Privacy and Security
Scale Headshots is operated by Helium. More security information including a list of sub-processors can be accessed at heliumdev.com/security
Scale Headshots Privacy Policy
Effective Date: 3/31/2026
Scale Headshots (“Scale Headshots,” “we,” “us,” or “our”) is hosted at scaleheadshots.com and a service operated by Helium Development LLC (“Helium”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use Scale Headshots.
This policy applies to:
Clients: businesses or individuals who use Scale Headshots to request and manage headshots
Contacts: individuals invited by Clients to submit their information and photos
1. Overview of Roles
Scale Headshots operates as:
A data controller for information we collect from Clients (e.g., account and billing information)
A data processor for information submitted by Contacts on behalf of Clients
Clients are responsible for determining what information is collected from their Contacts and how it is used.
2. Definition of Personal Information
“Personal Information” means any information that identifies, relates to, or can reasonably be linked to an individual.
3. Information We Collect
3.1 Information from Clients
When Clients create and use an account, we collect:
Name
Email address
Account credentials (via Auth0)
Business-related information provided by the Client
Usage data related to the dashboard and service
3.2 Information from Contacts
Clients invite Contacts to submit information through Scale Headshots. We collect:
Name
Email address
Photo(s) (headshots)
Any additional information requested by the Client (custom fields)
Contacts do not create accounts. They interact with the service through submission links and may be given access to view or download their photos.
Providing this information is necessary for us to generate and deliver headshots.
3.3 Automatically Collected Information
We collect certain technical and usage data automatically, including:
IP address
Browser type and device information
Pages visited and interactions
Timestamps and request data
We use tools such as:
Google Analytics
Datadog
We also use cookies and similar technologies to operate, maintain, and improve the service.
4. How We Use Information
We use information to:
Provide and operate Scale Headshots
Enable Clients to request and manage headshots
Process and deliver images
Communicate with Clients and Contacts
Improve performance, reliability, and user experience
Maintain security and prevent misuse
5. Image Processing
Photos submitted by Contacts are:
Stored and delivered to the requesting Client
Processed using automated tools, including AI-based enhancements and background removal
We do not use submitted photos to train any machine learning models.
6. Client Responsibilities
Clients agree that they are responsible for:
Obtaining all necessary rights, permissions, and valid consent from Contacts before collecting or submitting their personal information and photos
Ensuring that their use of Scale Headshots complies with applicable privacy and data protection laws
Scale Headshots processes Contact data solely on behalf of Clients and in accordance with their instructions.
7. How We Share Information
We do not sell personal information.
We only share information in the following circumstances:
7.1 With Service Providers
We use trusted third-party providers to operate the service, including:
Email delivery via Postmark
Image storage and delivery via Cloudinary and Google Cloud Storage
Infrastructure hosted on Google Cloud Platform
A current list of subprocessors is available at: https://heliumdev.com/subprocessors
These providers process data on our behalf under appropriate safeguards.
7.2 With Clients
Contact information and photos are shared with the Client who requested the submission.
We do not share Contact data with any other third parties.
7.3 Legal Requirements
We may disclose information if required to do so by law or in response to valid legal requests.
8. Data Retention
We retain Contact data for as long as the associated Client account remains active
When a Client account is closed, associated data is deleted within 30 days
Clients may request deletion of Contact data at any time
Contacts may also request deletion directly by contacting us
9. Data Security
We implement reasonable administrative, technical, and organizational safeguards to protect personal information, including secure infrastructure hosted on Google Cloud Platform.
No method of transmission or storage is completely secure, but we take appropriate measures to protect your data.
10. Your Rights
Depending on your location (including the European Economic Area), you may have rights to:
Access your personal information
Request correction or deletion
Object to or restrict processing
Request data portability
Contacts
Because we process Contact data on behalf of Clients, we may direct requests to the relevant Client where appropriate.
11. Data Requests
You may submit requests to access, update, or delete your personal information by contacting us at privacy@heliumdev.com
We will respond in accordance with applicable data protection laws.
12. International Data Transfers
We operate globally and may process data in the United States and other jurisdictions.
When required, we implement appropriate safeguards for international data transfers, including contractual protections.
13. Children’s Privacy
Scale Headshots is not intended for use by individuals under the age of 13, and we do not knowingly collect personal information from children.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.
15. Contact Us
If you have questions or requests regarding this Privacy Policy, you may contact us at:
Helium Development LLC
By email
privacy@heliumdev.com
By mail
6659 Kimball Dr D-402
Gig Harbor, WA 98335