MemoryFox Privacy Policy

Effective Date: September 30, 2026

MemoryFox, Inc. (“MemoryFox,” “we,” “us,” or “our”) provides a software platform that helps organizations collect, organize, manage, create, and share photos, videos, testimonials, written stories, and related information.

This Privacy Policy explains how MemoryFox collects, uses, discloses, and protects personal information when you visit our websites, create or use a MemoryFox account, interact with us, or submit information through the MemoryFox platform.

This Privacy Policy applies to information MemoryFox processes for its own business purposes. When an organization uses MemoryFox to collect or manage information about its employees, volunteers, donors, clients, alumni, program participants, beneficiaries, community members, or other contributors, that organization generally determines how and why that information is used. In those circumstances, MemoryFox processes the information on behalf of that organization as a service provider or processor.

1. Information We Collect

The information we collect depends on how you interact with MemoryFox.

Information You Provide to Us

We may collect information you provide directly to MemoryFox, including:

• name;
• email address;
• phone number;
• organization or employer;
• job title;
• billing and transaction information;
• account credentials;
• communications with our sales, customer success, or support teams;
• survey responses;
• event or webinar registrations; and
• other information you choose to provide.

Account and Platform Information

When you create or use a MemoryFox account, we may collect information such as:

• account information;
• organization information;
• user roles and permissions;
• login and authentication information;
• platform activity;
• feature usage;
• storage and usage information;
• technical logs; and
• support history.

Content Submitted Through MemoryFox

MemoryFox allows organizations and their communities to collect, upload, store, and manage materials such as:

• photographs;
• videos;
• audio;
• written stories;
• testimonials;
• documents;
• questionnaire responses;
• consent or release information;
• names and contact information;
• demographic or other information requested by the organization collecting the submission; and
• metadata associated with submitted materials.

We refer to these materials collectively as Customer Content.

The MemoryFox customer using the platform determines what information it requests from contributors and how that information will be used.

If you submit information through a MemoryFox collection experience created by another organization, questions about how that organization uses your information should generally be directed to that organization.

Information Collected Automatically

When you visit our website or use the Services, we may automatically collect certain technical information, including:

• IP address;
• browser type;
• device type;
• operating system;
• pages or features viewed;
• referring URLs;
• dates and times of activity;
• session information; and
• information collected through cookies and similar technologies.

2. How We Use Information

MemoryFox may use personal information to:

• provide, operate, and maintain the Services;
• create and manage user accounts;
• authenticate users and protect account security;
• process payments and administer subscriptions;
• provide customer support;
• communicate about accounts, subscriptions, and Services;
• respond to questions and requests;
• improve and develop MemoryFox products and features;
• understand how customers use the Services;
• troubleshoot technical problems;
• protect against fraud, abuse, and security threats;
• comply with legal obligations;
• administer events, webinars, surveys, and other programs;
• send marketing communications where permitted by law; and
• otherwise carry out purposes disclosed when information is collected.

3. How We Process Customer Content

MemoryFox processes Customer Content on behalf of customers in order to provide the Services.

MemoryFox may host, store, transmit, organize, display, transform, or otherwise process Customer Content as necessary to provide requested functionality.

MemoryFox does not claim ownership of Customer Content simply because it is stored or processed through MemoryFox.

MemoryFox does not sell Customer Content.

Our customers are responsible for determining:

• what information they collect;
• whose information they collect;
• why they collect it;
• what consent or authorization is required;
• how they use submitted materials; and
• how long they retain or publish those materials.

MemoryFox provides tools that can help customers collect and track consent, but customers remain responsible for determining the consent, authorization, or lawful basis appropriate to their particular activities.

4. Contributors

You may interact with MemoryFox because an organization invited you to submit a photograph, video, testimonial, story, or other information.

In those circumstances, the organization that requested your submission generally controls how the information is used.

MemoryFox processes the information as necessary to provide services to that organization.

If you want to:

• understand why information was collected;
• change or withdraw consent;
• request deletion of submitted materials;
• correct submitted information; or
• ask how your story, image, or video will be used,

you should generally contact the organization that collected the submission.

MemoryFox may assist its customers with these requests where appropriate.

5. How We Share Information

We may disclose personal information in the following circumstances.

Service Providers

We may use third-party vendors and service providers to help us operate MemoryFox, including providers of:

• cloud hosting;
• infrastructure;
• authentication;
• payment processing;
• communications;
• email;
• SMS;
• analytics;
• customer support;
• security;
• data storage; and
• other business technology.

These providers may process information only as necessary to provide services to MemoryFox and subject to appropriate contractual obligations.

At a Customer’s Direction

We may disclose or transfer Customer Content when instructed by the MemoryFox customer responsible for the applicable account.

For example, customers may choose to download materials, share them publicly, publish them through MemoryFox, or transfer information through third-party integrations.

Legal and Safety Requirements

We may disclose information if reasonably necessary to:

• comply with applicable law, regulation, subpoena, court order, or other lawful process;
• enforce our agreements;
• protect the security or integrity of MemoryFox;
• investigate fraud, abuse, or unlawful activity; or
• protect the rights, property, or safety of MemoryFox, our customers, users, contributors, or others.

Business Transactions

If MemoryFox is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar corporate transaction, information may be disclosed or transferred as part of that transaction, subject to applicable law.

6. We Do Not Sell Personal Information

MemoryFox does not sell personal information in exchange for money.

MemoryFox does not sell Customer Content, contributor submissions, photographs, videos, stories, testimonials, or consent information.

We may use analytics, advertising, or marketing technologies on our public website. Where applicable law provides rights regarding targeted advertising, cross-context behavioral advertising, or similar practices, we will provide appropriate mechanisms to exercise those rights.

7. Cookies and Similar Technologies

MemoryFox and our service providers may use cookies and similar technologies to:

• keep users signed in;
• remember preferences;
• maintain security;
• understand website and product usage;
• measure website performance;
• diagnose technical issues; and
• support marketing and communications.

You may be able to control cookies through your browser settings or through cookie-management tools provided on our website.

Disabling certain cookies may affect the functionality of the website or Services.

8. Analytics

We may use analytics providers to understand how visitors and customers interact with our website and Services.

These providers may collect information such as device information, IP addresses, page views, feature usage, and referral information.

We use this information to understand usage patterns, improve our Services, and measure the effectiveness of our communications and marketing.

9. Third-Party Integrations

MemoryFox may allow customers to connect the Services to third-party applications or services.

If you or your organization enables an integration, information may be exchanged between MemoryFox and the third-party provider as necessary to provide that integration.

Third-party services are governed by their own privacy policies and terms. MemoryFox does not control the privacy practices of third-party services.

10. Payment Information

MemoryFox may use third-party payment processors to process subscription payments.

Payment card information may be provided directly to the applicable payment processor rather than stored by MemoryFox.

MemoryFox may receive transaction information such as payment status, billing contact information, subscription information, and portions of payment credentials necessary for account administration.

11. Communications

We may send transactional or service-related communications regarding:

• your MemoryFox account;
• security;
• subscriptions;
• billing;
• support requests;
• product functionality; and
• important changes to our Services or policies.

You generally cannot opt out of communications that are necessary to provide or secure the Services.

We may also send marketing communications. You may unsubscribe from marketing emails using the unsubscribe link included in those messages.

12. Text Messaging

If you provide your mobile phone number and opt in to receive text messages from MemoryFox, we may use your number to send messages you have agreed to receive, including product updates, resources, reminders, or customer communications.

SMS consent information and mobile phone numbers will not be sold or shared with third parties for their own marketing or promotional purposes.

We may share information with service providers that help us deliver text messages, solely as necessary to provide those services.

You may opt out of SMS communications at any time by replying STOP.

For assistance, reply HELP or contact us at support@memoryfox.net.

Message and data rates may apply. Message frequency varies.

13. Data Security

MemoryFox maintains administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include access controls, authentication protections, encryption, monitoring, backup practices, and security procedures appropriate to the nature of the information being processed.

No internet-based system can guarantee absolute security.

14. Data Retention

We retain personal information for as long as reasonably necessary to:

• provide the Services;
• maintain customer accounts;
• fulfill the purposes described in this Privacy Policy;
• comply with legal and contractual obligations;
• resolve disputes;
• enforce agreements; and
• maintain security and prevent fraud.

Customer Content is generally retained according to the applicable customer’s account status, instructions, subscription terms, and MemoryFox’s data-retention practices.

Deleted information may remain temporarily in backups or archival systems before being removed through normal retention cycles.

15. Your Privacy Rights

Depending on where you live, applicable law may provide rights regarding your personal information, such as the right to:

• request access to personal information;
• request correction of inaccurate information;
• request deletion of personal information;
• obtain a copy of certain information;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent; or
• opt out of certain marketing or advertising practices.

These rights vary by jurisdiction and may be subject to exceptions.

To exercise a privacy right involving information MemoryFox controls directly, contact us using the information below.

If your information was submitted to MemoryFox through one of our customers, we may direct your request to that customer because the customer determines how the information is used.

We may need to verify your identity before fulfilling a request.

16. State Privacy Rights

Residents of certain U.S. states may have additional rights under applicable state privacy laws.

Where required, MemoryFox will provide eligible individuals with rights relating to access, correction, deletion, portability, and certain forms of data sharing or targeted advertising.

MemoryFox will not discriminate against an individual for exercising privacy rights provided by applicable law.

Authorized agents may submit requests where permitted by law and subject to appropriate verification.

17. Children’s Privacy

MemoryFox is not intended for children to create independent MemoryFox customer accounts.

However, MemoryFox customers may work with children, families, schools, youth programs, or other communities and may choose to collect content relating to minors.

Customers are responsible for determining whether parental or guardian consent or other authorization is required before collecting or using information involving minors.

MemoryFox does not knowingly use information about children for independent behavioral advertising purposes.

18. International Users

MemoryFox is based in the United States.

If you access the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States and other locations where MemoryFox or its service providers operate.

Where required by applicable law, MemoryFox will use appropriate safeguards for international transfers of personal information.

19. Business Customers and Data Processing

When MemoryFox processes personal information on behalf of a customer, MemoryFox generally acts as a processor or service provider and the customer acts as the controller or business responsible for the information.

Additional data-protection obligations may be governed by an applicable Data Processing Agreement between MemoryFox and the customer.

Customers that require a Data Processing Agreement may contact MemoryFox.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our Services, business practices, technology, or legal requirements.

When we make material changes, we will provide reasonable notice through our website, the Services, email, or another appropriate method.

The effective date at the top of this Privacy Policy indicates when it was most recently updated.

21. Contact Us

If you have questions about this Privacy Policy or MemoryFox’s privacy practices, contact us at:

MemoryFox, Inc.
701 Ellicott Street
Buffalo, NY 14203
United States

Email: support@memoryfox.net