GlassSuite Terms of Service

1. Who provides GlassSuite

GlassSuite is the service name of the operator identified above. These terms cover the use of the GlassSuite website, photographer workspaces, private client access and any enabled studio-listing tools. They do not make GlassSuite the photographer, a studio landlord or a party to a separate photography or studio-hire contract.

The service is available to creative businesses in different countries where its use is lawful. The features, currencies, storage and billing arrangements actually available are those shown in the product and your order. Worldwide availability does not mean that every local tax, currency, language or integration is supported.

A photographer accepting for a business must have authority to bind that business. A client uses the private access given by their photographer. The photographer-client agreement governs the shoot, image licence, charges and delivery obligations; these terms govern access to the platform.

2. Your agreement and its version

Read these terms and the Privacy notice before accepting. Acceptance requires an unticked-by-default checkbox and an explicit action. We record the accepted document version, its content hash, the authenticated account or studio-scoped client identity and the time of acceptance. A record of acceptance does not prove that an invoice was paid, a photography quote was accepted or a studio booking was confirmed.

You can read the current terms publicly and obtain a copy of an accepted version from your agreement history. Changes to the document or public operator details produce a new document hash. Previous snapshots and acceptance records are retained; accepting a later version does not rewrite an earlier one.

If these terms conflict with a separately agreed, written service order, that order prevails only for the relevant commercial details. No service order removes legal rights that cannot lawfully be excluded.

3. Accounts and private access

Photographer accounts are for people aged 18 or over who can enter a binding agreement. Supply accurate business and contact information, keep account credentials secure and tell us promptly about suspected unauthorised access. Do not share a photographer login between unrelated businesses or misrepresent an administrator, photographer, client or studio owner.

Private client links and sign-in cookies grant access to the intended client record. Keep those links private and use a shared device carefully. Remember me is optional; it does not override expiry, revocation, suspension or other server access checks. Signing out of a private portal ends that device session without making the original photographer-issued link public.

A parent or guardian must manage access on behalf of a child who cannot enter the agreement themselves. Photographers remain responsible for appropriate permissions and safeguards when processing photographs or other information about children.

The operator may provide authorised support access. Support visits remain attributable to the administrator and are subject to access controls and audit. A read-only support view cannot accept terms on behalf of the photographer.

4. The service and feature availability

GlassSuite brings supported gallery, client, calendar and business-administration tools into one workspace. Use only the functions actually made available. A roadmap, suggestion, estimate or demonstration is not a promise that a future feature will be delivered on a particular date.

We will provide the service with reasonable care and skill. We may maintain, repair and improve it, and will seek to minimise unnecessary disruption. Performance depends on factors including file size, queued processing, available capacity and internet connections. Upload speed, remaining time, travel estimates and server statistics are estimates or diagnostics, not delivery guarantees.

Uploads are complete only after server confirmation. A progress display, an opened download link or a transfer counter is not proof that every file was received. Check important uploads and downloads, and report failures with enough information for us to investigate.

5. Plans, charges and billing

Your current plan and effective allowance are shown in the account. The Free workspace includes 100 MB of storage, meaning 104,857,600 bytes, subject to the displayed client and gallery limits. An explicit administrator-approved override may change the effective allowance. Storage is finite; unused promises of capacity are not an unlimited backup service.

A trial or early-access assignment is not proof of a paid subscription. Manual plan assignment, a saved payment forecast or an invoice draft does not automatically charge a card, start a trial clock or create an automatic renewal. We will state any paid order, its price, taxes, billing period, renewal conditions and cancellation method before you agree to it.

If recurring billing is enabled in a future order, its renewal and cancellation arrangements must be disclosed and expressly agreed. We do not obtain consent to unspecified future charges through this terms checkbox. Any price change applies prospectively with the notice required by law and the relevant order.

Where applicable, consumer cancellation, refund and service-quality rights are preserved. No description of a payment as a deposit, annual payment or non-refundable fee overrides rights that cannot lawfully be excluded.

6. Consumer rights

Photographers purchasing software mainly for their trade or profession will normally be business customers. If you contract with the operator as a consumer, the mandatory protections of the law applicable to you remain in force, including rights relating to reasonable care and skill, accurate information, remedies and fair terms.

Where a UK distance-contract cancellation right applies, the usual cancellation period is 14 days from the relevant contract date for services or digital content, subject to the legal rules and exceptions. We will provide the required information and a durable confirmation for any relevant paid order. Contact the operator to exercise a cancellation right; using a specific app form is not the only valid way to do so.

A general acceptance of these terms does not request immediate performance during a cooling-off period and does not waive a right to cancel. Any legally required request to start a service early, or consent and acknowledgement for immediate digital-content supply, must be obtained separately for the relevant order. Merely opening a client portal is not a blanket waiver of your rights against your photographer.

7. Your photographs, files and rights

You or your licensors retain ownership of the content you upload. Upload only material you are entitled to use and share, and make sure the necessary copyright permissions, image licences, data-protection arrangements and other rights are in place.

You grant the operator a limited, non-exclusive permission to store, process, create viewing versions of, transmit, export and otherwise handle your content to provide and secure the service, carry out your instructions and meet legal obligations. This permission does not authorise selling your photographs, advertising with private client images or using private content to train a general-purpose AI model.

A client’s rights to download, print, publish or use an image are determined by the photographer’s licence and permissions. Platform availability or a download button does not transfer copyright. Do not remove a watermark or use restricted material in a way that breaches those rights.

Viewing previews may be resized or watermarked. A preview is not an original. No browser feature can guarantee that a visible image will never be captured in a screenshot. Keep independent copies of important originals and do not treat the client gallery as your sole archive.

8. Acceptable use

Use the service lawfully and respect other people’s rights. Do not upload unlawful material, exploitative images, malware or content you are not authorised to process; impersonate someone; gain unauthorised access; publish private links without authority; disrupt the service; bypass storage or security controls; or use accounts for fraud.

Do not threaten, harass or abuse staff or other users. Genuine criticism, a complaint or a request for a correction is welcome. We may act proportionately against actual abuse, unlawful activity or a security risk, rather than remove lawful criticism merely because it is negative.

We may restrict or remove affected content where reasonably necessary to investigate a breach, protect users or comply with law. Where lawful and safe, we will explain the action and provide a way to contact us about a mistake. An urgent security restriction does not give us ownership of your content.

9. Your photography engagements

The photographer is responsible for their services, prices, availability, image licences, cancellation policy, complaints and representations to clients. The photographer must supply the separate engagement terms and any legally required consumer information. GlassSuite’s terms are not a replacement for that photography contract.

Saving a booking, issuing a quote, recording a payment or changing a workflow stage is an administrative action. It does not by itself prove the client’s agreement, payment clearance, legal compliance or performance of the shoot. Use the explicit confirmation and communication steps made available.

Dates, locations and route estimates should be checked before travel. Cancellation and rescheduling tools affect the records described in their review screens. Issued or paid financial records and actual mileage must not be treated as if they never happened merely because the shoot is cancelled.

10. Studio listings and hire between photographers

If studio-listing or hire tools are enabled, the listing owner supplies the premises or facilities and the hirer books with that owner. Unless a listing expressly states otherwise and the operator has agreed to act as provider, GlassSuite supplies the software and is not the owner, agent guaranteeing availability, landlord, insurer or supervisor of the premises.

Before confirming a hire, the parties must agree the location, dates and times, included space and equipment, price and taxes, payment and deposit arrangements, cancellation and rescheduling rules, permitted activities, access, insurance requirements and responsibility for damage or additional charges. A listing, saved request, availability estimate or app acceptance is not by itself a confirmed hire.

Listing owners must provide accurate information, have authority to offer the space and comply with applicable safety, accessibility and other obligations. Hirers must follow lawful agreed house rules and use the premises and equipment with appropriate care. Do not describe a facility as inspected, insured or verified unless that statement is accurate.

Claims about the premises, booking performance, cancellation, refunds or damage should first be raised with the relevant other party. The operator remains responsible for its own software service and its own acts or omissions. Separate mandatory consumer rights remain applicable where either party is legally a consumer.

11. Invoices, bookkeeping and mileage

You remain responsible for checking and maintaining your business records, tax treatment, rates, expense eligibility, invoices and legal retention obligations. Mileage allowances, route estimates and calculation tools assist record-keeping; they do not decide whether a journey or expense is deductible.

Do not assume that GlassSuite is approved accounting advice, an HMRC submission service or an implemented Making Tax Digital integration unless the specific function expressly says so and is actually enabled. A payment recorded manually is not proof that a third-party payment provider has settled funds.

Export and retain the records your business needs. UK self-employed and company record-retention requirements differ and may be extended in particular circumstances. Changing a storage allowance does not authorise automatic deletion of invoices, payments, expenses, actual mileage or other retained business records.

12. Storage limits and retention

The account shows your effective storage allowance and usage. Uploaded originals, generated viewing files and reserved or pending uploads may count toward storage. Limits are enforced on the server. Increasing a plan or changing an allowance does not automatically provide external cloud storage.

Existing files are retained when a plan or storage allowance is reduced, including a move to Free. New uploads are blocked while usage exceeds the effective allowance. You can export or deliberately remove content, or arrange an appropriate plan. Account age, a paid-period end or storage overage does not itself start automatic account or gallery-media removal.

An ordinary account on any plan, including a manually assigned or complimentary plan, may be permanently removed after twelve calendar months without a completed sign-in. GlassSuite queues an initial warning email and allows thirty complete days from that queued warning to sign in, with a final reminder seven days before removal. A completed sign-in cancels the pending inactivity removal. Administrator accounts are excluded. Where earlier sign-in history is unreliable, existing accounts start from a prospective tracking baseline; newer accounts without a completed sign-in use their recorded creation date. The thirty-day return period starts when the initial warning is queued. Failed, suppressed or unread email does not stop that clock or postpone removal. Safe-removal checks may still defer physical erasure.

A photographer may set a gallery expiry date and permanent-deletion instruction. The gallery becomes unavailable when it expires; its files are removed under that instruction when active transfers and recovery holds permit. Gallery expiry reminders are sent to the assigned client where configured and deliverable. Passwords and private links do not replace expiry or download permissions.

Gallery deletion into the Bin is recoverable until the gallery is permanently removed, including its displayed Bin cleanup period. Binned files still count toward storage until their bytes have been removed. Restoring a gallery does not reactivate revoked links.

An explicit file deletion, account deletion or permanent purge follows the scope and confirmation shown for that action. Keep independent copies of important originals and records, and verify your exports before requesting permanent removal.

13. Security, resilience and support

We use appropriate technical and organisational measures to protect the service, taking account of the nature and risks of processing. No internet service can promise absolute security, uninterrupted availability or recovery of every deleted file. This statement does not remove our duty to provide reasonable care and skill.

Use a strong, unique password, keep your devices secure and maintain independent copies of important files and business records. Report suspected loss or misuse promptly. We will investigate relevant incidents and make notifications required by applicable law.

The service may use configured hosting, storage, email, payment, routing and security suppliers. Their services may have separate terms. We will provide information about relevant suppliers and international transfers in the Privacy notice or through the operator, rather than claim an unverified hosting country or guarantee that no service logs exist.

14. Personal data and processing instructions

The Privacy notice explains the operator’s handling of account information, service communications, agreement records and security information. For client and business content uploaded by a photographer, the photographer will normally determine why and how that content is used and act as controller; the operator will normally process it on the photographer’s documented instructions to provide the service. Roles depend on the actual processing, not only on a label in these terms.

Your authorised use of the service and settings supplies processing instructions for hosting, preview generation, private sharing, exports, deletion and related administration. The processing lasts for the relevant service use and permitted retention. It may include contact information, photographs, invoices, expense and mileage records, notes and professional documents concerning clients, prospective clients and business contacts.

Where the operator acts as processor, it will handle personal data on the controller’s documented instructions, including relevant transfer instructions. If law requires other processing, it will inform the controller beforehand unless that law prohibits notice. Authorised personnel must be bound to appropriate confidentiality, and the operator will implement security measures appropriate to the risks and applicable legal requirements. It will tell the controller if it believes an instruction infringes applicable data-protection law.

Taking account of the nature of processing and the information available, the operator will assist the controller with individuals’ rights requests, security duties, personal-data breach obligations, impact assessments and any required consultation with a regulator. It will notify the controller without undue delay when it becomes aware of a personal-data breach and provide available information and cooperation needed for the controller’s response.

The controller gives general authorisation to use disclosed subprocessors necessary for the service, subject to notice of intended additions or replacements and a reasonable opportunity to raise a legitimate data-protection objection. The operator must impose equivalent required data-protection obligations on those subprocessors and remains responsible to the controller for their performance of those obligations. It must supply the actual supplier and location information before this arrangement is relied on for live processing; a draft or incomplete supplier list is not a verified compliance claim.

At the end of processing, the operator will return or delete the relevant processor-held personal data according to the controller’s choice, and delete existing copies unless law requires retention. Where immediate backup deletion is technically unavailable, affected copies must be restricted beyond ordinary use until replacement or deletion and must not be restored in disregard of an erasure instruction. The operator will make available the information needed to demonstrate compliance and allow and contribute to lawful audits and inspections by the controller or its authorised auditor, using proportionate arrangements that do not defeat those rights. The parties should agree any additional processing, security, transfer or audit requirements appropriate to their actual use.

15. Ending access and retention

You can ask to end the service, export your records and use the available account controls. The paid-order terms govern the billing effect of cancellation; deletion of an account is not automatically a cancellation request sent to every third-party supplier. Ask the operator if the relevant billing method is not available in the app.

Account deletion disables access while keeping the account recoverable until a separately reviewed permanent purge or the qualifying inactivity-removal process removes live account data in its stated scope. Account deletion does not start an automatic seven-day removal timer. The confirmation explains the removal scope. It does not pretend that independent backups, delivered emails, recipients’ downloads or another party’s records have all been erased.

We may suspend access for a material breach, non-payment under an agreed paid order, an urgent security risk or a legal obligation. We will act reasonably and provide an explanation or review route where lawful. Restoring an account does not reactivate revoked sessions or private client links.

After access ends, we may retain limited information where reasonably necessary for legal obligations, dispute handling, security and proof of agreements. We do not keep all private photographs indefinitely merely because some financial or legal records must be retained. The Privacy notice explains the retention approach.

16. Changes to terms

We may update the terms to reflect a genuine change in the service, law, security or commercial arrangements. Material changes will be presented clearly with reasonable advance notice where practicable; an urgent legal or security requirement may need a shorter notice period.

The new version and its hash will be shown before fresh acceptance. If you do not accept, you can contact the operator, export and download records where available and choose to stop using the changed service. We do not rely on a hidden edit or a pre-ticked checkbox as your agreement to a new price or materially different obligation.

17. Responsibility and liability

The operator is responsible for loss directly caused by its breach of these terms or failure to use reasonable care and skill, where that loss was reasonably foreseeable. Keep losses from getting worse where it is reasonable to do so. Business users should consider independent backups and appropriate insurance for their own work.

The operator does not take over an independent photographer’s obligations to their client or a studio owner’s obligations to their hirer. It is not responsible for a third party’s independent failure, inaccurate information you supply or problems outside its reasonable control, except to the extent that its own breach or act or omission contributes to the loss.

No term excludes or restricts liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, rights under applicable data-protection law, or any other liability that cannot lawfully be excluded or limited. Mandatory consumer service-quality, refund, remedy and fair-term rights take priority. Nothing in these terms makes the service “as is” so as to remove those rights.

Any separately negotiated business liability limit applies only if it is expressly agreed, lawful and reasonable in the relevant circumstances. These general terms do not invent a blanket zero-liability rule or an unspecified financial cap.

18. Questions, complaints and disputes

Contact the identified service operator with the account or booking reference, the problem, relevant dates and the outcome you seek. Do not include passwords or public copies of private client links. We will investigate service complaints and explain our response; the separate photographer or studio provider should address complaints about their own service.

English law governs the agreement with the operator, subject to any mandatory law that protects you. For business disputes, the courts of England and Wales have non-exclusive jurisdiction. If you are a consumer, this choice does not deprive you of mandatory protection in your home country or your right to bring proceedings in a court that the applicable law makes available to you.

If a provision cannot lawfully apply, the remaining terms continue so far as they can operate fairly. Any transfer of the service agreement or change of operator must respect your rights, the purpose of the contract and applicable data-protection duties. These terms do not remove rights or responsibilities arising from a separate binding agreement.