Privacy and erasure
Who is responsible
Staffshots is operated by Erik Finans AB, Sweden, which is the data controller for the personal data described here. For subject-access, correction or erasure requests, or any other question about your data, write to privacy@staffshots.com.
What Staffshots stores
The photo you upload, the headshots generated from it, your email address and, if you or a colleague gave it, your name, and the record of the three consent statements you ticked before uploading. If you buy something, we keep the amount, currency, tax and payment reference, because bookkeeping law requires that.
Why we may process your data
- Generating headshots from your photo — your explicit consent, and our contract with you
- Account and sign-in — contract
- Payment — contract
- Giving your team the headshots it paid for, if you join a company's team — contract
- Inviting you to your company's team, when a colleague asks us to — legitimate interests; the invitation says who gave us your address
- Showing your team a headshot you bought yourself, only if you choose to share it — your consent, which you can withdraw per image at any time
- Sending a free sample to somebody their company named to us — legitimate interests; the invitation says who gave us the address and how to object
- Website analytics, only if you accept them — your consent
- Keeping order records for 7 years — legal obligation (Swedish bookkeeping law)
- Rate limiting and blocking abuse — legitimate interests
Facial biometrics
To check that a generated headshot still looks like you, Staffshots computes a mathematical representation of your face — a biometric template — from your photo and from each result, and compares them. This is how a result that does not resemble you is caught before you see it. Under GDPR this is special-category data, and it is processed only because you gave explicit consent before uploading. The template is deleted 30 days after it is made, or sooner if you erase the photo, even when the headshot itself is kept. It is never used to recognise you across visits, and there is no shared face database.
Where your photo is processed
Headshots are generated by Google's Vertex AI. That model has no EU-only endpoint yet, so your photo is processed on Google's global infrastructure and may leave the EEA. The transfer is covered by Google Cloud's data-processing terms and the EU Standard Contractual Clauses. Everything else — your account, your images at rest, our database and backups — stays in Google Cloud's Stockholm region.
What is never sent to the model: your name, your email address, any account or job identifier, and the original filename. Image metadata including EXIF and GPS is stripped before anything is stored or sent.
Who else sees your data
- Google Cloud: hosting, storage and the model that generates the images
- Stripe: payment
- Resend: sign-in and notification email. It stores the emails it sends in the US, under the Data Privacy Framework between the EU and the US and Standard Contractual Clauses.
- Lovable: this website
- Google Analytics: visit statistics, only if you accept them
- If you join a company's team: its owner, who sees the headshots bought with the team's credits and any you choose to share
Your last sign-in IP address
Staffshots records the IP address of your most recent sign-in, so that a service which generates images of people can be protected from being used against people who did not agree to it. One address is kept, overwritten each time you sign in — not a history. Only an administrator can see it, and it is deleted with your account.
Cookies and storage
To keep you signed in, your browser stores one item in local storage — a session token. That is strictly necessary for signing in and needs no consent. Clearing your browser data signs you out. Analytics cookies are set by Google only if you accept them in the banner, never otherwise, and you can change that decision at any time on the cookies page. There is no advertising, no ad personalisation and no advertising pixel on this site.
Everything we store in your browser, and how to change your choice
What is deleted after 30 days, and what you keep
The photo you upload, the face measurements taken from it and any preview you did not buy are deleted automatically 30 days after they are created. You do not need to ask. Headshots you buy stay in your account so you can download them again, until you delete them; if you never sign in for two years we delete them, and we email you first. An invitation to a free sample that is never used is deleted when it expires. Order records are kept for 7 years because Swedish bookkeeping law requires it.
Erase on demand
You can erase sooner, from your account page, at three levels:
- A set of headshots — the generated images go, the source photo stays so you can try again.
- A photo — the photo and everything made from it.
- Your account — the account and everything in it. Irreversible, and your session ends immediately.
Erasure reports what was actually deleted rather than just claiming success. If part of it fails, you are told.
Consent
Before a photo is processed you confirm three separate things: that you are the person in the photo, that you are 18 or older, and that you accept the processing described here — including that a biometric template of your face is created to check the results look like you. All three are required, and each is recorded with the wording you agreed to.
Automated decisions
Two automated checks can refuse work: one rejects a photo that will not produce a usable headshot, and one withholds a result that does not resemble you closely enough. Both always tell you why. Neither makes a decision with legal consequences for you, and a person reviews anything flagged.
Your rights
- Access — Ask what we hold about you and get a copy — write to privacy@staffshots.com.
- Rectification — Have anything inaccurate corrected — write to privacy@staffshots.com.
- Erasure — Delete a set of headshots, a photo or your whole account yourself from the account page, or ask us to.
- Restriction — Ask us to pause processing while a question about your data is settled.
- Portability — Ask for the data you gave us in a machine-readable form — write to privacy@staffshots.com.
- Objection, and withdrawing consent — Object to processing based on legitimate interests, and withdraw your consent at any time. Withdrawing does not undo processing already carried out.
Complaining to the regulator
If you think we have handled your data wrongly you can complain to Integritetsskyddsmyndigheten (IMY), the Swedish data protection authority, at imy.se.
Sign-in
Sign-in is a one-time link emailed to you by Staffshots from no-reply@mail.staffshots.com. Your session is held as a token in this browser's local storage — not a cookie — and clearing it signs you out.
Misuse
If someone has used Staffshots to generate headshots of a face that is not theirs, you can report it without signing in.