Client Media Privacy, Ownership & AI Use Policy
Preserving Your History With Privacy, Ownership & Respect
Digital Legacy Studios LLC is a professional archival digitization and preservation studio based in West Hartford, Connecticut. We recognize that photographs, home movies, family records, historical documents, and digital archives may contain deeply personal, sensitive, or irreplaceable information.
Our approach emphasizes responsible media handling, confidentiality, client ownership, transparency, and long-term digital preservation.
1. Client Media Ownership
Clients retain ownership of their original materials and associated intellectual property rights, subject to any rights held by other parties. Digitization services do not transfer ownership or grant Digital Legacy Studios unrestricted rights to reproduce, distribute, or exploit client materials.
2. In-House Archival Handling
Our core preservation workflows prioritize direct oversight, controlled handling, and careful management of original media. Any services requiring external vendors, specialized processing, or additional arrangements should be disclosed as part of the agreed project scope.
3. Confidentiality & Authorized Access
Client materials are treated as private. Access is limited to authorized personnel and approved services necessary to complete the agreed work. Client content is not sold or disclosed.
4. AI Processing & Training
Digital Legacy Studios does not use client media to train artificial intelligence models or authorize its commercial reuse for AI training. Any optional AI-assisted archival processes, including automated identification, classification, or metadata enrichment, should be disclosed to the client and performed only within the scope of the client's authorization.
5. Facial Recognition & Personal Identification
If an archival project proposes facial recognition or other automated identification tools, the client should receive information about the technology, its intended purpose, data handling, and available alternatives before authorizing processing. Identification results should be subject to appropriate human review.
6. Third-Party Cloud Storage
Client media is not automatically uploaded to third-party cloud platforms without authorization. When cloud delivery, backup, or organization is requested, the selected service, intended use, and applicable privacy considerations should be explained.
7. Preservation, Metadata & Archive Integrity
Digital Legacy Studios aims to preserve original organization, descriptive information, historical context, and relevant metadata wherever practical. Digital files are prepared and organized according to the agreed project requirements, with attention to usability and long-term accessibility.
8. Retention & Secure Deletion
Digital Legacy Studios will communicate applicable storage, retention, and deletion arrangements for client projects.
9. Security & Incident Response
Digital Legacy Studios uses operational safeguards appropriate to its archival preservation services.
10. Client Questions & Requests
Clients may contact Digital Legacy Studios to ask about authorized media uses, storage arrangements, privacy practices, correction of project information, and applicable deletion requests.
Policy effective date: November 2026