A Statement on Security, Privacy and AI from Our General Manager

For over 100 years, Artona has been dedicated to capturing our community’s most precious milestones and preserving legacies for families. As we navigate an era of rapid technological advancement, we know that one topic is top of mind for parents, schools and our partners — the security and privacy of student data and images.

Recent developments in technology and Artificial Intelligence have rightfully prompted tough questions about who has access to children's photos and how safe that data truly is. When it comes to the safety of our students, there is no room for compromise.

As the General Manager of Artona, I want to clearly outline our unwavering commitment to tech security, privacy and the responsible and ethical use of AI.

Uncompromising Data Security and Privacy

Customer trust is our most valuable asset and our firm stance on data privacy is non-negotiable. We treat the personal information and images of the students we photograph with the highest level of care:

• Secure, Unique Access: We know school photos are deeply personal. Access to our photo galleries is strictly protected, requiring a unique QR code and secure login credentials that are delivered directly to the student and parent, or to the email address they provide.

  
  

• Vetted and Trusted Staff: The safety of students goes beyond digital security. Every member of the Artona team is required to pass a comprehensive background check before they visit a school or interact with students and families.

  
  

• Stored Securely in Canada: We ensure sensitive data stays close to home. All student information and images are securely stored on Canadian servers, providing peace of mind about where this information lives.

  
  

• FOIPPA Compliant: We understand the unique privacy requirements of our local school districts. Our practices are fully compliant with the Freedom of Information and Protection of Privacy Act (FOIPPA), meeting strict provincial standards for protecting student data

  
  

• No Third-Party Advertising: We never sell customer data or use the personal information we collect to provide targeted advertising. Information is collected strictly to provide our photography services in close coordination with our schools.
  

Our Stance on Artificial Intelligence is Humans for Connection

At Artona, we believe human connection is irreplaceable. We view AI not as a replacement for the artist or the customer success representative but as a tool to remove administrative friction so our team can focus on what matters most — the student and school experience.

Our guiding philosophy is simple — AI for Efficiency, Humans for Connection. To protect the next generation, our ethical standards regarding minors are absolute:

• Zero-Upload Policy for Public AI: Personally Identifiable Information (PII), including student names, home addresses, contact info and school IDs, is strictly safeguarded. We never upload this sensitive data or student images to open-source or unprotected public AI platforms.

  
  

• Prohibition on Generative Imagery of Children: Artona values authentic representation. We strictly prohibit the use of generative AI to create or manipulate images of children or students and we do not use AI to generate fictional students for marketing. We believe the core subject of our photos must always remain a true and honest reflection of that individual.

  
  

• Human-Led Communication: We do not allow "fully autonomous" AI agents to communicate directly with our schools or students. We use automated emails to confirm our events and appointments but all responses to customer and school inquiries are done by a human. When AI is used, it is subject to our "Final Look" rule — it is reviewed, edited and sent by a human staff member to ensure it reflects our legacy of professionalism and community care.
  

Security and privacy require constant vigilance. At Artona, protecting the next generation is an ethical standard we are committed to upholding. Thank you for continuing to trust us with your most cherished memories.

Sincerely,

Michael Rak

General Manager, Artona For more information, please read our Tech Privacy Policy or contact us at csr@artona.com