Privacy Policy

Headshots in a Minute™ respects the privacy of our clients and the individuals we photograph.

This Privacy Policy explains how Headshots in a Minute (HeadshotsInAMinute.com) (“Headshots in a Minute,” “we,” “our,” or “us”) collects, uses, stores, and shares information through:

• HeadshotsInAMinute.com
• Headshots in a Minute photography services
• The Connected Team Headshot Program™
• Photos in a Minute AI™
• QR-code image delivery
• Online galleries and dashboards
• Related photography and technology services

Depending upon the service, we may collect:

Contact Information

Such as:

• Name
• Email address
• Telephone number
• Company name
• Job title
• Business address

Photography Information

We may collect:

• Professional headshot photographs
• Image file numbers
• Image selections
• Session information
• Photography location
• Photography date
• Company or event affiliation

Image-Delivery Information

We may process information associated with:

• QR codes
• Image links
• Downloads
• Gallery access
• Image selections
• Delivery status

Client Account Information

For corporate clients, we may maintain:

• Company contact information
• Locations
• Photography dates
• Employee image collections
• Project status
• Photographer assignments
• Image-delivery information

Website and Device Information

When you use our website or online services, certain information may be collected automatically, including:

• IP address
• Browser type
• Device information
• Approximate location derived from IP address
• Pages visited
• Date and time of visits
• Referral source
• Cookie or analytics information

Payment Information

Payments may be processed by third-party payment processors.

Headshots in a Minute generally does not store complete payment-card information when payments are handled by an outside payment provider.

We may use information to:

• Provide photography services
• Identify and organize photographs
• Deliver images to participants
• Create QR-code image links
• Enhance photographs
• Manage multi-location programs
• Operate client dashboards
• Maintain centralized company image libraries
• Provide customer service
• Communicate with clients
• Process transactions
• Maintain and improve our technology
• Protect our systems from fraud or misuse
• Comply with legal obligations

Many individuals photographed by Headshots in a Minute participate because their employer, organization, conference, or event organizer has hired us.

In these situations, we may process photographs and associated information on behalf of the organization that contracted with us.

The organization may determine:

• Who participates
• How headshots will be used
• Which employees receive access
• Whether images appear in company systems
• How long the organization wishes to retain its headshot library

Questions about an employer's use of a photograph should generally be directed to that employer.

We may use artificial intelligence-assisted technology to professionally enhance photographs.

Enhancements may include:

• Exposure correction
• Color correction
• Lighting adjustments
• Cropping
• Background adjustments
• Sharpness
• Minor temporary imperfections
• Image consistency

Our objective is to improve the actual photograph — not create a different person.

AI Training

We do not sell employee headshots for AI training.

We do not intentionally use client or employee headshots to train public generative AI models unless we have obtained appropriate authorization.

Third-party software providers used to process images may have their own privacy and security obligations. We evaluate service providers based on the needs of our business and clients.

A photograph by itself is not necessarily biometric information under every privacy law.

Certain technologies, however, may create biometric information when they analyze facial geometry or use facial characteristics for identification or authentication.

Headshots in a Minute does not intentionally create or use facial-recognition profiles for identifying individuals unless that functionality is specifically disclosed and appropriate consent or authorization has been obtained where required.

If facial-recognition or biometric functionality is introduced for a specific client program, additional notices, consents, retention terms, or agreements may apply.

Employees or participants may receive a unique QR code associated with their photograph.

The QR code may direct the individual to:

• Their photograph
• A private gallery
• An image-selection page
• A download page

Recipients should treat individualized QR codes and private image links appropriately and should not intentionally share private access links belonging to another participant.

The Connected Team Headshot Program™ may allow photographs from multiple employees, locations, dates, and photographers to be organized through one centralized system.

Access to such systems may be limited to authorized client administrators, Headshots in a Minute personnel, photographers, technology providers, or other parties necessary to provide the contracted service.

We may share information with service providers necessary to operate our business, including providers of:

• Cloud hosting
• Image storage
• Image processing
• AI-assisted image enhancement
• Website hosting
• Software infrastructure
• Email services
• Analytics
• Payment processing
• Professional photography services

We may also share information:

• With the organization that contracted for the photography
• At the direction of the client
• With the photographed individual
• When required by law
• To protect our rights, security, clients, or systems
• As part of a merger, acquisition, restructuring, or sale of business assets

Headshots in a Minute does not sell employee headshots or personal photographs to data brokers, advertisers, or unrelated third parties.

We do not sell photographs for facial-recognition databases.

We retain photographs and personal information only for as long as reasonably necessary for:

• Providing contracted services
• Maintaining client image libraries
• Allowing participants to retrieve images
• Maintaining business records
• Fulfilling contractual obligations
• Resolving disputes
• Complying with legal requirements

Retention periods may vary depending upon the client's program.

Corporate clients may request specific retention periods as part of their agreement.

When information is no longer reasonably necessary, we may delete, anonymize, or securely dispose of it in accordance with our operational and legal requirements.

We use reasonable administrative, technical, and organizational safeguards designed to protect information under our control.

However, no internet transmission, cloud platform, computer system, or data-storage system can be guaranteed to be completely secure.

Users should safeguard private links, QR codes, passwords, and account credentials.

Our website may use cookies and similar technologies to:

• Operate the website
• Remember preferences
• Understand website traffic
• Measure performance
• Improve our services

Third-party analytics or advertising technologies may have their own privacy policies.

Where required, visitors may be given options for controlling non-essential cookies.

Depending upon your location and applicable law, you may have rights concerning your personal information.

These may include the right to request:

• Access to personal information
• Correction of inaccurate information
• Deletion of certain information
• Information concerning how data is used
• Information concerning third parties receiving information
• A copy of certain personal information
• Restrictions on certain uses of personal information

Not every right applies in every jurisdiction or situation.

We may need to verify your identity before processing a privacy request.

If Headshots in a Minute is subject to applicable California privacy law with respect to a particular consumer, California residents may have additional rights concerning:

• Knowing what information is collected
• Accessing certain information
• Correcting inaccurate information
• Requesting deletion
• Opting out of certain sales or sharing
• Limiting certain uses of sensitive personal information
• Exercising privacy rights without unlawful discrimination

Headshots in a Minute does not sell employee photographs as described in this Privacy Policy.

Our services are designed primarily for businesses, employees, professional events, and adult participants.

We do not knowingly collect personal information from children through our website without appropriate authorization.

If photography involving minors is provided, appropriate client, parent, guardian, school, or organizational permissions may be required.

If you provide your contact information to inquire about services, we may communicate with you regarding that inquiry.

You may unsubscribe from promotional email communications using the unsubscribe mechanism provided in the message.

Transactional and service-related communications may still be sent when necessary.

Our website may link to third-party websites or services.

Their privacy practices are governed by their own policies, not this Privacy Policy.

We may update this Privacy Policy as our technology, services, or legal obligations change.

The revised policy will be posted on our website and the “Last Updated” date will be changed.

To ask a privacy question or request access, correction, or deletion of information, call Headshots in a Minute™ at 617.800.9457. HeadshotsInAMinute.com.

Please include enough information for us to identify the relevant photography session, company, event, or image. For a photo removal request, that means your full name, the organization or event where you were photographed, the approximate date of the session, and the photo number on your QR pass.

We may request additional information to verify the request before releasing or deleting photographs.

Questions about this Privacy Policy can be directed to Headshots in a Minute™ by phone at 617.800.9457 (HeadshotsInAMinute.com). You may also submit a general inquiry through the quote request form on our Contact page; please do not send sensitive personal or financial information through website forms.