Privacy policy

Effective date: October 2, 2026

Stillbrook Portraits is run by Stillbrook Portraits LLC, a Wyoming limited liability company ("we", "us", "our"). This policy explains what we collect when you use stillbrookportraits.com, our Etsy shop, our emails and our preview tool, why we collect it, who helps us process it, how long we keep it, and how to ask us to delete it.

The short version: your photo is used only to make your portrait.

Contents

1. The short version, as shown at upload
2. What we collect
3. How we use it
4. Who helps us (our processors)
5. How long we keep things
6. Deleting your data
7. Cookies, pixels and marketing choices
8. Children
9. Your rights
10. Security
11. Changes
12. Contact

1. The short version, as shown at upload

Your photo is used only to make your portrait. It is processed by Google's Gemini API on a paid plan, which does not use it to train models. Previews you don't order are deleted after 30 days.

2. What we collect

Photos you upload. The photo or photos of your pet (up to 3 per portrait), plus anything else that happens to be in them. We remove location data (GPS) from the copy we work with.

What you tell us about the portrait. Your pet's name, the style you pick, whether it is a memorial portrait, memorial text such as a name and dates, answers about coat colors for black and white photos, and any refine note you leave.

Your email address. We ask for it to send your free preview and a few follow-up emails about it, which can include an offer on your portrait. You can unsubscribe from them at any time. If you also choose to get our offers and new styles, we add you to our marketing emails. That choice is never pre-selected.

Order details. When you buy, Shopify collects your name, shipping address, email, phone number if you give one, and what you ordered. Payment card details are handled by Shopify Payments or PayPal. We never see or store your full card number.

Your approval record. When you approve a preview for printing, we keep a record of that approval: the time, the preview you approved (and a fingerprint of the image file), the approval wording you agreed to, your email, and the IP address and browser type used. We keep this so we print exactly what you approved and so we can show it if a payment is ever disputed.

Device and usage data. To stop abuse of the free preview, we count previews per device and per internet connection. We store a random device ID in your browser and a scrambled (hashed) version of your IP address, not the address itself. We also use Cloudflare Turnstile, a privacy-friendly check that you are a person and not a bot.

Messages you send us. Emails to hello@stillbrookportraits.com and chat messages through Shopify Inbox.

Cookies and pixels. See section 7.

3. How we use it

To make your preview and your portrait, and to show them to you.
To email you your preview, your order updates, your proof if you asked for changes, your digital file and delivery news.
To print and ship your order through our print partner.
To answer your questions and handle remakes, replacements and refunds.
To prevent fraud and abuse of the free preview.
To send a few follow-up emails about your preview, which can include an offer on your portrait. Other marketing emails only if you opted in or you are a customer. Never after you unsubscribe.
To understand, in total, how our site and ads perform.

We do not sell your personal information. We do not use your photos to train AI models, and we do not let our processors do so.

People in your photos. Photos sometimes include people, like a child hugging the dog. We do not analyze faces or identify anyone. The image is used only to make your portrait, and our preview process is set up to leave people out of the finished portrait.

Using your portrait in our marketing. We never show your photo or your portrait in ads, on social media or on our site unless you say yes with a separate, optional checkbox or reply. You can take that permission back at any time by emailing us, and we will stop using it in new material.

4. Who helps us (our processors)

We share only what each company needs to do its job for us.

Company	What they do for us	What they receive
Google (Gemini API, paid plan)	Creates the portrait illustration from your photo	Your photo and a text description of the portrait. On the paid plan, Google does not use this to train its models
Cloudflare	Hosts our preview tool, stores photos and previews, bot protection (Turnstile)	Photos, previews, device ID, hashed IP
Shopify	Runs our store, checkout, gift cards and order emails	Order, contact and payment details
Shopify Payments and PayPal	Take your payment	Payment details
Printful	Prints and ships your portrait from its North American facilities (US or Mexico)	The print file, your name and shipping address
Klaviyo	Sends our emails	Your email, pet name, preview links and order events
Meta (Facebook and Instagram pixel and Conversions API)	Measures our ads and helps show them to people likely to be interested	Browsing and purchase events from our site, plus your email, phone number and address in hashed (scrambled) form, as described in section 7
Pinterest (Pinterest tag and Conversions API)	Measures our Pinterest ads and helps show our pins to people likely to be interested	Browsing and purchase events from our site, plus your email address and other contact details in hashed (scrambled) form, as described in section 7
Google (Analytics, Google Ads and Merchant Center)	Measures visits and ad performance, and lists our products on Google	Browsing and purchase events from our site; for Google Ads enhanced conversions, your email address and other contact details in hashed (scrambled) form
Microsoft (Clarity)	Shows us, without your name, how visitors move through our pages (clicks, scrolling, anonymous session replays and heatmaps), so we can fix what is confusing	How you use our pages, your device and browser type and approximate location; text you type into the page is hidden before it is sent
Etsy	Runs our Etsy shop, if you buy there	Etsy's own privacy policy applies to your Etsy account
GoAffPro	Tracks partner and affiliate referral codes	The order total and the code used

5. How long we keep things

What	How long
Photos and previews if you don't order	Deleted automatically after 30 days
Your original photos if you order	190 days after your order, to help with your order and any payment dispute
Your finished portrait files if you order	380 days after your order, so we can reprint or remake it for you
Your approval record and order records	As long as the law, our payment processors or tax rules require
Email marketing profile	Until you unsubscribe and ask us to delete it

6. Deleting your data

Email hello@stillbrookportraits.com from the address you used and say "please delete my photos".

If you haven't ordered, we delete your photos, previews and preview history.
If you have ordered, we delete everything we can. We keep order records and the approval record for as long as the law or our payment processors require, and then they are deleted on the schedule above.

We will confirm by email when it's done, usually within 7 days.

7. Cookies, pixels and marketing choices

We use cookies and similar tools to keep your cart working, remember your preview session, protect the preview tool from bots, and measure our ads. Our Meta pixel sends events such as page views, add to cart and purchase to Meta so we can see which ads work. Our store also sends the same events to Meta directly from its server (Meta's Conversions API), together with your email address, phone number and address in hashed (scrambled) form, so Meta can match a visit or purchase to an ad. Meta may use this to measure and improve ads, including the ads it shows you. You can limit this through your browser settings, your Facebook ad preferences and the "Your activity off Meta technologies" setting in your Facebook account, or by using a browser that blocks third-party tracking. We do the same with Pinterest (the Pinterest tag and Pinterest's Conversions API), which you can limit in your Pinterest privacy and data settings, and with Google (Google Analytics and Google Ads, including enhanced conversions), which you can limit at myadcenter.google.com or with the Google Analytics opt-out browser add-on. We also use Microsoft Clarity to see, without your name, how visitors use our pages (where they click and scroll, and anonymous replays of visits) so we can make the site easier to use; text you type is hidden before anything is sent, and Clarity does not run if your browser sends a Global Privacy Control signal.

Marketing emails: every marketing email has an unsubscribe link. Unsubscribing does not stop emails you need about an order you placed.

8. Children

Our store is for adults. We don't knowingly collect personal information from children under 13. If you think a child has sent us information, email us and we will delete it.

9. Your rights

Depending on the US state you live in, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, and to opt out of targeted advertising or "sharing" for advertising. You can use any of these rights by emailing hello@stillbrookportraits.com. We will not treat you differently for using them. We may need to confirm your identity, usually by replying from the email on your order. You can also use an authorized agent.

10. Security

Photos and previews are stored in private storage. Preview links are signed and hard to guess. Payment is handled by Shopify and PayPal. No system is perfectly secure, but we limit who can see your data to what's needed to make and ship your portrait.