Airstudio Privacy Policy

Last Updated: October 1, 2026

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1. Introduction

Gaia Solutions, LLC, operating Airstudio ("Gaia," "Airstudio," "we," "our," or "us"), respects the privacy of our customers, users, and visitors. This Privacy Policy describes how we collect, use, disclose, and protect personal information in connection with Airstudio. The exact information we process depends upon how an individual interacts with Airstudio. Capitalized terms not defined here have the meanings given in our Terms of Service

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2. Our Role

For much of the information customers upload to Airstudio concerning their customers, students, subjects, employees, contractors, or other individuals, Gaia generally processes that information on behalf of the applicable Client. In those circumstances, the Client determines why the information is collected and how it is used, subject to applicable law and contractual restrictions. For information Gaia collects for its own business purposes, such as account administration, billing, security, product operations, and direct communications, Gaia may act as the business, controller, or equivalent entity under applicable privacy law.

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3. Information We Collect

Depending upon use of the Services, we may collect:

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3.1 Account Information: name; email address; telephone number; company or organization; job role; account identifiers; authentication information; and account preferences.

3.2 Billing Information: Payment information may be processed through Stripe or another payment provider. Gaia generally does not store complete payment-card numbers on its systems.

3.3 Client Data: Clients may upload or process information including customer names; student or subject names; contact information; email addresses; telephone numbers; photographs; scheduling information; job information; staff information; equipment information; workflow information; communications; documents; forms; contracts; signatures; order-related information; and other business records.

3.4 Communications Data: Where communications functionality is used, we may process email or SMS content, recipients, delivery information, metadata, and related records.

3.5 Technical and Usage Information: IP address; browser; device information; operating system; session information; login history; pages and features accessed; error logs; performance information; security logs; and interaction and usage information.

3.6 Support Information: We collect information submitted in support requests and information reasonably necessary to investigate and resolve those requests.

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4. How We Use Information

We may use information to: provide Airstudio; authenticate users; process subscriptions and payments; perform Client-requested functionality; provide scheduling and workflow tools; send communications; operate integrations; provide customer support; diagnose errors; maintain security; prevent fraud and abuse; monitor system performance; improve the Services; understand product usage; develop new functionality; comply with legal obligations; enforce agreements; and protect Gaia, our Clients, users, and third parties.

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5. Artificial Intelligence Processing

Some Airstudio features may use artificial intelligence or machine-learning technologies. When a user invokes an AI Feature, information necessary to fulfill that request may be processed by Gaia or an authorized technology provider. Gaia may use appropriately de-identified or aggregated information to evaluate and improve its systems where permitted by applicable law and contractual obligations. Gaia will not knowingly authorize a third-party general-purpose AI provider to use identifiable Client Data to train publicly available general-purpose AI models except with Client authorization. AI functionality and data practices may evolve, and additional disclosures may be provided for particular AI Features where appropriate.

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6. How We Disclose Information

We do not sell Client Data as a business model. We may disclose information to:

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6.1 Service Providers: companies that provide services such as cloud hosting; payment processing; email; SMS; analytics; customer support; security; data storage; artificial intelligence infrastructure; and software integrations. These providers receive information as reasonably necessary to perform services for us or our Clients and are subject to applicable contractual obligations.

6.2 Client-Authorized Integrations: When Client connects a third-party service, we may exchange information with that provider as necessary to perform the requested integration.

6.3 Legal Requirements: We may disclose information where reasonably necessary to comply with law; respond to valid legal process; protect legal rights; investigate fraud or security threats; enforce our agreements; or protect users or the public.

6.4 Business Transactions: Information may be transferred as part of a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, subject to applicable law.

6.5 With Consent: We may disclose information where an individual or Client directs or authorizes us to do so.

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7. Data Security

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information. These may include access controls, authentication, monitoring, encryption where appropriate, backups, logging, and security procedures. No method of storage or transmission can guarantee absolute security.

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8. Data Retention

We retain information for periods reasonably necessary to provide the Services; maintain accounts; satisfy contractual commitments; comply with law; resolve disputes; maintain security; prevent fraud; and enforce agreements. Following termination, Client Data may remain temporarily in backups or disaster-recovery systems before being deleted or overwritten according to normal retention cycles.

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9. Client Responsibilities

Clients are responsible for determining whether they have a lawful basis to collect and process information they place in Airstudio. This includes responsibility for obtaining legally required notices, permissions, and consents from customers, students, parents, employees, subjects, and other individuals. Clients are responsible for complying with laws applicable to their operations, including where applicable privacy, consumer-protection, communications, education, employment, and biometric-privacy laws.

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10. Privacy Rights

Depending upon applicable law and an individual's jurisdiction, individuals may have rights concerning their personal information, including rights to: know or access information; obtain copies; correct inaccurate information; request deletion; restrict certain processing; object to certain processing; obtain data portability; opt out of certain uses or disclosures; withdraw consent where processing is based on consent; and appeal certain decisions where applicable. Rights vary by jurisdiction and are subject to legal exceptions.

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11. Requests Concerning Client Data

If Gaia processes personal information on behalf of one of our Clients, individuals should generally direct privacy requests to the organization that collected their information. Where appropriate and required by law or contract, Gaia will assist Clients in responding to valid requests.

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12. California Privacy

California residents may have additional rights under the California Consumer Privacy Act, as amended ("CCPA"), where the CCPA applies. Depending upon the circumstances, those rights may include rights to: know categories and specific pieces of personal information collected; know sources and purposes of collection; know categories of recipients; request deletion; request correction; receive portable copies of information; opt out of sale or sharing where applicable; limit certain uses of sensitive personal information where applicable; and receive equal service and pricing without unlawful discrimination for exercising privacy rights. Where Gaia acts as a service provider or contractor for a Client, Gaia processes applicable personal information pursuant to contractual restrictions and the Client's instructions as permitted by applicable law. Gaia does not sell Client Data as part of its business model.

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13. Biometric Information

Airstudio operates in industries in which photographs and images may be processed. An ordinary photograph is not necessarily biometric information under applicable law. However, technologies that extract certain identifying measurements or templates from images may be regulated differently. Gaia will not intentionally introduce functionality designed to create regulated biometric identifiers or biometric information without evaluating applicable requirements and implementing appropriate notices, contractual provisions, controls, or consent processes where required. Clients remain responsible for their independent use of biometric or facial-recognition technology outside functionality expressly provided by Gaia.

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14. Email and Marketing Communications

Users may opt out of non-essential marketing communications by following the unsubscribe instructions contained in those communications. Users may continue receiving transactional, security, account, billing, and service-related communications where necessary.

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15. Cookies and Similar Technologies

Airstudio and its website may use cookies, local storage, session technologies, and similar tools to authenticate users; maintain sessions; remember preferences; secure accounts; understand usage; diagnose performance; and improve the Services. Where legally required, additional consent or controls may be provided.

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16. International Data Transfers

Information may be processed in the United States and other countries where Gaia or its service providers operate. Where applicable law requires specific safeguards for international transfers, Gaia will use legally recognized transfer mechanisms or other appropriate safeguards.

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17. Children's Privacy

Airstudio is a business software platform and is not intended for children to independently create customer accounts. Clients such as photography businesses or organizations may process information concerning minors through the Services. The Client is responsible for obtaining any consent or authorization required for its collection and processing of information concerning minors. If Gaia learns that personal information was collected directly by Gaia from a child in violation of applicable law, Gaia will take appropriate steps to address the information.

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18. Third-Party Links and Services

Airstudio may contain links to or integrations with third-party services. Gaia does not control the independent privacy practices of those third parties. Users should review applicable third-party privacy policies.

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19. Do Not Sell or Share

Gaia does not sell Client Data as part of its business model. If Gaia engages in activity in the future that constitutes a "sale" or "sharing" under applicable privacy law, Gaia will provide notices and opt-out mechanisms required by applicable law.

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20. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect changes in our Services, technology, business practices, or legal requirements. The "Last Updated" date at the top of this page identifies the most recent revision. Where required by law, we will provide additional notice of material changes.

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Gaia Solutions, LLC / Airstudio, 2504 Green Bay Road, Evanston, IL 60201, info@airstudio.io

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