Privacy Policy
Effective Date: October 2, 2026
Headshot Executive LLC respects the privacy of the students, families, schools, organizations, and individuals we photograph. This Privacy Policy explains how we collect, use, protect, and share personal information in connection with our photography services, online galleries, and photo ordering services.
Information We Collect
Depending on the photography program or service, we may collect information including:
- Names of photographed individuals
- Photographs and other image data
- School, organization, class, ensemble, team, teacher, or group information
- Parent, guardian, or customer contact information
- Email addresses and telephone numbers when provided
- Billing, shipping, and order information
- Products and photographs purchased
- Information voluntarily provided when contacting us or placing an order
- Technical information associated with use of our online galleries and ordering system
For school photography, some identifying or organizational information may be provided by the participating school or organization for the purpose of identifying photographs and delivering photography services.
How We Use Information
We use personal information only as reasonably necessary to provide and administer our photography services. This may include:
- Photographing and identifying participants
- Organizing photographs by student, class, ensemble, team, or other group
- Providing secure or access-controlled online photo galleries
- Allowing parents, guardians, students, and customers to view and purchase photographs
- Processing payments and fulfilling orders
- Delivering digital images, prints, and other photographic products
- Communicating about galleries, orders, photography sessions, or customer service
- Maintaining business, accounting, and transaction records
- Protecting the security and proper operation of our services
Student and Minor Privacy
Headshot Executive frequently photographs students and minors while providing photography services to schools and organizations.
We take the privacy of minors seriously. Student information and photographs collected for a school photography program are used for legitimate photography, identification, gallery, ordering, fulfillment, and related administrative purposes.
We do not sell student personal information.
Access to student photographs may be restricted through access codes, passwords, QR codes, or other access-control methods when appropriate for the photography program.
Parents or legal guardians may contact us regarding access to, correction of, or deletion of personal information associated with their child, subject to applicable law and legitimate record-retention requirements.
Online Galleries and GotPhoto
Headshot Executive uses GotPhoto to provide online galleries, photo ordering, customer communications, and related photography services.
Information necessary to provide these services may be processed by GotPhoto and its authorized service providers on our behalf. This may include photographs, identification information, group or class information, contact information, order information, shipping information, payment-related information, and technical information associated with use of the online shop.
GotPhoto maintains its own privacy, data-processing, and security practices governing its platform.
Payments and Order Fulfillment
Payment transactions and product fulfillment may be handled by third-party payment processors, laboratories, shipping providers, and other service providers necessary to complete an order.
Headshot Executive does not use payment information for purposes unrelated to completing transactions, preventing fraud, maintaining required financial records, or otherwise providing requested services.
Sharing of Personal Information
We may share personal information with service providers when necessary to operate our photography business and provide requested products or services, including online gallery providers, payment processors, professional photography laboratories, delivery providers, hosting providers, and other vendors supporting our services.
We may also disclose information when required by law, legal process, or when reasonably necessary to protect the rights, safety, or security of our customers, photographed individuals, Headshot Executive, or others.
Headshot Executive does not sell personal information for monetary compensation.
Photographs and Promotional Use
Photographs created during a school or organizational photography program are not automatically used for advertising or promotional purposes merely because they were made available through an online gallery.
Any promotional, portfolio, social media, advertising, or other public use of identifiable student photographs will be handled in accordance with applicable permissions, agreements, school policies, and law.
Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or loss.
No internet-based system can guarantee absolute security, but we limit access to personal information to Headshot Executive personnel and service providers who reasonably require access to perform photography and related services.
Data Retention
Personal information and photographs are retained only for as long as reasonably necessary to provide photography services, maintain customer orders and galleries, satisfy legal or accounting obligations, resolve disputes, and maintain appropriate business records.
Gallery availability and photograph retention periods may vary by photography program.
Your Privacy Choices and Rights
Depending on applicable law, you may have the right to request access to, correction of, or deletion of personal information maintained by Headshot Executive.
Parents and legal guardians may make appropriate requests concerning information associated with their minor children.
To make a privacy request, please contact Headshot Executive using the contact information below. We may need to verify your identity or relationship to the photographed individual before fulfilling a request.
Third-Party Services
Our online galleries and ordering services may contain or use services operated by third parties. Those providers may maintain their own privacy policies and data-processing practices. Headshot Executive is not responsible for independent processing performed by third parties outside the services they provide on our behalf.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our services, technology, legal requirements, or business practices. The effective date above will be updated when material changes are made.
Contact
For questions, concerns, or requests regarding this Privacy Policy or personal information handled by Headshot Executive, please contact:
Headshot Executive LLC
Fort Worth, Texas
Christopher Saint Germain, Owner
