Privacy policy

Last updated: 13 October 2026

1. Who this policy is for and who is responsible

• Event operators who open an account (“you”).
• Guests who are photographed at an event or use the event’s QR code.
• Visitors to this website.

Guests’ data (photos, AI photos, group posts, messages for the hosts, names and e-mail addresses): the event operator decides to collect it and is responsible for it (the “controller”). We process it only on the operator’s instructions, to run the service (the “processor”). The operator can ask us for a data processing agreement.

Account, purchase and website data: we are responsible for it.

2. What we collect

• Account: your e-mail address and password. The password is stored in a protected form, not as plain text.
• Photos: the photos that are taken or uploaded, the AI photos created from them, and the style instructions (prompts).
• Events and galleries: the events you create and the settings and limits you choose.
• Event group: at events with the group turned on, guests’ names, e-mail addresses, profile photos and posts (text, photos, short videos, voice messages) and their messages for the hosts.
• Purchases: Dodo Payments handles the payment. We receive the order details, such as what was bought, when, and the e-mail address, but not your full card number.
• Technical data: basic data needed to run and protect the service, such as your IP address and browser type.

3. Why we use it

• to create the AI photos;
• to store the photos in the gallery, share them and print them;
• to run your account and your credit balance;
• to give support;
• to protect the service and stop misuse;
• to meet our legal duties.

We do not sell personal data.

Legal basis: for your account and purchases, the contract with you and our legal duties (such as tax records); for security and stopping misuse, our legitimate interest in keeping the service safe; for guests’ AI photos, the event group and the e-mail with the gallery link, the guest’s consent, given at the event page, which can be withdrawn at any time; for photos taken at the booth, the basis chosen by the event operator.

Do you have to give the data? No law requires it. Without an e-mail address you cannot open an account. Guests who do not want to give their name and e-mail cannot join the event group, but can still use the photo booth.

No automated decisions: we do not make decisions about people by automated means, and we do not build profiles.

4. Who processes the data

• Google (Gemini on Vertex AI): creates the AI photos. We send it the photo and the style instructions. It uses them only to create the image: there is no face recognition and no face template is made, and under Google Cloud’s terms customer data is not used to train its models.
• Cloudflare (R2 and D1): stores the photos and data and runs the website.
• Dodo Payments: payments, tax, invoices and refunds, under the privacy policy of Dodo Payments.
• Google Analytics: measures visits to the landing page, only if you agree.

What happens on our servers in the cloud (Cloudflare’s network; data always travels encrypted over HTTPS and is stored encrypted):

• AI photo: the photo goes to our AI server, which sends it to Google and returns the new image. Our AI server does not store the photo. A guest’s finished AI photo is kept for up to 30 minutes, only so the phone can get it back if the connection drops; then it is deleted, unless it goes to the event gallery.
• Printing: a photo sent to print waits in the account’s print queue only until the operator’s Smart Server program picks it up. It is deleted 1 hour after it is handled, or after 24 hours if no one picks it up. On the operator’s computer, the printed files are under the operator’s control.
• Gallery and event group: stored on Cloudflare R2 inside the operator’s account and deleted on the dates in section 7.
• Backup: photos deleted from a gallery stay in a protected backup for up to 90 days, then they are gone.
• Logo and print frames: kept in the operator’s account until the operator replaces or deletes them.

These providers may process data in other countries, including the United States. When data leaves the European Union, the United Kingdom or Israel, it is protected by the safeguards the law requires, such as the European Commission’s Standard Contractual Clauses and, for providers that take part in it, the EU–U.S. Data Privacy Framework.

5. Guests’ photos

Guests’ photos are stored in the operator’s account. Guests open the gallery with a link or a QR code.

The operator decides which photos to take and share, and is responsible for getting the guests’ consent. We process these photos for the operator.

When a guest makes an AI photo, the photo is sent to Google’s AI to create the new image, as described in section 4. The guest can always choose the photo without AI instead.

If you are a guest and want a photo removed, contact the event operator, or write to us and we will help.

6. The event group and messages for the hosts

At events where the operator turns on the event group, guests join from their own phone with the event’s QR code. When you join, you give your name and e-mail address and, if you want, a profile photo.

• Your e-mail: used once, to send you the link to the event gallery the day after the event. The event operator can see it. We do not use it for marketing, and it is deleted with the group.
• What is stored: your name, your e-mail, your profile photo, and what you post in the group: text, photos, short videos and voice messages. Messages you record for the hosts are stored too.
• Who can see it: everyone who has the event’s QR code or link sees the group, including your name and your profile photo. Messages for the hosts are seen only by the event operator (the hosts). The operator can delete any post.
• Where: on Cloudflare servers (R2 storage), inside the operator’s account. Photos posted in the group can also be added to the event gallery.
• How long: 3 months after the operator closes the event’s group; then everything in the group is deleted. Uploads that never finish are deleted within minutes.
• Keep your photos: save the ones you want to your phone, one at a time, from the group or the gallery. The event does not keep them after 3 months, and there is no ZIP download from a phone.
• Your choices: you can delete your own posts at any time. To remove your name, your profile photo or a message for the hosts, ask the event operator or write to us at [email protected].

You give your consent when you enter the event page, on behalf of the event operator. You can withdraw it at any time by deleting your posts or by asking the operator or us. Guests under 18 need permission from a parent or guardian.

7. How long we keep data

• Galleries: online for 3 months from the day the gallery starts, then deleted.
• Event group: the group closes by itself at the latest 24 hours after the last activity (the operator can close it sooner), and is deleted 3 months after it closes.
• Deleted photos: photos deleted from a gallery are removed from storage. A backup keeps copies for up to 90 days after that.
• Messages for the hosts: deleted with the event’s group.
• AI providers: Google receives the photo only to create the image and does not keep it for its own use.
• Technical logs (such as IP address): kept only for a short time, to run and protect the service.
• Account: kept while your account is open. You can ask us to delete it at any time; its galleries and groups are then deleted too.
• Purchase records: kept by Dodo Payments, under its privacy policy and the law.

8. Cookies

Photoboo Web uses only the cookies needed to sign you in and keep you signed in.

On the landing page, Google Analytics runs only after you accept it in the cookie notice. Your choice is saved in your browser. You can change it at any time with the “Cookie settings” link at the bottom of the page.

9. Security

Data travels over encrypted connections (HTTPS), and accounts are protected by a password. No system is 100% safe, but we take reasonable steps to protect your data.

10. Your rights

You can ask to see your data, correct it, delete it, limit how it is used, object to how it is used, and get a copy of it in a common format to take elsewhere. Where we rely on your consent, you can withdraw it at any time; this does not affect what was done before. Write to us at [email protected]; we answer within 30 days. If you are a guest, we pass your request to the event operator and help them answer it.

Depending on where you live, you may have more rights, including the right to complain to the data protection authority in your country.

11. Children

Photoboo Web accounts are for people aged 18 or older. An operator who photographs minors needs permission from a parent or guardian.

Children under 16 (under 13 in the United States) should join the event group, leave messages or make AI photos only with a parent or guardian. The photo without AI is always available.

12. Changes to this policy

When we update this policy, we change the date at the top of this page. For important changes, we tell account holders.

13. Contact

Questions about privacy? Write to David Yehuda Cardoso (Photoboo) at [email protected].

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