promote the sale of school pictures to parents, to retrieve the images to supply picture orders and to support the school for an approved administrative purpose. Once such data is no longer needed for such purposes, it is securely destroyed. While retained, it remains under Icon Schools & Sports’s control and treated as confidential information.
What are my options as a parent?
In its role as official school photographer, Icon Schools & Sports photographs all students who appear at the camera on Picture Day, and we rely on your child’s school or district to obtain any parental consents necessary for us to do the work they engaged us for. Our photographers reasonably presume that they are permitted to photograph each individual who appears at the camera for that purpose. If you are a parent who does not want your child to participate in your school’s Picture Day, you must pre-arrange with the school not to have your child photographed.
Icon Schools & Sports acknowledges its obligations as a service provider to your school for student and staff photography pursuant to the federal Family Educational Rights and Privacy Act (“FERPA”). Your school retains the authority to control Icon Schools & Sports’s use of the information it provides to Icon Schools & Sports and to require its return or destruction at any time. We will honor a parent’s image deletion request, subject to verification and authorization of the school when deletion would impact our ability to deliver an item or service requested by the school.
If you choose to purchase your child’s school photos from Icon Schools & Sports, the personal information you provide to us will be treated as customer information and used as described in our Privacy Policy. Unless purchased by a parent (or by someone with whom the parent has shared the photo), however, we retain school photos only as long as necessary to satisfy our obligations to the schools we serve.
Note to Schools and Parents about Icon Schools & Sports Pre K-12 Applications
Some Icon Schools & Sports-provided websites, applications and online services are designed for the use and benefit of the schools and school districts for administrative and educational purposes and used by or at the direction of teachers or other school or district employees (each a “Icon Schools & Sports K-12 Application”). Icon Schools & Sports Pre K-12 Applications include the Icon Schools & Sports Portal™ for school administrators and our Icon Schools & Sports Yearbooks applications and online tools.
With respect to Icon Schools & Sports Pre K-12 Applications, Icon Schools & Sports will:
not collect or use student personal data beyond what is needed for authorized school purposes;
not sell or rent student personal data;
not use or share student personal data for advertising or similar commercial purposes, such as behavioral targeting of advertisements to students;
not build a personal profile of a student, other than for supporting authorized educational or school purposes or as authorized by the parent, guardian, or student of appropriate age;
require that our vendors with whom student personal data is shared to deliver the school service, if any, are obligated to implement these same commitments for student personal data.
If you are an authorized user of an Icon Schools & Sports Pre K-12 Application, please refer to the Terms of Service linked to from that service or contact us through your Icon Schools & Sports school account representative for further information. A school, through its authorized representative, may elect to allow students to contribute to the school yearbook using a Icon Schools & Sports Yearbooks application. In accordance with the Federal Children's Online Privacy Protection Act of 1998 (COPPA, 15 U.S.C. § 6501 et seq.), we will never knowingly solicit, nor will we accept, personally identifiable information from users known to be under thirteen (13) years of age without the consent of their educational institution or the child’s parent or guardian.
