Phase One Visuals (“Company,” “we,” “us,” “our”) is a professional real estate and construction media provider based in Hopewell, New Jersey. We are the “data controller” for the personal data described in this policy under the EU General Data Protection Regulation (GDPR) and UK GDPR.
You can contact us at:
Email: info@phaseonevisuals.com
Address: Hopewell, NJ 08525, United States
| Category | Examples | How Collected |
|---|---|---|
| Contact Data | Full name, email address, phone number, company name | Booking form, construction inquiry form |
| Project Data | Property address / project location, project type, services requested, estimated timeline, visit count, project details | Booking form, construction inquiry form |
| Payment Data | Payment card details, billing address | Via Stripe (we do not store full card numbers) |
| Category | Examples | Source |
|---|---|---|
| Technical Data | IP address, browser type and version, device type, operating system, referring URL | GitHub Pages server logs (standard for any website) |
| Local Storage | Theme preference (light/dark mode), Firebase auth token (admin login only) | Stored on your device only; not transmitted to us |
| Incidental Visual Data | Due to the nature of real estate media, our photography and video may incidentally capture personal information present at the property (e.g., framed family photographs, license plates, or individuals in public view). | We do not actively extract, catalog, or use this information. We rely on the Client (per our Terms of Service) to prepare the property and secure necessary permissions prior to the shoot. |
We respect your privacy. We do not use non-essential tracking cookies, Google Analytics, Meta (Facebook) Pixels, or cross-site marketing trackers on our website. The only data stored on your device is your theme preference and, for administrative users only, an authentication token. You will not see a cookie consent banner on our site because we do not deploy tracking technologies that require one under GDPR or ePrivacy Directive.
We do not knowingly collect sensitive personal data (race, ethnicity, health information, biometric data, political opinions, religious beliefs, trade union membership, or sexual orientation). We do not collect government-issued identification numbers unless required for a specific transaction.
We use cookies and similar technologies to provide core website functionality, analyze site traffic, and improve your experience. By using our site, you consent to our use of cookies as described below.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential (theme preference) | Stores your light/dark mode preference so the site renders correctly on return visits | Persistent (localStorage) |
| Essential (authentication) | Firebase Auth token for admin panel access only; not used for public visitors | Session |
| Third-Party (Google Fonts) | Google Fonts may set cookies when loading web fonts; governed by Google's Privacy Policy | Varies |
We do not use cookies for cross-site tracking, behavioral advertising, or to build user profiles for sale. You can disable cookies through your browser settings, though some site features may not function properly. To learn more about managing cookies, visit allaboutcookies.org.
When you use our Client Hub order form at phaseonevisuals.com/hub/, we collect: your name, email address, phone number, property address, square footage, selected service packages and add-ons, order total, and payment information. This data is used solely to fulfill your service order, process payment, and deliver your completed media. Order data is stored in Google Firebase (Firestore) and retained for the duration of your client relationship plus 6 years for legal and accounting purposes.
Under the GDPR, we must have a valid legal basis for each processing activity. The table below sets out the purposes for which we process your data and the legal basis we rely on.
| Purpose | Data Categories | GDPR Legal Basis |
|---|---|---|
| Respond to inquiries, schedule shoots, and provide our media services | Contact Data, Project Data | Contractual necessity (Art. 6(1)(b)) |
| Process payments via Stripe | Payment Data | Contractual necessity (Art. 6(1)(b)) |
| Communicate about your booking, deliver completed media, and provide customer support | Contact Data, Project Data | Contractual necessity & legitimate interest (Art. 6(1)(f)) |
| Display completed media in our professional portfolio (unless an NDA is in effect) | Project Media, Property Address | Legitimate interest (Art. 6(1)(f)) — you may opt out |
| Comply with legal obligations (tax, accounting, law enforcement requests) | All categories | Legal obligation (Art. 6(1)(c)) |
| Protect our legal rights and prevent fraud | All categories | Legitimate interest (Art. 6(1)(f)) |
Where we rely on legitimate interest as our legal basis, you have the right to object to such processing at any time (see Section 7). We will cease processing unless we demonstrate compelling legitimate grounds that override your interests.
We reserve the right to use completed media in our professional portfolio, website, social media, and marketing materials. If you prefer that your project media not be displayed publicly, you may sign a Non-Disclosure Agreement (NDA) with us before the shoot, or notify us in writing at any time. We will remove portfolio media upon request within 30 days, subject to reasonable technical constraints.
We do not sell your personal data. We share data only with the service providers necessary to operate our business, all of whom are bound by data processing agreements and confidentiality obligations.
| Service Provider | Data Shared | Purpose | Privacy Policy |
|---|---|---|---|
| Google Firebase (Firestore, Auth, Storage) |
Contact Data, Project Data, Technical Data | Database hosting, user authentication, file storage for media delivery | Firebase Privacy |
| Stripe | Payment Data, Contact Data | Payment processing | Stripe Privacy |
| Google Fonts | IP address (transmitted on pageload) | Web font delivery | Google Privacy |
| Third-Party Photo Retouching / AI Processing Services | Project Media (images/video) | Digital cleanup, virtual staging, and image enhancement as requested by the Client | Subject to individual provider policies; we prioritize providers that do not use Client Media for AI model training |
When we deliver completed media to clients via our secure gallery system, the client's name, email address, and media files are stored in Firebase Storage and Firestore. We do not share client media with third parties except: (a) as directed by the client (e.g., sharing with a listing agent or property owner); (b) to our hosting and storage providers necessary for delivery; or (c) as required by law. Clients are responsible for maintaining the confidentiality of their gallery links. We are not responsible for unauthorized access resulting from the client sharing their gallery link with third parties.
We may also disclose data when required by law, court order, or government regulation, or to protect our legal rights, safety, or property.
Our business is based in the United States. Our service providers operate infrastructure globally. When your personal data is transferred from the European Economic Area (EEA), UK, or Switzerland to the US or other jurisdictions, we ensure appropriate safeguards are in place, including:
If you would like a copy of the relevant safeguards, contact us at info@phaseonevisuals.com.
| Data Category | Retention Period | Criteria |
|---|---|---|
| Inquiry and booking form submissions | 24 months after last communication | Re-engagement and customer service |
| Client account data (active relationships) | Duration of client relationship + 6 years | Legal and accounting requirements |
| Media files — hosted & deliverable | 180 days from delivery | Hosting guarantee; Client is responsible for permanent archival |
| Media files — portfolio use | Indefinite (unless NDA or opt-out) | Business promotion; subject to removal upon request |
| Payment records | 7 years | IRS and state tax record-keeping requirements |
After the applicable retention period, data is securely deleted or anonymized. Where deletion is not immediately technically feasible (e.g., backup archives), data is segregated from active systems and deleted according to standard backup rotation schedules.
If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have the following rights under the GDPR:
To exercise any of these rights: Contact us at info@phaseonevisuals.com. We will respond within 30 days. We may require proof of identity before fulfilling your request. Exercising your rights is free of charge; however, we may charge a reasonable fee for manifestly unfounded or excessive requests.
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), grants you the following rights:
Categories of personal information collected in the preceding 12 months: Identifiers (name, email, IP address), commercial information (services purchased), geolocation data (project address), professional/employment information (company name).
To exercise your California rights: Contact us at info@phaseonevisuals.com with the subject line “CCPA Request.” We will verify your identity and respond within 45 days. You may designate an authorized agent to submit a request on your behalf.
Under Nevada law (NRS 603A), Nevada residents who have purchased goods or services from us may opt out of the "sale" of "covered information" (name, address, email, phone number) for monetary consideration. As stated in Section 4, we do not sell personal information. If you are a Nevada resident and wish to exercise this right, contact us at info@phaseonevisuals.com with the subject line "Nevada Privacy Request."
Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from anyone under 16 years of age. If we learn that we have collected personal data from a child under 16 without verification of parental consent, we will delete that data promptly. If you believe we may have collected data from a child under 16, please contact us at info@phaseonevisuals.com.
We implement and maintain reasonable technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include:
No method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we follow industry best practices and continuously review our security posture.
In the event of a personal data breach that poses a risk to your rights and freedoms, we will:
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will:
Your continued use of our services after the effective date constitutes acceptance of the updated policy. If you do not agree with the changes, you must discontinue use of our services before the changes take effect. We maintain an archive of previous policy versions available upon request.
For privacy inquiries or to exercise your rights:
Email: info@phaseonevisuals.com
Postal: Phase One Visuals, Hopewell, NJ 08525, United States
EU/EEA residents: You have the right to lodge a complaint with your national data protection authority. The list of EU data protection authorities is maintained by the European Data Protection Board at edpb.europa.eu.
UK residents: You may lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
Also review our Terms of Service.