Legal

Privacy Policy

Effective Date: May 24, 2026

Remote Headshots is operated by Match Production, LLC (“Match Production,” “Remote Headshots,” “we,” “our,” or “us”). We respect your privacy and are committed to protecting personal information collected through our website, inquiry forms, booking workflows, remote photography sessions, communications, image delivery, and related services.

This Privacy Policy explains what information we collect, how we use it, when we share it, how long we retain it, and what rights and choices may be available to you.

1. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected through:

• remote-headshots.com and related pages;
• contact, quote, lead, booking, and inquiry forms;
• email, phone, SMS, and other service communications;
• remote headshot session workflows;
• scheduling, payment, gallery, proofing, retouching, and file delivery workflows;
• team, company, enterprise, new hire, executive, speaker, and individual remote headshot projects;
• any other interaction with Remote Headshots in the ordinary course of providing our services.

This Privacy Policy does not apply to third-party websites, platforms, apps, tools, or services that are linked to, embedded in, or used in connection with our services and that operate under their own terms and privacy policies.

2. Information we collect

We may collect the following categories of personal information.

Contact and inquiry information

This may include your name, email address, phone number, company name, job title, team size, request type, project details, preferred dates, budget information, message content, and any files, links, references, or materials you choose to send us.

Project and booking information

This may include session type, package or quote details, booking preferences, participant lists, scheduling information, time zone, participant availability, project notes, client approvals, session instructions, internal coordination details, image selections, retouching notes, delivery requirements, and related service records.

Participant information

For team, company, enterprise, new hire, event, or speaker projects, we may receive personal information about participants from an employer, company, event organizer, assistant, team coordinator, HR contact, People Ops contact, marketing contact, communications contact, or other authorized representative.

This may include participant names, email addresses, titles, departments, locations, time zones, scheduling status, session status, final file naming needs, and other information reasonably necessary to coordinate the project.

Photography and image-related information

We may collect or create photographs, proofs, final images, image metadata, gallery records, file delivery records, image selections, retouching notes, background references, wardrobe notes, visual guidelines, and other photography-related materials.

For remote sessions, image quality and metadata may depend on the device, app, platform, or upload workflow used during the session.

We do not use your photographs to create biometric templates, perform facial recognition, identify you through biometric technology, or train facial recognition systems unless we expressly disclose that use and obtain any required consent.

Communication information

This may include email correspondence, phone call details, voicemail content, SMS messages, callback requests, chat or form messages, internal notes related to your inquiry or booking, communications history, and service records.

Payment and transaction information

This may include invoice information, billing contact information, transaction status, payment confirmation, refund or credit records, and limited payment-related records needed for customer service, accounting, tax, compliance, and recordkeeping.

We do not store full payment card numbers on our own systems. Payments are processed through third-party payment processors such as Stripe or similar providers.

Technical and website usage information

We may collect technical information such as IP address, browser type, device information, operating system, timestamps, referral source, pages visited, form metadata, country inferred from IP address, user agent, campaign data, security logs, spam-protection signals, and similar technical information.

Cookies, analytics, and similar technologies

Depending on how the website is configured, we may use cookies, pixels, analytics tools, security tools, spam-prevention tools, performance tools, and similar technologies to operate the website, prevent abuse, understand visitor behavior, improve performance, evaluate marketing effectiveness, and maintain security.

If we use cookie-free analytics, such analytics may collect aggregated or technical usage data without tracking individual visitors across unrelated websites. If additional analytics or advertising tools are enabled, those tools may collect identifiers or online activity information as described by their own privacy practices.

3. How we collect information

We may collect information:

• directly from you when you submit a form, request a quote, book a session, contact us, call us, text us, email us, or otherwise communicate with us;
• from an employer, company, assistant, team coordinator, event organizer, HR contact, People Ops contact, marketing contact, communications contact, or authorized representative who arranges services for you or for a group;
• through project materials, participant lists, references, style guides, visual standards, and scheduling information provided to us;
• through remote session workflows, image capture, uploads, proofing, gallery selection, retouching, and delivery interactions;
• automatically through the website, hosting systems, security tools, analytics tools, spam-prevention tools, and similar technologies;
• from third-party service providers and business tools that support our operations.

If you provide information about another person, you are responsible for having the right to provide that information and for giving any required notice to that person.

4. How we use information

We may use personal information for business and commercial purposes, including to:

• respond to inquiries and provide customer support;
• prepare quotes, proposals, invoices, payment requests, and booking confirmations;
• schedule, confirm, manage, and deliver remote headshot sessions;
• provide live photographer direction, editing, retouching, proofing, gallery, file delivery, and related services;
• coordinate with clients, team contacts, employers, event organizers, assistants, and participants;
• send confirmations, reminders, instructions, access details, gallery links, delivery updates, and other service-related communications;
• process payments and maintain billing, accounting, tax, compliance, and business records;
• manage team, enterprise, new hire, speaker, executive, and company rollout workflows;
• maintain internal service records, project notes, quality control records, approvals, selections, and delivery history;
• improve our website, services, client experience, internal workflows, quality control, and marketing performance;
• prevent fraud, spam, abuse, misuse, technical issues, disputes, and security incidents;
• enforce our terms, policies, contracts, invoices, and agreements;
• comply with legal, tax, accounting, insurance, regulatory, or operational obligations;
• protect our rights, safety, property, systems, team, contractors, clients, participants, and business operations.

5. Remote session data

Remote Headshots provides photographer-led remote sessions. In connection with remote sessions, we may process information needed to coordinate, conduct, support, and deliver the session.

This may include:

• participant contact and scheduling information;
• remote session access details;
• device, app, upload, or connection information;
• photographs captured or uploaded during the session;
• session notes, direction notes, quality control notes, and retouching instructions;
• technical support communications;
• delivery records and final file records.

Remote session workflows may involve third-party apps, platforms, cloud storage, file transfer tools, gallery tools, email tools, or other service providers. These providers process information according to their own terms and privacy practices.

Unless we expressly state otherwise in writing, remote sessions are delivered through final image outputs and not through permanent video recordings maintained by us.

6. Team, employer, and company-coordinated projects

If your session is arranged by your employer, company, organization, event organizer, or another coordinator, we may share project-related information with that coordinator as reasonably necessary to deliver the services.

This may include:

• whether a participant has booked, completed, missed, or rescheduled a session;
• image selection or delivery status;
• final files or gallery links when the organization is the client;
• names, titles, departments, file naming details, and project records;
• operational issues affecting scheduling, delivery, quality control, or completion.

The organization or coordinator that provides participant information is responsible for giving any legally required notices and obtaining any required permissions from participants.

7. Payments, galleries, scheduling, and third-party platforms

We use third-party providers to operate our business and deliver services. These may include providers for:

• website hosting and security;
• form processing and spam protection;
• email delivery;
• scheduling;
• payment processing;
• remote session support;
• image capture or upload;
• gallery hosting, proofing, and file delivery;
• cloud storage;
• customer relationship management;
• workflow automation;
• analytics, performance, and marketing measurement;
• legal, accounting, insurance, and administration.

Depending on the workflow, these providers may include Cloudflare, Resend, hCaptcha, Google Workspace, Stripe, Cal.com, Calendly, CLOS App, gallery or file delivery platforms, CRM tools, automation tools, analytics providers, and similar service providers used in the ordinary course of business.

If you use a third-party platform, scheduling link, payment link, gallery, file delivery link, or remote-session tool that we provide or authorize, your use of that platform may also be governed by that provider’s own terms and privacy policy.

8. SMS, phone, and service communications

When you provide your phone number through our forms, by phone, by text, or in connection with an inquiry or booking, you consent to receive transactional communications related to your requested or booked services.

These communications may include appointment confirmations, reminders, scheduling updates, rescheduling messages, payment-related notices, session instructions, day-of coordination, gallery notifications, delivery updates, and follow-up communications related to an active inquiry or booking.

These messages are non-marketing unless you separately consent to promotional messages. Message and data rates may apply. Message frequency may vary.

You may opt out of SMS communications by replying STOP, END, CANCEL, UNSUBSCRIBE, or QUIT. For help, reply HELP or contact us at hello@remote-headshots.com. Opting out of SMS may affect our ability to provide time-sensitive service updates by text.

Where lawful, disclosed, and operationally necessary, phone calls, voicemails, and related call records may be logged, transcribed, summarized, recorded, or processed by us or our service providers for scheduling, documentation, quality assurance, fraud prevention, dispute resolution, training, and business continuity.

9. Email communications and marketing

We may use your email address to respond to inquiries, send quotes and invoices, confirm bookings, provide session details, deliver galleries and files, send service updates, answer questions, and otherwise manage the services you requested.

If you subscribe to promotional communications, request updates, or otherwise permit us to contact you for marketing purposes, we may send occasional updates or offers. You may unsubscribe from marketing emails at any time using the unsubscribe link in the email or by contacting us.

Even if you opt out of marketing emails, we may still send transactional or service-related emails that are necessary to respond to your inquiry, manage your booking, deliver files, collect payment, or administer our relationship with you.

10. How we share information

We do not sell personal information for monetary consideration.

We may share personal information with service providers, vendors, contractors, platforms, and professional advisors that help us operate our business and provide services, including for website hosting, security, communications, scheduling, payment processing, remote-session support, gallery delivery, file delivery, editing, retouching, workflow automation, analytics, marketing measurement, CRM, legal, accounting, insurance, and administration.

We may also share information:

• with your employer, company, team coordinator, event organizer, assistant, or authorized representative when they arrange services on your behalf;
• with photographers, producers, editors, retouchers, contractors, and internal personnel where reasonably necessary to perform the work;
• where necessary to provide the requested services;
• to comply with law, subpoena, court order, legal process, or lawful government request;
• to investigate or address fraud, abuse, security incidents, or unlawful conduct;
• to protect our rights, safety, property, systems, team, contractors, clients, participants, or business operations;
• in connection with a merger, financing, acquisition, reorganization, sale of assets, or similar business transaction;
• with your direction or consent.

We do not share mobile phone numbers or SMS consent data with third parties or affiliates for their own independent marketing purposes.

Certain analytics, advertising, remarketing, or measurement technologies, if enabled, may involve disclosure of identifiers or online activity information to analytics or advertising partners in a manner that may be treated as “sharing” under certain privacy laws.

11. Portfolio use and public display

Unless the client requests otherwise in writing before the session, or unless confidentiality restrictions are agreed in writing, we may use selected final images from a session for portfolio, website, case studies, social media, studio samples, self-promotion, presentations, pitch materials, editorial features, interviews, award submissions, educational use, and other lawful marketing or business display purposes.

Where appropriate and unless restricted in writing, we may also identify the client, company, project type, role, or general project context in connection with such display.

Any confidentiality restrictions, opt-outs, publication limits, release requirements, or usage limitations should be clearly communicated and confirmed in writing before the session or before publication, as applicable.

For company, enterprise, executive, confidential, embargoed, or restricted projects, the client should request no-portfolio treatment or publication restrictions in writing before the session or before delivery.

12. Data retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business and accounting records, comply with legal obligations, resolve disputes, enforce agreements, protect our rights, maintain backups, and support business continuity.

As general retention guidelines:

• inquiry, lead, quote, consultation, and booking-request information may be retained for up to 24 months after the last meaningful interaction, and longer where reasonably necessary for ongoing business purposes;
• client correspondence, project coordination materials, participant information, approvals, image selections, and retouch notes may be retained for the duration of the client relationship and for a reasonable period afterward;
• gallery links, preview galleries, proofs, and final delivered images are typically retained for at least 3 months and may be retained longer at our discretion;
• raw image files are typically retained for at least 12 months and may be retained longer at our discretion;
• invoices, accounting records, contractual records, payment records, and related business records may be retained for up to 7 years or longer where reasonably necessary for tax, legal, accounting, insurance, audit, or operational purposes;
• security logs, technical records, and backup copies may be retained for a reasonable period according to operational needs.

We do not guarantee indefinite archival, indefinite gallery hosting, or permanent file availability unless we expressly agree otherwise in writing.

13. Data security

We use reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, misuse, loss, alteration, or disclosure.

These measures may include restricted access, need-to-know permissions, password-based controls, secure payment workflows, use of established vendors, access limitation, and two-factor authentication on key systems where applicable.

No method of transmission, storage, or processing is completely secure. We cannot guarantee absolute security of information transmitted to or processed by us or our service providers.

14. Your privacy choices and rights

Depending on where you live, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information we maintain about you. You may also have the right to object to or limit certain processing, opt out of certain sharing, or withdraw consent where processing is based on consent.

To make a privacy request, contact us at hello@remote-headshots.com with the subject line Privacy Request.

We may need to verify your identity before responding. Some requests may be limited by legal, tax, accounting, contractual, security, archival, dispute-resolution, or operational obligations.

If your session was arranged by your employer, company, event organizer, or another client, certain requests may need to be coordinated with that organization.

15. California privacy notice

If you are a California resident, you may have rights under California privacy law, which may include the right to know, access, correct, delete, and opt out of certain sale or sharing activities as defined by California law, subject to applicable exceptions and verification requirements.

We do not sell personal information for monetary consideration. However, certain analytics, advertising, remarketing, or measurement technologies used on our website, if enabled, may involve disclosure of identifiers or online activity information to third parties in a manner that may be treated as “sharing” under California law.

If you are a California resident and would like to make a privacy-related request, contact hello@remote-headshots.com with the subject line California Privacy Request.

We will not discriminate against you for exercising privacy rights available under applicable law.

16. International visitors and U.S. processing

Remote Headshots is operated by Match Production, LLC, a United States-based company. Your personal information may be processed, stored, or accessed in the United States and by service providers that support our operations.

If you access our website or use our services from outside the United States, you understand that your information may be transferred to and processed in the United States, where privacy laws may differ from those in your location.

Where required by applicable law, we will rely on appropriate legal bases and safeguards for international data transfers.

17. Children’s privacy

Our website and services are intended for adults and business clients. We do not knowingly collect personal information directly from children under 18 through our ordinary website or service workflows.

If you believe a child has provided personal information to us, please contact us so we can review and take appropriate action.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The most current version will be posted on this page with the updated Effective Date.

Your continued use of our website or services after changes become effective constitutes your acknowledgment of the updated Privacy Policy to the extent permitted by law.

19. Contact

For questions, comments, or privacy-related requests, contact:

See also our Terms of Service.