Who we are
Pic Ops operates Pic Ops, an invite-only workspace for photography studios at picops.ithubs.org. This policy covers the website and studio application.
For privacy questions or data requests, contact ov@generationix.net. Studios decide how to use their customers’ information and are responsible for their own customer privacy notices. If you are a studio’s customer, contact that studio first; we can assist with requests concerning data held in Pic Ops.
Information we process
- Account and studio information: your sign-in email, account identifier, invitation status, studio name, signature, and preferences. Google sign-in may also provide profile information to our authentication provider.
- Connected Gmail information: mailbox address, message and thread identifiers, headers, sender and recipient details, subject lines, message text, timestamps, and sent replies. The app identifies attachments for human review; it does not download attachment files for AI classification.
- Studio records: client names, emails, phone numbers, conversation categories, approved templates, drafts, milestones, reminders, and contract or invoice text you create.
- Connection and technical information: encrypted Gmail refresh tokens, authentication cookies, scan and send status, and diagnostic information. Our infrastructure providers may record IP addresses, request times, and errors to operate and secure the service.
The public demo uses sample data and does not connect to your mailbox.
How we use it
We use this information to authenticate invited users, organize customer conversations, select approved replies, send messages you authorize, maintain client records, prepare documents and follow-ups, and operate reminders. We also use necessary technical information to troubleshoot failures and protect accounts.
Google sign-in and connecting Gmail are separate actions. After you grant Gmail access, manual and scheduled scans can read recent Inbox conversations. Auto-replies start off and send only when you enable them and an approved template matches. Complex or uncertain requests are routed for human review.
AI and Google data
When AI classification is enabled by the studio’s configuration, Pic Ops sends the email subject, message text, and approved templates to OpenAI. Text may contain personal information supplied in the conversation. The model returns a category, template match, explanation, and any explicitly supplied phone number. It does not compose the automatic reply.
Pic Ops does not use Gmail data to train general-purpose AI models, sell it, or use it for advertising. AI API requests disable response storage; this is not a promise of zero provider retention. Provider security and retention terms still apply.
Our handling of information obtained through Google APIs follows the Google API Services User Data Policy and the Google Workspace user data policy, including their Limited Use restrictions.
Access to Google data by service personnel is limited to circumstances permitted by those policies, such as your explicit permission to investigate a specific issue, security needs, or legal obligations.
Service providers
Pic Ops uses Supabase for authentication and database storage, Google for sign-in and Gmail, OpenAI for classification, and Hostinger for the production application infrastructure. When configured for sign-in delivery, Resend processes recipient addresses, authentication email content, and delivery information through Supabase’s email service. Customer replies are sent through the connected Gmail account.
Providers process information as needed to supply these services under their applicable terms. Processing may take place outside your country. Information may also be disclosed where required by law or needed to address fraud, abuse, or security incidents. Any transfer of Google data remains subject to Google’s Limited Use restrictions.
Retention and deletion
Studio records remain in the workspace while the account is active and until deletion is requested and completed. The current service does not automatically expire imported conversations. Disconnecting Gmail removes the stored connection and disables auto-replies, but does not erase previously imported conversations, client details, or documents.
To request deletion of your account or specific records, contact ov@generationix.net using your account email and describe the scope of your request. We may verify your identity first. Deletion from Pic Ops does not remove messages already delivered to recipients or copies in your own Gmail account.
Backups and provider logs may persist under the relevant provider’s retention arrangements. Necessary records may be retained for security, dispute resolution, or legal obligations; we will explain any applicable limits when handling your request.
Your controls and rights
You can edit client details and templates, turn off auto-replies, and disconnect Gmail in Connections. You can also revoke access in your Google account settings. A disconnect cannot recall a reply that has already been sent.
Depending on your location, you may have rights to access, correct, receive a copy of, delete, restrict, or object to processing of your information, withdraw consent, or complain to a data protection authority. Contact ov@generationix.net to exercise applicable rights or ask about the basis for processing your information.
Cookies and security
We use cookies needed for authentication and session security. The current application does not include advertising trackers or third-party analytics scripts. Blocking essential cookies may prevent sign-in.
Gmail refresh tokens are encrypted on the server, and studio access is restricted through authentication and database policies. No system can guarantee absolute security. Keep your login and connected accounts secure and report suspected unauthorized access promptly.
Children and updates
Pic Ops accounts are intended for adults operating photography businesses. Studios may serve families, but should enter only the customer information they are authorized to process and need for the job.
We may update this policy as the service changes. The date above identifies the latest version. Material changes will be brought to users’ attention, and additional consent will be requested where required before new uses of connected Google data.