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1. Who We Are

This combined Privacy Policy, Terms of Service, and Media Release (collectively, this “Agreement”) governs your use of the free photoshoot scheduling service (the “Service”) offered by GRACE Grapevine, a community resource organization serving northeast Tarrant County, Texas since 1987, together with The National Information Exchange Agency (“The NIEA”) and its Contribution Network volunteers (“Contributors”). GRACE Grapevine and The NIEA are referred to together as “we,” “us,” or “our.” “You” means the person who uses the Service, books a session, or appears in any media captured during a session (the “Subject”).

2. The Service & Volunteer Nature

Each photoshoot is a volunteered service provided at no charge through The NIEA Contribution Network to support the mission of the GRACEful Buys resale stores and GRACE Grapevine’s charitable programs. Contributors are volunteers and are not employees or agents of GRACE Grapevine or The NIEA. Sessions are offered “as available” and may be rescheduled, substituted with a different Contributor, or cancelled at our discretion. No fee is charged, and no payment, compensation, or future service is owed to you, and you owe none to us or to any Contributor.

3. Information We Collect

• Contact information you provide: your name, email address, and phone number, submitted to schedule a session.
• Scheduling details: the Contributor selected, and the date and time you choose.
• Media: photographs, video, audio, and likeness captured during your session.

We do not knowingly collect payment card numbers or government identifiers through the Service, and we do not knowingly collect information from children under 13 without verifiable parental or guardian consent.

4. How We Use Information

We use the information you provide to (a) schedule, coordinate, and deliver your session; (b) communicate with you about your booking, including a calendar invitation and reminders; (c) operate, improve, and secure the Service; and (d) further the charitable, educational, fundraising, and outreach activities of GRACE Grapevine and The NIEA. We do not sell your personal contact information. We may share it with the assigned Contributor and with service providers who help us operate the Service (such as email or calendar providers), and as required by law.

5. Data Retention & Security

We retain your contact information only as long as needed for the purposes described above or as required by law, and we apply reasonable administrative and technical safeguards to protect it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Media Release & Likeness License

By booking a session and/or appearing in a session, you grant GRACE Grapevine and The NIEA a perpetual, irrevocable (except as stated below), worldwide, royalty-free, sublicensable, and transferable license to record, reproduce, edit, publish, display, distribute, and otherwise use the photographs, video, audio, and your name, image, voice, and likeness (“Media”) captured during your session, in any media now known or later developed, for charitable, educational, promotional, fundraising, archival, and program-related purposes of GRACE Grapevine and The NIEA, including the GRACEful Buys resale stores and The NIEA Contribution Network.

You waive any right to inspect or approve the finished Media or its uses, and you release GRACE Grapevine, The NIEA, and their Contributors, officers, volunteers, and assigns from any claims (including for defamation, invasion of privacy, or right of publicity) arising from the authorized use of the Media. You confirm you are at least 18 years old, or that a parent/legal guardian consents on behalf of a minor Subject.

Opt-out / removal: Although this license is otherwise perpetual, you may request that we stop future use of, and where reasonably practicable remove, Media that identifies you by emailing us@theniea.com with sufficient detail to locate it. We will honor reasonable requests on a going-forward basis; we are not required to recall materials already printed, distributed, or published, or to alter third-party copies outside our control.

7. Your Responsibilities

• Provide accurate scheduling information and arrive on time, or cancel/reschedule with reasonable notice.
• Behave lawfully and respectfully toward Contributors and others during a session.
• Ensure that any additional people you bring who may appear in Media consent to this Agreement, and that you have authority to consent on behalf of any minor in your care.
• Do not use the Service for any unlawful, harassing, or commercial-resale purpose.

8. Disclaimers & Limitation of Liability

The Service and all Media are provided “as is” and “as available,” without warranties of any kind, express or implied, to the fullest extent permitted by law. To the maximum extent permitted by law, GRACE Grapevine, The NIEA, and their Contributors and volunteers will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss arising from the Service, a cancelled or rescheduled session, or the quality, delivery, or use of Media. Because the Service is provided free of charge, our total aggregate liability to you for any claim is limited to one hundred U.S. dollars (US $100).

9. Indemnification

You agree to indemnify and hold harmless GRACE Grapevine, The NIEA, and their Contributors, officers, volunteers, and assigns from claims, damages, and expenses (including reasonable attorneys’ fees) arising out of your use of the Service, your breach of this Agreement, or your violation of any law or third-party right.

10. Governing Law & Venue

This Agreement is governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. You and we agree that the exclusive venue for any dispute arising out of or relating to this Agreement or the Service shall be the state or federal courts located in Tarrant County, Texas, and you consent to the personal jurisdiction of those courts.

11. Changes to This Agreement

We may update this Agreement from time to time. The “Last Updated” date above reflects the most recent revision. Your continued use of the Service after changes are posted constitutes acceptance of the revised Agreement.

12. Contact

Questions, privacy requests, or media-removal requests may be sent to GRACE Grapevine & The National Information Exchange Agency at us@theniea.com.