Who we are
BoothBuddy is photobooth software for rental businesses: an iPad app, a booth for Windows and Linux, a web app and galleries for guests. BoothBuddy is provided by Perception Group BV, Gitsestraat 593, 8800 Roeselare, Belgium, company number 1031.162.458, VAT BE 1031.162.458, RPR Ghent, Kortrijk division ("we"). You can reach us at info@studio-perception.be.
Two roles
Under the General Data Protection Regulation (GDPR) we have two roles:
- Controller for the data of our customers (the rental businesses and their staff) and of visitors to this website.
- Processor for the photos and data of guests at our customers' events. The rental business is the controller for that data. We only process it on the rental business's behalf, under the processor agreement.
Were you a guest at an event and do you have a question about your photos or data? Please contact the rental business or the event organiser. The privacy notice under your gallery says who that is. We help them handle your request, and you can also write to us.
Data we process as controller
Your account
Name, email address, company name, company or VAT number, your password (only as a hash), your language, your logo, photo, accent colour and settings, and when you accepted which version of the terms. We use them to create your account and provide the service. Legal basis: performance of the contract (Art. 6(1)(b) GDPR). Kept as long as your account exists.
Paying for hosting, upgrades, licences and extra messages
You pay through Stripe. We receive a customer ID, the status of your payment and the details on your invoice, never your full card number. Legal basis: the contract, and our legal obligation to keep invoices (Art. 6(1)(c) GDPR). Invoices are kept as long as accounting law requires.
App Store purchases
You buy the app and the upgrades from Apple. Apple processes that payment as an independent controller. We receive no payment data, only Apple's signed proof of which upgrade was bought on an iPad, so one purchase counts for one account. Legal basis: the contract.
Your devices
For each paired iPad or computer: the name you give it, the app version, the tier, when it was last connected, and the status of the camera, printer, battery and uploads. That way you can see in the web app whether everything is ready, and we can help when something goes wrong. Legal basis: the contract. Kept until you remove the device.
Logbook
Who changed what in your account, with the IP address shortened, so you can look it up. Legal basis: our legitimate interest in a secure, traceable service (Art. 6(1)(f) GDPR). Kept for one year.
Security
IP addresses when signing in, signing up, pairing and trying a gallery's access code, to limit abuse (for example too many attempts). Legal basis: our legitimate interest in securing the service. These counters go after about a day.
Email to you
We send the password reset mail through Resend, as well as notices about changes to the terms or the price, the reminder before anything is deleted after the end of your hosting, and the notice when your messages to guests are nearly used up. Legal basis: the contract. We don't send you marketing mail without asking.
Contact
When you email us, we use your message and email address to reply. Legal basis: our legitimate interest, or steps prior to entering into a contract. If you report illegal content, we use your name, email address and report to handle it and to be able to show that later. Legal basis: our legal obligation under the Digital Services Act.
This website
This website uses no analytics, no ads and no tracking cookies. Our hosting provider processes technical data such as your IP address and browser to serve the pages and protect them. Legal basis: our legitimate interest in a working, safe website. More on the cookies page.
Guest data, on behalf of the rental business
At an event we process, on behalf of the rental business: photos, photo strips, GIFs and boomerangs, and, if the rental business uses a guest form or a guest types an address on the share screen, what the guest enters (for example name, email address or phone number, answers to questions) and their consent choices.
We only use that data to provide the service:
- putting the photos in the rental business's own Google Drive or Dropbox. We only keep a photo until it has reached that storage, plus a small preview for the gallery;
- loading them from there and showing them in the guest's gallery, in the gallery for the rental business's client and, if the event has one, on the live slideshow;
- listing it for the rental business in the web app, with a CSV export;
- sending it by email or SMS when the guest asks, on behalf of the rental business, through our processors Resend and Twilio;
- forwarding it to the rental business's own webhook address, only if the rental business asks for it;
- counting how often a guest's page and an event's gallery are opened, for the rental business and its client's report. We count on our server, without a cookie, without storing anything on the guest's device and without an IP address. We store how often, not when. The count does belong to that guest's page, so it can be personal data. Nobody gets an overview per guest: the web app and the report show totals and which photos were opened most often, without a name and without a number per photo.
We use no AI and no face recognition, we do no profiling, we sell nothing and we never use guest data for our own marketing. The rental business decides on the legal basis for this data, including for that count, and answers guests' questions about it.
Minors
Accounts are for people of 18 or older who act for their business or profession. We don't knowingly hold account data of younger people.
Guests can be any age, and there is no age limit to view a gallery. For guests under 16, the rental business and its client are responsible for getting permission from a parent or guardian, also for photos of children. That is our rule. It is stricter than the Belgian limit of 13, which is only about consent for online services (Article 8 GDPR); for photos, the child's understanding and parental authority count too. A parent or guardian can ask the rental business, or us, to have a photo removed.
No session replay, no tracking
There is no session replay: nothing records how you move, click, scroll or type. There are no heatmaps, no analytics, no advertising pixels and no fingerprinting, on the website, in the web app, in the guest galleries, on the slideshow, in mail or in the apps. No such software is part of BoothBuddy.
Fonts are served from our own server. Your browser asks no font service for them, so no such service sees your IP address.
The cookies page lists the cookies the web app uses, and what is stored in a browser.
Who else processes the data
- Cloudflare, Inc. (United States): hosting of the website, the web app and the database, temporary storage of photos and the previews. The database and the storage are tied to the European Union; requests run through Cloudflare's worldwide network.
- Stripe (for European customers its Irish company): payment for hosting, upgrades, licences and extra messages. Stripe is a processor for carrying out payments, and an independent controller for its own duties, such as fraud prevention and financial rules. Stripe gets your account's email, company and billing details, never guest data.
- Apple: sale of the app and the upgrades, as an independent controller. Apple gets no guest data from us.
- Resend (United States, sending from Ireland): our mail to you, such as your password reset, and the email a guest asks for: their email address, the link to their gallery and the rental business's words.
- Twilio (United States): the text message a guest asks for: their mobile number, the link to their gallery and the rental business's words.
- On behalf of the rental business, through its own accounts: Google (Drive) or Dropbox. The rental business must connect one of them, because that is where the photos are. It chooses which itself.
Transfers outside the EEA
Storage in the EU doesn't rule out transfers completely: with American companies, traffic data can end up outside the European Economic Area, and their support staff and own suppliers can reach data from there. Cloudflare, Stripe (Stripe, LLC), Resend and Twilio take part in the EU-US Data Privacy Framework. Twilio also has binding corporate rules (BCR). If that falls away, or doesn't apply to a particular processing, the European Commission's standard contractual clauses in our agreements with them apply. Apple processes purchases as an independent controller, under its own terms. You can ask us for a copy of those safeguards.
How long we keep data
- Account data: as long as your account exists. It stays after you cancel, so you can keep viewing and downloading and start again. Delete your account yourself under Settings, or ask us to, and it is gone within 30 days, except what the law requires us to keep.
- Invoices: as long as accounting law requires.
- Guest data: depending on the rental business's package 3 months (Basis), 6 months (Pro) or 1 year (Luxe) after the day of the session, also after the rental business has cancelled, and never longer than 1 year in the web app. The rental business can delete sessions at any time in the web app. After that only the event's name, date and client stay visible in the archive. The photos in the rental business's own Drive or Dropbox and on its devices are managed by the rental business.
- Data about clients that the rental business keeps in the web app: until it deletes that data or its account.
- Webhook messages: the content goes once delivered or given up on, the record after 30 days.
- Contact emails and reports of illegal content: as long as needed to handle them and to be able to show that we did, at most 3 years.
- Logbook: one year. Sign-in and abuse counters: about a day. Payment event records: 90 days.
- Something you delete can stay in Cloudflare's database restore history for up to 30 days before it is gone for good.
Security
All connections are encrypted (HTTPS). Passwords are only stored as a hash. Access to your Drive or Dropbox is stored encrypted. Each account only sees its own events, photos and data. Whoever runs BoothBuddy has an admin area with each account's address, package, storage use and devices, to help you and keep the service safe. It shows no guests' photos or form answers, and every visit to it is logged. A guest's page and the files in it have long addresses that can't be guessed; anyone who has the link can open them. An event's gallery can also have an access code.
Google data
If you connect Google Drive, BoothBuddy asks only for access to the files it creates itself (the drive.file scope). It uses that access only to put your photos in your own folder and to load them from there for your galleries, and never reads your other files. We only show those photos in your own galleries, to whoever has the link. We don't use Google data for ads or transfer it to anyone else. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. You can disconnect in the web app at any time.
Your rights
You have the right of access, rectification, erasure, restriction of processing and data portability, and the right to object. Where we rely on consent, you can withdraw it. Email us at info@studio-perception.be. We reply within one month.
Complaints
If you disagree with how we handle your data, you can lodge a complaint with the Belgian Data Protection Authority (GBA/APD), Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be, dataprotectionauthority.be, or with the supervisory authority in the EU country where you live.
Changes
If we change this policy, we update the date at the top. For significant changes we notify customers by email in advance.