Terms of Service

Effective date: July 17, 2026

These Terms of Service ("Terms") govern your use of HeadshotFlow (the "Service"), operated by HeadshotFlow ("we," "us"). By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. The Service

HeadshotFlow lets photographers onboard clients through customizable forms and generate branded participant hubs that guide headshot participants through signup, preparation, and what to expect after a shoot. The Service links to third-party tools (such as scheduling software) but does not replace them, and it does not host or deliver final photographs.

2. Accounts

Only photographers need an account. You are responsible for the accuracy of your account information, for maintaining the security of your login, and for all activity under your account. You must be at least 18 years old to create an account.

3. Plans, billing, and cancellation

The Free plan includes one active job at a time. The Pro plan ($9/month, billed through Stripe) includes unlimited active jobs plus archiving and duplicating. You can cancel Pro at any time from the billing portal; your subscription remains active until the end of the paid period, and fees already paid are non-refundable except where required by law.

Important: when a Pro subscription ends, your account reverts to the Free plan and all jobs — active and archived — are permanently deleted. Export or record anything you need before canceling.

4. Your content and responsibilities

You retain ownership of everything you or your clients submit to the Service, including logos, text, and uploaded files ("Content"). You grant us the limited license needed to store, process, and display that Content in order to operate the Service — for example, publishing it to a participant hub you share.

You are responsible for your Content: you confirm you have the rights and permissions to use it (including client logos and brand assets), that it does not violate any law or third-party right, and that you have an appropriate basis to share your client's information with us. We may remove Content or suspend accounts that violate these Terms or the law.

5. Participant hubs are link-accessible

Participant hubs and onboarding forms are accessible to anyone who has their link — that is what lets participants use them without accounts. Do not publish information to a hub that should not be visible to everyone who may receive the link.

6. Acceptable use

You agree not to misuse the Service — including attempting to breach its security, interfering with its operation, using it to send spam or unlawful communications, or uploading malicious code or content that is illegal, infringing, or deceptive.

7. Third-party services

The Service integrates with third parties (for example Stripe for billing and any scheduling or gallery tools you link). Your use of those services is governed by their own terms, and we are not responsible for them.

8. Disclaimers

The Service is provided "as is" and "as available." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free.

9. Limitation of liability

To the fullest extent permitted by law, HeadshotFlow will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill. Our total liability for any claim relating to the Service is limited to the amount you paid us in the twelve months before the claim arose (or $50 if you paid nothing).

10. Termination

You may stop using the Service and delete your account at any time. We may suspend or terminate accounts that violate these Terms, with notice where practicable. Sections that by their nature should survive termination (including 4, 8, 9, and 11) survive.

11. Governing law

These Terms are governed by the laws of the State of Utah, USA, without regard to conflict of law principles, and disputes will be resolved in the state or federal courts located in Utah.

12. Changes to these Terms

We may update these Terms as the Service evolves. We'll post changes here and update the effective date; material changes will be communicated to account holders by email. Continued use of the Service after changes take effect constitutes acceptance.

Contact

HeadshotFlow · support@headshotflow.com