Privacy Policy for Pro Studio Software, Inc.

Effective / Last Updated: September 10, 2026

For ProStudioSoftware.com, ProSelect, ProCapture Backup, support, training, and related Pro Studio Software services

This Privacy Policy explains how Pro Studio Software, Inc. ("Pro Studio Software," "we," "our," or "us") collects, uses, discloses, retains, and protects personal information in connection with our websites, software, customer accounts, support services, training and mentor services, AI-assisted help, and related business activities. SendMyRooms is covered by a separate privacy policy.

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1. Scope

This Policy applies to personal information processed by Pro Studio Software through ProStudioSoftware.com and other Pro Studio Software websites, ProSelect, ProCapture Backup, our account and billing systems, customer support, mentor and training services, online help resources, Probot™, and related communications and services. It also applies to Probot™ when it is provided through our software applications or websites, including future Pro Studio Software products or services in which Probot™ may be incorporated. It does not replace privacy policies provided for services that have their own policy, including SendMyRooms.

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2. Information We Collect

Account, Contact, and Transaction Information

• Name, business name, email address, telephone number, and other contact information.
• Account identifiers, login credentials, subscription information, software activation records (including IP addresses associated with activations), licensing information, and account status.
• Billing, purchase, invoice, payment-status, and transaction information. Payment card processing may be performed by a payment processor rather than stored directly by Pro Studio Software.
• Information needed for fraud prevention, account integrity, trial-abuse prevention, licensing, and enforcement of our terms.

Website and Technical Information

When you visit our websites, ordinary web-server technologies may automatically record information such as IP address, date and time of access, requested pages or files, browser or device information, and related technical data. These records may be collected even if you do not create an account. Ordinary PHP/Apache access logs containing IP-address information are generally retained for approximately one month. We do not maintain a separate login-history or failed-login-attempt log apart from ordinary server logging. Separately, when Pro Studio Software software is activated, we record the IP address associated with that activation and maintain it as part of our activation and licensing records, including for license-compliance purposes.

Support and Communications

We collect information you provide through support tickets, email, forms, account communications, mentor sessions, training, and other interactions with us. Support materials may include screenshots, software files, albums, database or configuration files, XML files, images, logs, or other materials you choose to provide for troubleshooting or assistance.

Application Usage and Analytics

ProSelect may collect limited non-content usage, diagnostic, licensing, and performance information to support product development, stability, licensing compliance, and support. This may include counts or measurements related to albums, images, products, orders, rooms, slideshows, file size, music downloads or usage, and general application activity. This information is not intended to collect the content of customer images, audio, project files, or client names. ProCapture Backup does not collect or transmit application usage or analytics data.

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3. Cookies and Similar Technologies

We use first-party cookies and similar technologies for essential website functions, account access, session management, shopping-cart functions, preferences, referral or affiliate attribution, analytics, and related business purposes. We describe these technologies by function rather than maintaining a cookie-by-cookie inventory in this Policy.

Category	Current Practice
Persistent login	A persistent auto-login cookie may remain for up to 365 days and is re-issued when a user logs in.
Affiliate / referral	Affiliate attribution may be retained for up to 60 days and referrer attribution for up to 45 days.
General website session	A general session may time out after approximately 1,440 seconds (24 minutes).
Shopping cart	Basket or shopping-cart information is generally retained for approximately two days.
Analytics / marketing	We may use analytics and marketing technologies to understand website use, measure campaigns, and improve our services. Available browser or consent controls may be used where applicable.

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4. How We Use Personal Information

• Provide, operate, maintain, and improve our products and services.
• Create and manage customer accounts, subscriptions, trials, software activation, and licensing.
• Process purchases, billing, invoices, taxes, and related financial records.
• Provide customer support, troubleshooting, mentor services, training, and quality review.
• Communicate about service operations, account matters, security, releases, product updates, and other communications that are part of the business relationship.
• Send marketing communications where permitted and provide unsubscribe or preference controls as required.
• Analyze product and website use, diagnose problems, improve features and performance, and protect against fraud or misuse.
• Comply with legal obligations, maintain business records, resolve disputes, and enforce our agreements and policies.

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5. AI-Assisted Services and Probot™

Pro Studio Software uses AI service providers, including OpenAI and Anthropic, to support certain AI-assisted features and business workflows. Probot™ is an embedded, context-aware AI assistant available within ProSelect and ProCapture Backup and through Pro Studio Software websites. It may also be incorporated into other Pro Studio Software products or services developed in the future. Depending on where it is used, Probot™ can provide product assistance, account assistance, or information for prospective customers. Probot™ is cloud-backed and communicates with Pro Studio Software services and contracted AI providers through online services and APIs.

For product assistance, Probot™ may use retrieval-augmented generation (RAG) to retrieve relevant online help or documentation and generate answers grounded in those materials. When Probot™ is used inside a supported software application, the application may provide limited context such as the product area, screen, or workflow currently in use and limited status information about the current album, job, backup operation, or other relevant application state. When Probot™ is used through a Pro Studio Software website, it may use relevant website, account, or session context available to the service. This context helps Probot™ provide assistance that is appropriate to what the user is doing or asking about.

Probot™ records the text of the interaction and the limited contextual information associated with it. When used within ProSelect, Probot™ does not capture or transmit images from the open album or job, and it does not collect personal information contained in those images or project content for purposes of providing contextual assistance. Normal online server and access logging may also apply to Probot™ communications as described elsewhere in this Policy.

Probot™ conversations may be associated with the user, account, or session, depending on where the service is used. Feedback such as thumbs-up or thumbs-down responses is tied to the relevant conversation and, where the conversation is associated with a user, therefore to that user. There is currently no defined retention period for Probot™ feedback. We may use Probot™ conversations, contextual information, and feedback for internal quality review, troubleshooting, and service improvement. Information may also be processed through Anthropic or another contracted AI provider as part of operating and improving Probot™. We do not authorize our third-party AI providers to use Probot™ content to train their general-purpose AI models.

AI Meeting and Note-Taking Tools

We may use automated transcription or AI-assisted note-taking tools for internal meetings and limited business purposes. These services may process meeting audio to create transcripts, summaries, or notes. Depending on the provider, source audio may be processed transiently while generated transcripts or notes are stored on our behalf. Our current use of Granola is limited to internal meetings, and we have directed that its setting allowing use of anonymized data for service improvement be disabled.

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6. Recorded Meetings, Mentor Sessions, and Support Sessions

Certain mentor, training, technical support, or screen-sharing sessions may be recorded or transcribed. Mentor-session attendees receive advance written notice that the session will be recorded. Mentor sessions record both audio and video, and the recording and transcript or notes are provided to the attendee for future reference. Recording or transcription is a required part of mentor sessions.

Mentor-session recordings or transcripts may also be used internally for training, quality review, or support. Access is limited to the mentor and support personnel involved. Attendees commonly use their own images during mentor sessions, which may incidentally display client images or limited client-identifying information.

Technical support or screen-sharing sessions are recorded or transcribed only in limited circumstances for internal support. Zoom provides a recording notification. In some cases, recording may be necessary to provide the requested support, and we may be unable to continue that form of support if recording is declined.

Zoom-hosted recordings are stored on Zoom servers and are automatically deleted after approximately 90 days. Local copies may occasionally be created for support or quality-review needs. Such local copies are typically deleted when the work is complete, although no formal local retention period is currently established. Recordings, transcripts, or screenshots may also be attached to a support ticket when useful for resolving or documenting an issue.

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7. Sharing and Service Providers

We do not sell, lease, or rent personal information, and we do not share customer personal information with third parties for their own independent marketing or advertising purposes.

We may disclose information to service providers that process information on our behalf or provide services needed to operate our business, such as payment processing, hosting, email delivery, analytics, customer support, meeting and communications services, fraud prevention, and AI processing. We may also provide information to a third-party product or fulfillment provider when you purchase a product or service that requires that provider to fulfill the transaction.

Third-party contractors and service providers are not provided unrestricted direct access to customer data. Access by Pro Studio Software personnel is generally limited to those who need the information for support, billing, account management, technical operations, or another specific business function.

We may also disclose information when required by law; to protect the rights, safety, property, or security of Pro Studio Software, our users, or others; to investigate misuse or fraud; or as part of a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction.

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8. Data Retention

We retain information for periods appropriate to the reason it was collected, our business and legal needs, and the operation and security of our services. Some categories have specific operational retention periods, while others do not have a fixed expiration.

• Ordinary website access logs containing IP addresses are generally retained for approximately one month.
• IP addresses recorded in connection with software activations are maintained separately as part of activation and licensing records and may be retained longer than ordinary website access logs for license compliance and related account, security, and business purposes.
• Zoom-hosted recordings are automatically deleted after approximately 90 days.
• Support-ticket conversation text is maintained as part of support history with no defined expiration. Attachments may be retained or may be removed as part of health checks, maintenance, or operational cleanup.
• Local copies of recordings or transcripts created for support or quality review are typically deleted when no longer needed, but no formal retention period currently applies.
• Probot™ feedback has no defined retention period and is associated with the relevant conversation and user.
• Billing, accounting, tax, transaction, and other records may be retained as required for legal, financial, tax, fraud-prevention, dispute-resolution, or legitimate business purposes.
• Certain account or trial history may be retained without a fixed expiration when reasonably necessary to prevent trial abuse, fraud, or misuse and to maintain business records.

A request to delete personal information therefore may not result in deletion of an entire account or every associated record. Information may be retained where permitted or required for the purposes described above.

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9. Data Security

We use administrative, technical, and organizational safeguards designed to protect personal information. Current safeguards include multi-factor authentication, role-based access controls, encryption in transit and at rest, regular backups, and restricted administrative access. Customer data management and related security controls are overseen internally by our CTO, and access is limited according to business need. Security reviews are performed internally as needed.

No electronic system can be guaranteed to be completely secure. If a suspected security incident may involve customer personal information, it is handled by our CEO and/or CTO, with outside legal counsel or other specialists consulted when appropriate to determine required response and notification obligations.

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10. Your Privacy Choices and Rights

Depending on where you live, applicable law may provide rights regarding your personal information, which can include access, correction, deletion, portability, restriction, objection, or appeal rights. Requests are handled case by case and may require reasonable verification of the requester's identity and authority.

You may submit a privacy request through Pro Studio Software Support. We may decline or limit a request where permitted or required by law, including when information must be retained for billing, tax, accounting, fraud-prevention, security, contractual, legal, or other legitimate business purposes.

You may unsubscribe from marketing communications using the unsubscribe method provided in the communication. Account, service, security, release, and product-update communications that are part of an existing business relationship may still be sent when appropriate.

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11. International Processing

Pro Studio Software is based in the United States and uses service providers that may process information in the United States and other countries. If personal information is transferred from a jurisdiction that requires transfer safeguards, we use appropriate contractual or legal mechanisms where required.

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12. Children's Privacy

Our products and services are intended for professional and business users and are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we learn that such information was collected in circumstances where it should not have been, we will take appropriate steps to delete it.

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13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, business practices, or legal requirements. We will post the updated Policy and revise the effective or last-updated date. Material changes may also be communicated through appropriate account, website, product, or email channels.

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14. Contact Us

Privacy questions or requests may be submitted through Pro Studio Software Support.

Pro Studio Software, Inc.
5459 River Bend Circle
Grand Ledge, MI 48837
United States
517-579-4885