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Privacy Policy

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Last updated: March 2, 2026
 

The Headshot Studios (“we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information of our clients, attendees, and website visitors. This Privacy Policy explains how we collect, use, disclose, and protect your information when you interact with our services, including our website, event photography and headshot services, and any related tools or platforms used to deliver photos.
 

By using our services, you agree to the collection and use of information in accordance with this Privacy Policy.
 

1. Information We Collect

We may collect the following types of information:

  • Contact information: Name, email address, phone number, company name, job title, and similar details you provide when you inquire, book, or register for services.

  • Event and headshot information: Photographs and videos captured at events, headshot sessions, and conferences, as well as related metadata (such as time and location).

  • Facial recognition data (if applicable): Biometric identifiers or templates used solely to identify and deliver photos to the correct attendee, where permitted by law and subject to your consent where required.

  • Technical data: IP address, browser type, device identifiers, pages visited, and usage data collected through cookies and similar technologies.

  • Communication data: Records of your communications with us, including emails, messages, and form submissions.


2. How We Use Your Information

We may use the information we collect for the following purposes:

  • To provide, operate, and improve our photography and headshot services

  • To identify and deliver photos to the correct attendee, including through facial recognition technology where used and permitted

  • To manage bookings, client accounts, event logistics, and customer support

  • To send galleries, download links, confirmations, updates, and service-related communications

  • To customize and brand photo galleries for event hosts and sponsors

  • To maintain the security and integrity of our systems and services

  • To comply with legal obligations and enforce our agreements
     

We will only process personal information where we have a lawful basis to do so (such as your consent, a contract, our legitimate interests, or a legal obligation).


3. Facial Recognition and Automated Delivery

For certain events, we may use facial recognition or similar technologies to automatically identify attendees in photos and deliver images to them via text, email, or online galleries.

  • This technology is used only to match attendees to their images and streamline delivery.

  • Where required by law, we will obtain your consent before using facial recognition.

  • You may opt out of facial recognition where available by contacting us using the details below or following any opt-out mechanism provided at the event.

  • Templates or biometric identifiers, if created, are handled in accordance with applicable privacy and biometric information laws and retained only as long as necessary for the stated purpose, unless a longer period is required or allowed by law.

 

4. How We Share Your Information

We may share your information with:

  • Service providers and vendors who help us operate our business and services (for example, gallery hosting platforms, delivery tools, email or SMS providers, payment processors, and IT providers), subject to appropriate confidentiality and data protection obligations.

  • Event organizers and sponsors in connection with the event at which your photos were taken, such as for branded galleries or attendee engagement, to the extent allowed by law and any agreements in place.

  • Legal and regulatory authorities if required to comply with applicable laws, regulations, legal processes, or governmental requests.

  • Successors or acquirers in the event of a merger, acquisition, or other business transaction involving all or part of our business.

 

We do not sell your personal information to third parties in exchange for money. If local law considers certain sharing as a “sale” or “sharing” for targeted advertising purposes, we will comply with any required notice and opt-out rights.

 

5. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. This may include:

  • Retaining client and event records for business, accounting, and legal purposes

  • Retaining photos for a period agreed with the client or event organizer

  • Retaining consent and opt-out records to comply with applicable laws

 

When information is no longer needed, we will delete it or anonymize it in a reasonable manner.

 

6. Data Security

We implement reasonable technical and organizational measures to help protect personal information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

 

7. Your Rights and Choices

Depending on your location and applicable law, you may have some or all of the following rights regarding your personal information:

  • The right to access and obtain a copy of your personal information

  • The right to request correction of inaccurate or incomplete data

  • The right to request deletion of your personal information

  • The right to object to or restrict certain processing

  • The right to withdraw consent where processing is based on consent

  • The right to data portability, in certain cases

 

To exercise your rights, please contact us using the details in the “Contact Us” section below. We may need to verify your identity before responding to your request, and certain legal exceptions may apply.

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If your photos were taken at an event, you may also be able to request removal or limited use of specific images, subject to our agreements with the event organizer and applicable law.

 

8. Cookies and Tracking Technologies

We may use cookies and similar technologies on our website and online galleries to:

  • Enable core site functionality

  • Remember your preferences

  • Analyze site usage and performance

  • Improve and personalize our services

 

You can usually manage cookie settings through your browser. Some features may not function properly if cookies are disabled.

 

9. Children’s Privacy

Our services are generally directed to adult professionals and event organizers. We do not knowingly collect personal information from children under the age where consent is required in your jurisdiction without appropriate parental or guardian consent. If you believe that we have collected information from a child in a way that violates applicable law, please contact us so we can take appropriate action.

 

10. International Data Transfers

If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries that may have different data protection laws than your country. Where required, we will implement appropriate safeguards to protect your information in accordance with applicable law.

 

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make material changes, we will update the “Last updated” date at the top of this page and may provide additional notice as required by law. Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

 

12. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, please contact us at:

The Headshot Studios
Email: shea@theheadshotstudiokc.com
Phone: 913-492-8890

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