HeadshotPic is operated by an independent individual/team organization. Uploaded images are encrypted, used only to generate your results, and automatically deleted after 7 days. We never use your data for AI training.
Welcome to our AI Headshot generation service (“Service”). We value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, protect, and share your information when you use our website and related services.
1. Information We Collect
a. Information you provide directly
- Account information: your email address, name (if provided), and password (encrypted).
- Uploaded content: photos or images that you provide to generate AI headshots.
- Payment details: billing and transaction information processed by third-party providers (e.g., Paddle).
- Support communication: messages or feedback you send via email or our support form.
b. Information collected automatically
- Device and usage data (IP address, browser, operating system, pages visited, timestamps).
- Cookies and similar tracking technologies for session management, preferences, and analytics.
2. How We Use Your Information
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Provide and maintain the Service | Account and uploaded data | Performance of a contract |
| Generate AI headshots | Uploaded photos and related metadata | Consent / contract |
| Process payments and invoices | Payment and billing data | Legal obligation / contract |
| Communicate with users | Email or contact data | Legitimate interest |
| Improve models and products | Aggregated or anonymized data | Legitimate interest |
| Security and fraud prevention | Device and log data | Legal obligation / legitimate interest |
We do not sell or trade your personal data or photos under any circumstances.
3. Photo Storage and Deletion
- Your uploaded photos are used solely to generate headshots and are automatically deleted within 7 days after generation (or sooner if you delete them manually).
- Generated results and related metadata may be temporarily retained to support downloads or customer service requests.
- We never use your data for AI training.
4. Data Storage and International Transfers
Your data may be processed or stored on servers located in different countries (e.g., the United States, Europe, or Asia). When data is transferred internationally, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) and encryption to ensure adequate protection.
5. Data Retention
- Account data: retained until you delete your account.
- Photos and generated images: deleted automatically within 7 days.
- Payment records: retained as required by accounting or tax laws.
- Log data: typically retained for up to 90 days.
- Anonymized data: may be kept indefinitely for statistical analysis.
6. Your Rights
Depending on your location and applicable law (e.g., GDPR, CCPA), you may have the right to:
- Access and obtain a copy of your personal data;
- Correct or update inaccurate information;
- Request deletion of your data (“right to be forgotten”);
- Restrict or object to data processing;
- Request data portability in a structured, machine-readable format;
- Withdraw consent at any time (without affecting prior lawful processing).
To exercise these rights, please contact us at: privacy@headshotpic.io.
7. Data Security
- HTTPS / TLS encrypted connections
- Encrypted databases and restricted access
- Regular backups and recovery plans
- Access controls and audit logs
- Security scans and vulnerability testing
Although no system is 100% secure, we continually monitor and improve our security practices to protect your information.
8. Cookies and Tracking Technologies
We use cookies to enable essential site functionality, remember user preferences, and analyze traffic. Non-essential cookies (e.g., analytics) are only activated after your consent. You can manage cookie settings anytime in your browser.
9. Changes to This Policy
We may update this Privacy Policy periodically. When significant changes occur, we will notify users via email or an in-app notice before the changes take effect. The “Last updated” date above reflects the current version.
10. Contact Us
If you have questions, requests, or complaints regarding this Privacy Policy, please contact us at:
- Email: privacy@headshotpic.io
- HeadshotPic is operated by an independent individual/team organization.