Privacy Policy

Zansen Studio Oy
Business ID: 3630838-1
VAT ID: FI36308381
Sompasaarenlaituri 10, 00540 Helsinki, Finland
Email: studio@zansen.fi
Phone: +358 40 641 3053
Website: zansenstudio.com

The data controller decides on the purposes and means of processing personal data. All privacy-related contacts, requests and exercising of rights take place through the contact details above.

We process the following data, which the user provides or which accumulates through use of the service:

Account data

• Email address
• Password hash (never the plain-text password)
• Username, full name (optional)
• Avatar image (optional)
• User role or segment (e.g. private seller, real-estate agent, photographer) — optional, self-declared
• Account creation time and last sign-in

Sign-in with Google or Apple (optional)

Signing in with Google or Apple is optional — you can always use your email address and a password instead. If you choose Google or Apple, we receive the following from that service:

• Google: your Google account ID, your email address and whether Google has verified it, and — if your Google account has them — your name and a link to your profile picture. For a Google Workspace account we also receive your organisation’s domain.
• Apple: your Apple user ID and your email address. If you choose Apple’s “Hide My Email”, we receive a private relay address created by Apple (for example one ending in @privaterelay.appleid.com) instead, and Apple forwards the emails we send to it to your own address unless you turn forwarding off. Apple shares your name only the first time you sign in to Zansen Studio with Apple, and again if you stop using Sign in with Apple for Zansen Studio and later sign in with it again.
• For both: technical details of the sign-in, such as which service issued it.

We never receive your Google or Apple password. We use this data to create your account or sign you in, to connect the sign-in to an existing Zansen Studio account with the same verified email address, and — when your account is created through Google or Apple — to fill in the name in your profile, which you can change at any time. Your email address is then used like that of any other account, for example for service emails. We do not use your profile picture. The data is stored with your account by our authentication provider (see section 5) and kept for the same period as your other account data (see section 7). Legal basis: performance of a contract (GDPR Article 6(1)(b)).

Company data (optional, for B2B customers)

• Company name
• Business ID or equivalent company identifier
• Postal address, postcode, city, country

Team billing (business customers)

If a business uses Team billing (terms of service, Section 16), we also process the following data about the business (the “Organization”), its admins and the user accounts it has invited (“Members”):

• The Organization: company name, Business ID or VAT number, country, billing address, invoice email address, billing contact name, optional reference for its invoices, billing period, time zone, credit limit and billing status
• Admins and Members: the user account, role (owner, admin or member), email address, any monthly photo limit, any extra storage the Organization has chosen for the Member, and when the membership started and ended
• Invitations: the invited email address and role, the admin who sent it, and when it was added, sent, accepted, withdrawn or expired. The invitation link is stored only as a hash, which cannot be turned back into the link
• Usage billed to the Organization: for each submission, the Member, the Member’s email address and the gallery name at the time, the number of photos, the price and the date, and credits for photos that could not be processed
• Invoices to the Organization: the period, amounts, payment status and payment attempts. Each invoice lists every Member’s email address and number of photos
• The authorisation to charge the Organization’s card: which admin gave it, when, and the wording they accepted. The card itself is stored by our payment service provider as described below
• Requests for a higher credit limit: the admin who sent the request, when, the requested limit, the usage at that time and any message

Service usage data

• Original photographs uploaded by the user
• AI-finished images (the output of the service)
• Gallery names and creation times
• Image processing event logs
• Monthly usage and quotas
• Photo balance (photos you have bought or been credited and not yet used)
• Storage used, your storage allowance and the dates of any notices about exceeding it
• Watermark settings (logo, position, opacity)

Subscription and payment data

• Subscription status (trial / active / cancelled)
• Subscription period end date
• Customer and subscription identifiers at our payment service provider
• Photo purchases: number of photos, amount paid, time of purchase and the payment reference
• Storage plan: the subscription it is billed through and the storage it adds to your account
• We do not process payment card details ourselves — our payment service provider processes them as a separate data controller
• Saved cards: if you choose to save a card (when paying or in your profile), the payment service provider stores it. We never receive or store the full card number or security code — we keep only the provider’s references. From the provider we receive the card brand, the last 4 digits, the expiry date, the card's country and type, the wallet used (e.g. Apple Pay) and the billing details entered with the card (such as country and postal code); in your profile we show only the brand, the last 4 digits, the expiry date and the wallet
• You can remove saved cards at any time in Profile → Payment methods & receipts. The card paying an active storage plan can be replaced, but not removed while the plan runs. The card of a Team billing Organization can likewise be replaced, but not removed while it has unpaid invoices or usage not yet invoiced
• Your billing country and postal code or, if you have not entered an address, the IP address of the purchase, which we pass to the payment service provider to determine the applicable VAT; and, for each purchase, the country used for VAT, the VAT rate and the VAT amount, which we record for EU VAT reporting (One Stop Shop)

Technical data

• IP address (logs, abuse prevention)
• Browser type and operating system
• Sign-in cookies (keeping you signed in, see section 9)
• Sign-in and registration attempt log: a hashed record of the IP address and email address of each attempt, kept for at most 48 hours to limit abuse

We process personal data for the following purposes and on the following GDPR legal bases:

Most data is received directly from the user during registration and use of the service. In addition:

• Payment-related confirmations are received from our payment service provider (for example payment success, subscription status).
• If you sign in with Google or Apple, the details listed in section 2 are received from that service.
• If an Organization’s admin invites you to Team billing, we receive your email address from that admin. The Organization’s company details come from the admin who sets up Team billing.
• Technical log data accumulates automatically through server usage.

We do not sell or rent personal data to third parties. We use carefully selected service providers who process data on our behalf under a data processing agreement (DPA). They are listed below by category, with the country where they process the data and the safeguard used for any transfer outside the EU. We tell you which companies these are on request (GDPR Article 15), and business customers under the data processing addendum (terms of service, Section 13).

As sign-in providers, Google and Apple are not our processors. If you sign in with Google or Apple, each of them acts as an independent data controller for its own sign-in service (including Apple’s private email relay), and its own privacy policy applies to the data it processes: Google, Apple.

In addition, data may be disclosed to authorities where required by law.

Team billing: what the Organization sees

If you are a Member of an Organization that uses Team billing, its admins can see in the service your name (if you have added one to your profile) and email address, your role and any monthly photo limit, and, for photos billed to the Organization, the number of photos per gallery and day with the gallery name. Your email address and number of photos also appear on the Organization’s invoices. Admins never see your photos, your own purchases, your photo balance or any other details of your account. The invitation shows you this before you join.

The Organization uses this information as an independent data controller for its own purposes, such as checking and allocating its invoices. If you leave the Organization or delete your account, the usage billed to the Organization while you were a Member, including your email address, remains part of its billing records (section 7).

Some of our processors are located in the United States. Where the processor is certified under the EU–US Data Privacy Framework, the transfer is based on the European Commission’s adequacy decision (2023/1795); otherwise it is based on the Standard Contractual Clauses (SCC, 2021/914) approved by the European Commission. The basis used for each category is shown in section 5. In addition, we rely on the processors’ technical and organisational safeguards (including encryption at rest and in transit, access control and breach notification obligations).

Your photographs are stored in the EU (Ireland). During processing, however, an individual image is handled temporarily in the United States: our application servers, which decode and encode the photo, and the AI model provider run there. We do not store images permanently outside the EU. You can request a copy of the standard contractual clauses we rely on by writing to studio@zansen.fi.

Main principle: photos are retained for 30 days after delivery. If you add storage to your account, they are kept for as long as that storage is active and your photos fit within it. Under the 30-day rule, the removal date is shown in the delivery email and in the gallery. Photos you have downloaded to your own device are yours to keep. If your photos exceed your paid storage, we notify you; if they still exceed it 14 days later, we remove your oldest photos — only as many as needed to fit within your storage — and we email you a reminder at least two days before that. When the user account is deleted or access ends, the user’s material is removed from our systems.

The user may delete an individual gallery or their entire account at any time from the settings of the service. After account deletion, data is removed within 30 days with the exception of subscription and payment history and Team billing usage records and invoices, whose retention is based on the Finnish Accounting Act.

Under the EU General Data Protection Regulation you have the following rights:

Exercising your rights: send a request to studio@zansen.fi. We respond to your request within 30 days at the latest. We may ask for additional information to verify your identity.

Office of the Data Protection Ombudsman (Finland): tietosuoja.fi/en

Cookies in the browser

Without your consent we use only cookies that are strictly necessary for the service to function:

• Sign-in cookie — authentication token that keeps you signed in. Persists for up to 400 days; the period starts again whenever your sign-in is renewed, which happens automatically while you use the service. It is removed when you sign out.
• Sign-in security check — a one-time value that protects a sign-in from being intercepted (set by our authentication provider). It is set only when you start signing in with Google or Apple, create an account with your email address or request a password-reset link. It is removed once the sign-in, account confirmation or password reset has been completed in the same browser; otherwise it can remain until it expires after at most 400 days.
• Payment security — fraud prevention for payments, set by our payment service provider in the signed-in service. One cookie persists for 1 year, another for 30 minutes.
• Test sign-up invitation — set only when you start creating an account with Google or Apple from a test invitation link. It is removed when the sign-up is completed, and otherwise expires after 15 minutes.

The cookie policy lists these together with the small items we keep in your browser’s local storage (for example your cookie choice).

With your consent — asked in the cookie banner and changeable at any time on the cookie policy page — we also use Google Analytics 4 to compile statistics about how the site is used (pages viewed, visit duration, approximate region, browser and device type). Analytics never loads before you accept. Google Analytics stores a random identifier in a cookie in your browser (for up to two years) so that it can tell one visitor from another; this identifier is pseudonymous and is not linked to your account or email address. IP addresses are truncated before storage, and advertising and cross-device signals are disabled. Google keeps the event-level data for 14 months, after which only aggregated reports remain. The processor is Google Ireland Ltd (data may be transferred to Google LLC in the US under the EU–US Data Privacy Framework). Legal basis: consent (GDPR Article 6(1)(a)); withdrawing consent stops measurement immediately. We do not use marketing or advertising cookies.

Email delivery

We do not use open tracking (tracking pixels) or click tracking in our emails. Links in our messages point directly to our service.

Our email delivery provider reports technical delivery events for each message (for example whether it was sent, delivered or bounced) so that we can make sure transactional emails such as sign-in links and receipts reach you. Legal basis: performance of the contract (GDPR 6.1.b) and legitimate interest (6.1.f) in reliable delivery. The newsletter is sent only with your consent (6.1.a), which you give by ticking the newsletter box when you register or in your profile, and you can withdraw it there at any time.

We implement appropriate technical and organisational safeguards to protect personal data:

• Traffic between the browser and the server is encrypted (TLS 1.2+).
• Row-level access control in the database (Row Level Security) — a user only sees their own data. Team billing data is available only through our servers, which check the user’s role in the Organization on every request; an Organization’s admins see only the information described in section 5.
• Passwords are stored as cryptographic hashes, never in plain text.
• Payment card details are not stored on our own servers.
• Administrative access is restricted to personnel who need it to perform their duties.
• Zansen Studio has the right to view material stored in the service, such as uploaded and processed images, when this is necessary to provide and support the service. Such access is logged.
• In the event of a personal data breach we notify the supervisory authority within 72 hours of becoming aware of it, unless the breach is unlikely to result in a risk to anyone’s rights and freedoms, and we notify the affected data subjects without undue delay if the breach is likely to result in a high risk to them (GDPR Articles 33 and 34). We document every breach.

We use an AI image-processing model from a third-party provider (section 5) to process images, which is an action expressly requested by the user. We do not make automated decisions based on personal data that would have significant legal or similar effects on the user (GDPR 22).

We update this policy as needed in connection with changes in legislation, changes to the service offering or the introduction of new processors. We notify users of material changes by email at least 30 days before the change takes effect. The date of the latest update is shown at the top of this page.