Terms of Service

Last updated: May 28, 2026

1. What you're agreeing to

By creating an account or using Headshot Station ("the Service," "we," "us"), you agree to these Terms of Service and our Privacy Policy. If you don't agree, don't use the service.

2. Who can use Headshot Station

You must be at least 18 years old and authorized to bind any organization you sign up on behalf of. New accounts require email verification, and we reserve the right to review or decline any signup.

3. Your subscription

Headshot Station is a monthly subscription billed through Square. The current price is $99/month, billed on the day you subscribe ("go live"). Before subscribing, accounts run in a free rehearsal mode limited to a small number of test attendees. Your first paid month is covered by our First Event Guarantee: if the platform materially fails during your first live event, contact us and we'll refund that month in full. We may change pricing with at least 30 days' notice to active subscribers. If you don't like the new price, cancel before it takes effect.

Your subscription auto-renews monthly. Cancel any time from Settings — your access continues through the end of the period you already paid for. We don't issue partial-month refunds for early cancellations.

4. What we provide

Headshot Station gives you software for running headshot booths at live events. That includes:

• A web-based operator dashboard with a live queue
• Auto-routing of files from tethered shooting apps (like Capture One)
• Branded signup forms, attendee galleries, and sponsor portals
• Email delivery infrastructure (via Resend)
• In-gallery checkout for retouches and downloads (via Square Connect)
• Storage for photos and attendee data (via Cloudflare R2)

We make a best effort to keep the service available, but we don't guarantee uptime. If something breaks during a live event, we'll do our best to help — but the ultimate responsibility for your event's success is yours.

5. Your responsibilities

You agree to:

• Provide accurate information at signup
• Keep your password secure and not share your account credentials
• Have legal authority to collect the attendee information you process through the platform (names, emails, photos, custom-field data)
• Comply with all applicable laws — including image rights, photography releases, marketing-email consent (CAN-SPAM, CASL, etc.), and privacy laws (GDPR, CCPA, etc.)
• Not use the service to harm, defraud, or surveil anyone
• Not attempt to reverse-engineer, scrape, or otherwise abuse the service

You're responsible for your own events. If a sponsor or attendee disputes something, the dispute is between you and them — not between them and us.

6. Photos and content

You own your photos. Uploading photos to Headshot Station doesn't transfer ownership to us. We get a limited license to store, process, and deliver those photos as needed to provide the service.

You're responsible for obtaining model releases or photography consent from your attendees if required by your jurisdiction. The signup form's "I consent" checkbox is something you configure — make sure it captures what you need.

If your account is closed, we retain your photos and attendee data for 90 days, then delete them. If you want a CSV export of everything before closure, email [email protected] and we'll send it.

7. Payments

Two distinct payment flows live on the platform:

• Your subscription payment to us, processed by Square. You pay us $99/month.
• Attendee payments to you (for retouches, downloads), processed by Square through your own connected Square account. We never touch this money. We don't take a percentage.

If Square refunds or chargebacks a payment, you're responsible for resolving it with the customer. We may suspend your access if your account has a sustained pattern of chargebacks or compliance issues from Square's side.

8. Third-party services

Headshot Station integrates with several third-party services to function. By using our platform, you also agree to the terms of those providers:

• Square — payment processing (your subscription + attendee gallery checkouts)
• Resend — email delivery (gallery emails, follow-ups, system notifications)
• Cloudflare R2 — photo storage
• Cloudflare — DNS and edge proxy

We use these because they're reliable and reasonably priced. We don't sell your data to any of them — they process it solely to provide their service to us.

9. Account suspension and termination

We may suspend or terminate your account if you:

• Violate these terms or any applicable law
• Use the service to send spam, harass attendees, or commit fraud
• Have a sustained pattern of payment failures
• Try to circumvent our security or rate limits

We'll usually email you first and give you a chance to fix the issue. For serious violations (fraud, criminal use) we may terminate immediately.

You can close your account any time from Settings or by emailing us. We'll process the closure and delete your data per Section 6.

10. Limitations of liability

To the maximum extent allowed by law:

• The service is provided as-is, without warranties of any kind
• We're not liable for indirect, incidental, or consequential damages
• Our total liability to you for any claim is capped at the amount you paid us in the 12 months before the claim arose
• We're not liable for failures of third-party services (Square, Resend, Cloudflare) outside our control

If you run a critical event, have a backup plan. Don't bet your entire event on any single piece of software (ours included).

11. Changes to these terms

We may update these terms occasionally. If we make a material change, we'll email active subscribers and post a notice at the top of this page. Continued use of the service after a change means you accept the new terms.

12. Governing law

These terms are governed by the laws of the State of Texas, USA. Any dispute that can't be resolved informally goes to binding arbitration in Dallas County, Texas. You agree to bring claims individually, not as part of a class action.

13. Contact

Questions about these terms? Email [email protected].

Headshot Station is operated by Erick Johnson Photography, based in Dallas, Texas.