Effective Date: August 2026 · Governing Law: State of Florida
1. Introduction
Fox-Mar Studios, Inc. ("Fox-Mar Studios," "we," "our," or "us") is committed to protecting the privacy and security of data processed through the Photo Student Locator application, the Fox-Mar ID Kiosk application ("ID Kiosk"), and the Fox-Mar Studios School Photography Portal ("Portal"). This Privacy Policy describes how we collect, use, store, disclose, and protect information in connection with these services.
Schools authorize and configure use of these services for school photography and student identification purposes. Staff users should review this policy before configuring a device or supervising student use of the ID Kiosk.
2. Who May Use These Platforms
The Photo Student Locator and Portal are provided for authorized school staff members, including administrators, yearbook advisors, activities directors, teachers, and designated school personnel. Staff accounts may not be shared with students or the general public.
The ID Kiosk is different: it is configured by authorized staff and may be used by students only in a school-authorized, staff-supervised setting. Students do not create staff accounts or receive access to the Portal. The ID Kiosk limits each student to the steps needed to locate or create an approved record, capture or verify a portrait, select an ID card when applicable, complete an authorized payment when applicable, and submit a print request.
3. Our Role Under FERPA
Fox-Mar Studios acts as a "school official" with a "legitimate educational interest" under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, in its capacity as the school's contracted photographer. As a school official, Fox-Mar Studios operates under the direct control of the school with respect to the use and maintenance of education records.
Each school and its authorized staff members are responsible for authorizing and supervising use of the services, providing any notices or obtaining any permissions required by the school, and ensuring their use complies with FERPA, COPPA, and other applicable federal, state, and local privacy requirements.
4. Information We Collect and Process
User Account Information: When school staff members register for an account, we collect their name, professional email address, phone number, and job title. This information is used solely for authentication, authorization, and communication related to the platforms.
Student Data: Student data accessible through or uploaded to the platforms may include:
- Student names, grade levels, homeroom assignments, and teacher assignments
- Student ID numbers (primary and secondary)
- Student photographs
- Contact information (addresses, phone numbers, email addresses) when enabled by the school
- Parent and guardian names and contact information when enabled by the school
- Class schedules (period, term, course, teacher, building, room)
- Date of birth and gender when enabled by the school
Contact Field Visibility: Each school controls which student contact and demographic fields are accessible through the App and Portal. Fields that are not enabled by the school's administrator are not transmitted to or displayed on any device.
ID Kiosk Inputs and Device Data: Depending on the school configuration and kiosk mode, the ID Kiosk may process a student ID number, last name, first name, grade, student portrait, live verification photo, face-match result, kiosk identifier, device and app version, print-job details, and payment status or transaction reference. Creation of a new student record requires staff PIN approval.
Camera and Portrait Processing: The camera is used to capture a live image for identity verification or a portrait selected for the student's ID record. Verification-only images are not intentionally saved as the student's ID portrait. A photo selected as a replacement is uploaded to the Portal, checked for basic portrait quality, normalized for consistent ID-card framing, stored on the student record, and may be used to create or refresh a face template for future school-authorized matching.
Payments: When a school charges for an ID card, card entry and reader processing are handled by Square. Fox-Mar Studios receives payment status, amount, and transaction identifiers needed to complete, audit, or refund the transaction; the ID Kiosk and Portal do not receive or store the full payment-card number.
5. How We Use Information
All student data is used solely for the following legitimate school administrative purposes:
- School identification and student ID card production
- Yearbook photo captioning and identification assistance
- School safety identification
- Photography reporting and session management
- Award certificate generation
- Student roster management and lookup by authorized school staff
- Supervised identity verification, portrait replacement, payment, and ID-card printing through the ID Kiosk
- Portrait quality checks and school-authorized face matching
Student data is never used for any commercial, marketing, advertising, or other purpose unrelated to the school's contracted photography services.
We do not sell, rent, license, or trade student data to any third party for any purpose.
6. Activity Logging and Audit Trail
For the protection of student privacy and to maintain accountability, all user activities within the App and Portal are logged, including but not limited to:
- User login events (date, time, IP address)
- Student record views — each time a user views a student's detail page
- Search queries — what search terms were used and how many results were returned
- Barcode scans — when a user scans a student ID and which student was matched
- Contact actions — when a user initiates a phone call, text message, or email to a student, parent, or guardian through the App
- Record modifications — when a user creates or edits a student record, including which fields were changed
- Photo uploads — when a user adds or replaces a student photograph
- ID Kiosk actions — lookup outcomes, staff approvals, photo quality or verification outcomes, payment references, and print-job status
Audit logs are maintained for compliance purposes and are available to school administrators and Fox-Mar Studios personnel. These logs help ensure that student data is accessed only for legitimate purposes and enable investigation of any unauthorized access.
7. Data Storage and Security
Data is hosted on secure cloud infrastructure (Railway) with managed PostgreSQL databases. All data in transit is encrypted via HTTPS/TLS. User passwords are stored using bcrypt one-way hashing and are never stored in plain text.
Authentication tokens used by the mobile App expire after 30 days, requiring re-authentication. On supported devices, the App offers biometric authentication (Face ID / Touch ID) as a convenience for returning users, with credentials stored in the device's encrypted secure storage.
Student photographs are stored on protected persistent storage and are accessible only to authenticated, authorized users with appropriate school and service permissions. Staff credentials and kiosk configuration values are stored using the device's secure credential storage where supported.
The ID Kiosk sends print jobs over the school's local network to the Fox-Mar Print Manager selected by staff. That school-controlled computer temporarily receives the ID-card document and limited job metadata needed to queue, monitor, retry, or cancel the print.
8. Data Retention and Deletion
Verification-only camera images are used for the active verification request and are cleared from the kiosk session when the flow ends. Student photographs selected for the student record and associated face-template data remain available for the school's photography and identification services. Student photographs and associated data are commonly refreshed when updated portraits are uploaded. Fox-Mar Studios will delete student photographs and any biometric portrait-reference data used for student matching within ninety (90) days of contract termination with a school, subject to any preservation required by law or an unresolved security, payment, or support matter.
User accounts that are terminated (whether by the user's separation from employment, school contract expiration, or administrative action) are deactivated. Associated access permissions and audit logs are retained for compliance purposes.
9. Third-Party Services
The platforms integrate with the following third-party services necessary for operation:
- Railway — cloud hosting and database infrastructure
- Mailchimp Transactional (Mandrill) — email delivery for account verification and notifications
- Google reCAPTCHA — login security and bot prevention (Portal only)
- Twilio — SMS delivery for appointment reminders and two-factor authentication
- Apple Wallet / Google Wallet — digital student ID card delivery (when enabled)
- OpenAI — AI photo safety review for newly captured/uploaded student ID photos when a school enables Live Photo Safety
- Square — card-reader, manual card-entry, payment, and refund processing when a school enables paid ID cards
We do not share student data with any third party for marketing, advertising, or commercial purposes. Third-party services receive only the minimum data necessary for their specific function.
10. Children's Privacy (COPPA)
The Photo Student Locator and Portal are not directed to children, and only authorized adults may use staff accounts. The ID Kiosk may be operated by students, including students under 13, in a supervised school setting for the limited school photography and identification functions described in this policy.
The ID Kiosk may collect information entered directly by a student and a camera image captured during the supervised session. This processing is performed at the direction of the school; the ID Kiosk does not create a consumer account for the student, display behavioral advertising, or use student information for marketing.
11. Your Rights and Choices
As a registered user, you may:
- Update your account information through the Portal's profile page
- Request deactivation of your account by contacting your Fox-Mar Studios representative
- Contact your school's administration regarding the handling of student data under FERPA
- Request correction or deletion of eligible student information through the school or by contacting Fox-Mar Studios support
- Revoke camera, Bluetooth, or location permission in the device's system Settings; doing so may disable the related kiosk, camera, or payment feature
Parents and guardians with questions about their child's data should contact their school directly. Fox-Mar Studios processes student data at the direction of the school and defers to the school's policies regarding parental access to education records.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the effective date at the top of this page. Continued use of the App or Portal after any changes constitutes acceptance of the updated Privacy Policy.
13. Contact Information
For questions regarding this Privacy Policy, data practices, or to exercise your rights, please contact:
Fox-Mar Studios, Inc.
Email: support@foxmar.com
Web: portal.foxmar.com
You may also contact your school's designated Fox-Mar Studios representative through the contact information provided in the Portal.