Privacy Policy
Effective date: September 1, 2026
HeadshotFlow ("HeadshotFlow," "we," "us") provides software that helps photographers onboard clients and prepare headshot participants. This policy explains what information we collect, how we use it, and the choices you have. Questions? Email support@headshotflow.com.
Information we collect
Photographer accounts. When you create an account we collect your email address and authentication details, handled by Google Firebase Authentication. If you sign in with Google, we receive your name and email from Google.
Client onboarding submissions. When a photographer's client completes an onboarding form, we collect the information the client provides — such as company name, contact name and email, shoot details, preferences, and uploaded files like company logos. This information is collected on behalf of the photographer who sent the form.
Participants. Headshot participants do not create accounts, and we do not require any personal information from them to view a Prep Hub. So that photographers can tell whether a hub link actually reached their participants, we store a random identifier in the participant's browser and count how many times that hub is opened and completed. This identifier is not connected to a name, email address, or any other personal detail, and it is not used to recognise anyone on other websites. Photographers see totals only — never who opened a hub.
Payments. Pro subscriptions are processed by Stripe. Your card details go directly to Stripe and are never stored on our servers. We keep records of your subscription status.
Usage and log data. Like most websites, our hosting providers automatically record basic technical data such as IP address, browser type, and pages visited, used for security and to keep the service running.
Optional advertising measurement. If you choose "Allow measurement," we use Meta Pixel to understand whether an ad led to a site visit, free-account registration, checkout, or Pro subscription. Meta may receive information about your browser, device, IP address, the page visited, and the action completed. We do not send HeadshotFlow form content, client details, participant details, or payment-card information to Meta. This measurement remains off unless you opt in.
How we use information
We use the information above to provide and improve the service: creating and displaying participant hubs, delivering onboarding forms and related transactional emails (for example, an onboarding invitation to your client), processing payments, responding to support requests, and protecting the service from abuse. If you opt in to advertising measurement, we also use limited website activity to measure and improve our advertising. We do not sell personal information for money, and we do not use your HeadshotFlow content for advertising.
How information is shared
We share information only with the service providers that make HeadshotFlow work: Google Firebase (authentication, database, and file storage), Stripe (payments), our hosting provider (Vercel), and our email delivery provider. Each processes data on our behalf under their own security and privacy commitments. We may also disclose information if required by law, or as part of a business transfer such as a merger or acquisition.
Content a photographer publishes to a participant hub (such as a client logo, shoot details, and preparation guidance) is visible to anyone who has that hub's link.
If you opt in to advertising measurement, Meta processes limited website activity as an advertising and measurement provider. Meta's handling of that information is governed by its own terms and privacy policy.
Data retention and deletion
Job data, including client onboarding submissions, is retained until the photographer deletes the job or their account. Note that downgrading from Pro to Free permanently deletes all active and archived jobs when the subscription ends. To delete your account and its data, email support@headshotflow.com. Clients who want their onboarding submission removed should contact their photographer, or us directly.
Cookies
We use cookies and similar technologies only for essential purposes: keeping photographers signed in and securing the service. Prep Hubs additionally store a random identifier in the participant's browser, used solely to avoid counting the same device twice in the open counts described above. Optional Meta advertising measurement is off by default and starts only after you select "Allow measurement." You can change that choice at any time using the "Privacy choices" button. We also honor supported Global Privacy Control browser signals by keeping advertising measurement off.
Security
We rely on industry-standard providers and practices — encrypted connections (HTTPS), Firebase security rules, and access controls — to protect your information. No online service can guarantee absolute security, but we work to protect your data and will notify affected users of any breach as required by law.
Children
HeadshotFlow is not directed to children under 13, and we do not knowingly collect personal information from them.
Changes to this policy
We may update this policy as the service evolves. We'll post changes here and update the effective date; material changes will be communicated to account holders by email.
Contact
HeadshotFlow · support@headshotflow.com