Privacy Policy
Last updated: May 28, 2026
Short version: We collect the minimum data needed to run the service. We don't sell your data — ever. We share it only with the third-party processors that make the platform work (Square, Resend, Cloudflare). You can delete your account and data any time.
1. Who this covers
This policy covers personal data processed by Headshot Station ("we," "us"), operated by Erick Johnson Photography. It applies to two groups:
- Subscribers — the photographers who pay us $99/month to use the platform
- Attendees — the people who sign up at headshot booths run by our subscribers (you may also be reading this if a photographer linked you here)
2. What we collect
From subscribers
| What | Why |
|---|---|
| Email + password (hashed) | Sign you in to your account |
| Name + company name | Display on your account, in gallery emails, in client portals |
| Studio logo + booking URL | Branding on attendee galleries and sponsor portals |
| Payment method (via Square) | Monthly subscription billing. We never see your full card number — Square handles it. |
| Resend domain verification records | Sending gallery emails from your domain |
| Account activity (login times, IP) | Security monitoring |
From attendees (collected by subscribers, processed by us)
| What | Why |
|---|---|
| Name + email | Required to send the gallery email |
| Custom fields (phone, company, title, etc.) | Subscriber-configured — only collected if the subscriber added that field to their signup form |
| Photos taken at the event | Stored so attendees can view + download their gallery |
| Gallery view history + retouch orders | Drives sales analytics and follow-up campaigns |
| Payment method (via Square, for retouch/download orders) | Square processes — we never see full card details |
Important: The subscriber (photographer) is the data controller for attendee data. They configure what's collected. We're the data processor — we store and serve it on their behalf.
3. How we use your data
- To operate the platform (sign you in, deliver galleries, process payments)
- To send transactional emails (gallery delivery, billing receipts, password resets, admin notifications)
- To send service announcements (planned downtime, major feature changes, security notices)
- To analyze usage in aggregate (anonymized) so we can improve the product
- To comply with legal obligations (tax records, fraud prevention)
We do not sell, rent, or share your data with advertisers, data brokers, or marketing networks.
4. Third-party processors
To run the platform we share specific data with these service providers. Each is contractually bound to use your data only for the purpose listed.
| Provider | What it handles |
|---|---|
| Square | Subscription billing + attendee gallery checkouts |
| Resend | Email delivery (galleries, follow-ups, system notifications) |
| Cloudflare R2 | Photo storage |
| Cloudflare | DNS + edge proxy + DDoS protection |
| Hetzner | Application server hosting (Germany / US) |
5. Cookies and tracking
We use one cookie: a session token to keep you signed in. We don't use third-party analytics, tracking pixels, or ad networks. We don't run Google Analytics.
6. How long we keep your data
- Account data — for as long as your subscription is active. After cancellation, 90 days, then deleted.
- Photos and attendee data — same as above. 90-day grace after closure, then permanently deleted from R2.
- Payment records — retained as long as legally required (typically 7 years for US tax purposes).
- System logs — 90 days, then rotated out.
7. Your rights
Regardless of where you live, you can:
- Access your data — see what we have on you
- Correct inaccurate data — fix anything wrong
- Delete your account and data — full deletion request handled within 30 days
- Export your data — get a CSV of your account + photos download
- Object to specific processing — opt out of any non-essential data use
Subscribers can self-serve the most common requests from Settings → Privacy & your data:
- Export my data — downloads a JSON file with your profile, all jobs, attendees, and purchase history. Photo binaries are stored separately in R2; email us if you need those too.
- Delete my account — schedules permanent deletion. You have a 30-day grace window to change your mind (we email you a recovery link). After that, your account and everything we have on you is permanently removed.
For anything else, email [email protected] from the email address on your account. We'll respond within 30 days.
For attendees
If you signed up at a headshot booth and want your data deleted (photos, email, custom field answers), email us with the photographer's company name + your name + the approximate event date. We'll route the request to the photographer (the data controller) and handle deletion on the platform.
If you're in the EU/UK (GDPR)
You have additional rights to lodge complaints with your local data protection authority. The legal basis for processing is contract (subscription customers) and legitimate interest + consent (attendees signed up via the booth's consent flow).
If you're in California (CCPA)
You have the right to know what we collect, to delete it, and to opt out of any sale of personal information. We don't sell personal information, but you can email us to formally exercise any CCPA right.
8. Children's privacy
Headshot Station is not intended for use by anyone under 18. We don't knowingly collect data from minors. If you believe a child has signed up at a booth, contact the photographer running the event, or email us directly.
9. Security
We take reasonable measures to protect your data, including:
- HTTPS everywhere (TLS 1.2/1.3 via Cloudflare)
- Passwords hashed with bcrypt
- Database encrypted at rest (Hetzner managed disk encryption)
- Photo storage with signed URLs (Cloudflare R2)
- Tenant isolation enforced at the query level (every authenticated query scoped by user_id)
- Manual approval gate on new accounts
No system is 100% secure. If we discover a breach affecting your data, we'll notify you within 72 hours.
10. Changes to this policy
We may update this policy occasionally. Material changes get an email to active subscribers and a notice at the top of this page. Continued use after a change means you accept the new policy.
11. Contact
Privacy questions, data requests, or anything else: [email protected].
Headshot Station is operated by Erick Johnson Photography, based in Dallas, Texas, USA.