Effective Date: February 27, 2026 · Last Updated: February 27, 2026
1. Who We Are
Photo Possible is a photo management and preservation business operated by Ty Thomas, a Certified Photo Manager, based in Madison, Wisconsin. We provide photo scanning, digital organizing, home movie digitization, and related preservation services to individuals, families, and organizations in the Madison and Dane County area.
Business Contact:
Photo Possible
Madison, WI
Email: hello@photopossible.com
Phone: (608) 590-6906
2. Information We Collect
Information You Provide Directly
When you contact us, book a discovery call, or engage our services, we may collect:
- Contact information: Name, email address, phone number, and mailing address
- Service details: Description of your project, collection size, and service preferences
- Payment information: Billing details processed through our secure payment provider (we do not store credit card numbers on our systems)
- Communications: Emails, phone call notes, and messages exchanged during the course of your project
Information Collected Automatically
When you visit our website, we may automatically collect:
- Device and browser information: Browser type, operating system, screen resolution
- Usage data: Pages visited, time spent on pages, referring website (only with your cookie consent)
- IP address: Used for approximate geographic location and security purposes
This data is only collected through cookies and analytics tools if you consent. See Section 5: Cookies for details and your choices.
Physical Media Entrusted to Us
When you engage our services, you may entrust us with physical media such as photographs, albums, negatives, slides, VHS tapes, and other materials. The handling of this media is covered in Section 6: Physical Media & Photo Handling.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Providing services: To complete your photo scanning, organizing, digitization, or other requested projects
- Communication: To respond to inquiries, schedule discovery calls, provide project updates, and deliver completed work
- Payment processing: To invoice and process payments for services rendered
- Website improvement: To understand how visitors use our website and improve the user experience (only with analytics consent)
- Legal compliance: To comply with applicable laws, regulations, and legal processes
We do not use your personal information for automated decision-making, profiling, or selling to third parties.
4. Information Sharing & Disclosure
We do not sell, rent, or trade your personal information to third parties. We may share limited information in the following circumstances:
- Service providers: We use trusted third-party tools to run our business (e.g., payment processing, email, scheduling, cloud storage). These providers only receive the minimum information necessary to perform their function and are bound by their own privacy policies.
- Projector streaming: If you opt for our Projector streaming service, your email address and video files are shared with Projector (projectorstream.com) to create and manage your account. Projector's privacy policy governs your data on their platform.
- Legal requirements: We may disclose information if required by law, regulation, court order, or governmental request.
- Business transfer: In the event of a business sale, merger, or transfer, client records may be transferred as part of the business assets. You would be notified of any such change.
5. Cookies & Tracking Technologies
Our website uses cookies — small text files stored on your device — to function properly and, with your consent, to understand how visitors use our site.
Cookie Categories
- Strictly Necessary Cookies: Required for the website to function (e.g., remembering your cookie consent preference). These cannot be disabled.
- Analytics Cookies: Help us understand how visitors interact with our website (e.g., which pages are visited most). We use Google Analytics for this purpose. These are only activated if you consent.
- Marketing Cookies: Used for advertising and remarketing purposes. We do not currently use marketing cookies, but this category is included for future transparency. These would only be activated with your consent.
Your Cookie Choices
When you first visit our website, you'll see a cookie consent banner that allows you to:
- Accept all cookies
- Accept only necessary cookies
- Customize your preferences by cookie category
You can change your cookie preferences at any time by clicking "Cookie Preferences" in the footer of any page. You can also clear cookies through your browser settings.
Do Not Track
We respect Do Not Track (DNT) browser signals. When DNT is enabled, we do not load analytics or marketing cookies regardless of prior consent.
6. Physical Media & Photo Handling
The security and privacy of your physical photos, videos, and media is our highest priority. As a Certified Photo Manager through The Photo Managers organization, we adhere to a strict code of ethics regarding client materials.
- Custody and care: Your physical media is stored securely in our workspace while in our possession. We maintain appropriate environmental controls to prevent damage.
- Confidentiality: We treat the contents of your photos and videos as strictly confidential. We do not share, publish, or use your personal media for any purpose other than completing your project — including marketing — without your explicit written consent.
- Return of originals: All physical originals are returned to you upon project completion unless you direct us otherwise.
- Digital copies: Digitized files are delivered to you and then deleted from our working systems within 30 days of project completion, unless you have engaged us for ongoing storage or management services.
- Backup responsibility: We strongly recommend maintaining your own backups. While we take every precaution, we are not a long-term storage facility for physical or digital media after project completion.
7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal information and media from unauthorized access, alteration, disclosure, or destruction. These include:
- Encrypted connections (HTTPS) for all website traffic
- Secure, password-protected systems for digital file handling
- Physical security measures for media in our possession
- Limited access — only Ty Thomas handles your materials directly
No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
8. Data Retention
- Contact information: Retained for as long as needed to provide services and maintain the client relationship. You may request deletion at any time.
- Project files (digital): Deleted from our working systems within 30 days of project delivery, unless otherwise agreed upon.
- Physical media: Returned to you upon project completion. We do not retain physical materials beyond the project timeline without your consent.
- Payment records: Retained for 7 years as required by tax and accounting regulations.
- Website analytics: Aggregated analytics data is retained for up to 26 months. Individual data points are not stored beyond this period.
9. Your Privacy Rights
Regardless of where you live, we believe you have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request that we correct inaccurate or incomplete information
- Deletion: Request that we delete your personal information (subject to legal retention requirements)
- Restriction: Request that we limit how we use your information
- Portability: Request your data in a commonly used, machine-readable format
- Objection: Object to processing of your information for specific purposes
- Withdraw consent: Withdraw previously given consent at any time
To exercise any of these rights, contact us at hello@photopossible.com or call (608) 590-6906. We will respond to your request within 30 days.
10. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
- Right to Know: You can request that we disclose the categories and specific pieces of personal information we have collected about you, the purposes for collection, and any third parties with whom we have shared it.
- Right to Delete: You can request deletion of your personal information, subject to certain exceptions.
- Right to Opt-Out of Sale: We do not sell personal information. If this changes, we will provide a clear opt-out mechanism.
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
- Right to Correct: You can request correction of inaccurate personal information.
- Right to Limit Use of Sensitive Information: You can request that we limit use of sensitive personal information to what is necessary for providing services.
To submit a CCPA/CPRA request, email hello@photopossible.com with the subject line "California Privacy Request." We will verify your identity before processing the request.
11. European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA) or the United Kingdom, you have rights under the General Data Protection Regulation (GDPR):
- All rights listed in Section 9 above apply to you under GDPR.
- Legal basis for processing: We process your data based on (a) your consent, (b) the necessity of performing a contract with you, or (c) our legitimate business interests, balanced against your rights.
- Data transfers: Your data is stored and processed in the United States. By using our services, you acknowledge this transfer. We implement reasonable safeguards to protect your data during transfer.
- Right to lodge a complaint: You have the right to lodge a complaint with your local data protection supervisory authority.
Our lawful basis for processing personal data is typically either (a) contractual necessity — we need your information to provide the services you've requested — or (b) consent, which you can withdraw at any time.
12. Children's Privacy
Our services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will promptly delete it.
Note: Our services frequently involve photos of children as part of family collections. These photos are treated with the same confidentiality and security as all client materials as described in Section 6.
13. Third-Party Services
We use the following third-party services in the course of operating our business and website. Each has its own privacy policy governing your data:
We encourage you to review the privacy policies of any third-party services with which you interact. We are not responsible for the privacy practices of these external services.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. For material changes, we will make reasonable efforts to notify you (e.g., via email or a prominent notice on our website).
Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.
If you have any questions about this Privacy Policy, your data, or your privacy rights, please contact us:
Photo Possible
Ty Thomas, Certified Photo Manager
Madison, WI
Email: hello@photopossible.com
Phone: (608) 590-6906
We aim to respond to all privacy-related inquiries within 30 days.