Privacy policy

Draft, pending our lawyer's review. Last updated November 3, 2026. Momentos Keepsakes LLC, California.

This policy covers every way you meet Momentos: booths at tournaments, club days and team photo days, private parties, holiday fairs and street festivals, ordering ahead on your phone, and printing your own photo.

The short version

We collect as little as we can. For a child, that's their first name and age. For you, it's your email and, if you choose texts, your phone number. Anything printed on a product, like a team, a number or a party name, is asked when you order and stays on that order. If you tick "Remember for next time" when you order, we keep your child's number and position in your account until you clear them or your consent ends.
We never ask for a child's last name, birth date, home address or school. A shipping address stays on the order and is deleted with it.
Order photos, including photos you upload, are deleted 30 days after delivery. If you ask us to keep them for reorders, they are deleted when your consent ends, one year after you sign.
You can turn any permission off at any time. Your child's web page turns off right away, and photos that permission covered are deleted within 7 days.
Children never make accounts. A parent or legal guardian makes the account and confirms they are 18 or older when they sign the permission form.
We never sell your information or use it for ads.

How it works at each kind of event

Tournaments, club booths and team photo days. A parent or guardian signs our consent form once before we print a child's photo. It lasts one year. We take the photo, print what you order and hand it to you, or mail it.
Ordering ahead. You sign the same form when you order from your phone. Your order and photo follow the rules on this page.
Private parties. The host books us. We photograph the guests as part of the host's booking and print for them. We don't make names or accounts for guests, we delete the photos 30 days after the party, and we post nothing without each family's own yes.
Holiday fairs and street festivals. At a fair we ask for the same short permission form, on our iPad or on paper, before we print a child's photo. We print what you buy, delete the photo after 30 days and post nothing.
Adults. If you are 18 or older and you are the person in the photo, you sign for yourself.
Your own photo. You can upload a photo for us to print. Only upload photos you took or have the right to print. We keep and delete them like any other order photo, and we never use them as samples.

Every photo we print is tied to a signed consent with a version number. We keep the exact form you saw, the boxes you ticked, your typed name, the time, and your device's IP address and browser details. We keep those only as proof that you signed, not to track you. If you sign on paper at an event, we type the form into our system and keep that as your signed record. The paper is shredded after we enter it, and a paper form has no device details. When you turn a box off, we save a new record and keep the old one, so we can show what was true when a photo was taken.

The permissions

These are the boxes on the consent form, by the names the form uses.

My own orders (on unless you turn it off): anything you order with your own child's photo, printed or digital.
Other families' orders: your child can appear in products that other families from the same team, party or event buy, such as a team set or a party favor.
Group photos: photos with other children, which those families may keep and share.
Social media handle: for ages 13 and up only. The handle lives in your account information. It is printed on the product and shown on the product's QR code page as a Follow button. We use it only to make your order.
Marketing: we may show photos and short videos from our events as samples. They are never tagged and never named.
Texts to me: texts about orders, pickups and bookings, sent to your phone from Momentos Keepsakes LLC. Never to your child, and never marketing. Message frequency varies with your orders. Message and data rates may apply. Reply STOP to opt out or HELP for help, or turn this box off in your account. We never share or sell your phone number or your choice to get texts.

One more yes lives on the order page, not the consent form. The AI drawing: we make a cartoon from your child's photo only if you say yes to it when you order the cartoon trading card. Our photo booth software makes the drawing, and we send the photo there only for that. Plain touch-ups, like fixing the light, need no yes.

QR code pages

Some of our products may carry a small QR code, like the trading card. It lets your child share something with whoever gets the card, like their social media profile or a short video from the day. When you order, you choose what the code shares, or choose no code at all. The code opens a page on our site named only by a random six-letter code. The page shows your child's first name and only what you chose to share. Never anything that says where to find your child, like a team, a school or a schedule. If you turn off consent, the page goes dark. We count how many times a page is opened each day and keep nothing else: no time, no location, no device. No outside analytics or ad trackers run on any page that shows a child's name.

Journal code: every journal has a small code inside the back cover. Scan it at our booth to get a free sticker for each of our events, even the ones you missed. We note the code, the event and the time, so each journal gets one sticker per event, and nothing else. If you choose the lost-journal option when you order, a finder who scans the code can tell us where they left it, and we email you what they wrote. The finder never sees your name or contact details. We delete what the finder wrote 30 days after we send it to you.

Who can see what

Only you can see your family's information, permission forms and orders. Our staff see only what they need to make and hand out orders at the event they are working, and we keep a record of every time a staff member opens a child's record. Payments are handled by Square. We never see or store your card number.

If you join a team day, the parent who organizes it sees how many players have signed and the team's bill, never a name, a form or an order. Families on that team's link see the organizer's first name, so they know who set up the day; we tell the organizer this when they book. Your sign-up on a team's link is deleted 30 days after the photo day; the organizer's request keeps only how many players signed and the bill.

A few services run Momentos and may hold your information: our database and sign-in service, our hosting, our email service, our photo storage, Square for payments, our texting service, the bot check on our forms and the photo booth software that runs our camera. Each one uses it only to run our service, never for its own purposes. If you say yes to the AI drawing, the photo goes to the photo booth software only to make the drawing.

Cookies, tracking and email

We track how people use our website and app so we can make them better: which pages get opened, which buttons get tapped and where people stop. We don't keep who you are with it. No name, email, phone number or device details, and never a child's name, an account or an order. Each visit gets a random code that disappears when you close the tab. If your browser sends Do Not Track or Global Privacy Control, we don't count your visit.

After an order or a party request, we ask how it went. Answering is optional. Please don't type names or phone numbers in the comment. If you want a reply, email hello@momentosbayarea.com instead. Answers are kept without your name or account. If we'd like to show your words on our website, we ask you separately; we show them only after you say yes, with your first name and your role (like 'team parent'), never a club, team or child's name, and you can ask us to take them down any time.

Visit counts and answers are deleted after 12 months. We keep your IP address for about a minute, only to block floods of fake visits or answers. Only Momentos staff with the admin role see any of this, and we never sell it or use it for ads.

The app uses sign-in cookies and a bot check that keeps automated junk out of our forms. The bot check loads a small script from the company that runs it. Our website sets no cookies. We use no ad cookies and don't follow you to other websites. We email you sign-in codes, copies of your consent, order confirmations and updates, booking confirmations and reminders, line updates, replies to party and team requests, team day sign-up counts, the organizer's bill, one note after a team day asking how it went, refund notices and deletion confirmations. We have no newsletter and no mailing list.

Deleting your information

When you delete a child from your account, their photos are deleted right away. We keep the consent and order records, with the name replaced by a code, for as long as our lawyer tells us to, as proof of what was agreed. You get a confirmation email, and we log the deletion. The automatic 30-day and one-year deletions are logged too.

You can see and correct your family's information, forms and orders in your account, and download everything we hold about you from My account. Photos are stored privately in the United States behind links that expire. Our database only lets each family see its own records, and card numbers never reach us. For anything this page doesn't cover, email hello@momentosbayarea.com with the subject "privacy".

What we will never build

A public search for any child, by name or anything else.
A public gallery for a team, party or event. You get your own family's photos only.
Anything that shows one family another family's child without both families' group-photo yes.
Anything public that shows where a child will be.
An AI drawing of a child unless a parent said yes to it when ordering.

Changes to this policy

When this policy changes, we post the new date here and email account holders when the change affects their information.

Questions? Email hello@momentosbayarea.com.