Terms and Conditions

Effective date: 17 June 2026  ·  Applies to: headshotqueue.com

1. Who We Are

Headshot Queue is a software platform operated by TimmiStudio di VD, an Italian sole proprietorship trading as PortraitDesk and Headshot Queue (collectively "we", "us", "our"). Our primary domain is headshotqueue.com.

Contact: info@headshotqueue.com

2. Definitions

• "Platform" — the Headshot Queue web application accessible at headshotqueue.com, including all features, APIs, and associated tools.
• "Photographer" / "You" — a professional photographer or studio that registers an account and uses the platform to manage headshot sessions.
• "Client" — a person whose photograph is taken at a session managed through the platform and who receives a private gallery link.
• "Session" / "Job" — a headshot photography event configured within the platform.
• "Content" — all photos, files, text, and other data uploaded to or generated through the platform by you or your clients.
• "Subscription" — a paid access period (Basic or Pro plan) that grants use of the platform for a defined number of days.

3. Eligibility and Account Registration

3.1 Who may register

You must be at least 18 years old and capable of forming a legally binding contract to create an account. The platform is intended for professional or business use by photographers and studios — not for personal, consumer, or end-client use.

3.2 Accurate information

You must provide accurate, complete, and current information when creating your account and keep it updated. You are responsible for all activity that occurs under your account credentials.

3.3 One account per person or studio

Each account is for a single photographer or studio. You may not create multiple accounts to circumvent plan limits or abuse trial access.

3.4 Account security

You are responsible for keeping your password confidential. Notify us immediately at info@headshotqueue.com if you suspect unauthorised access to your account. We are not liable for any loss or damage arising from your failure to maintain account security.

4. Subscription Plans and Billing

4.1 Plans

Headshot Queue is offered on a prepaid subscription basis. Current plans and pricing are listed at headshotqueue.com/pricing. Prices are in Euros (€) and are inclusive of any applicable VAT where required by law.

4.2 How billing works

Each plan grants access for a fixed number of days from the date of payment. Plans do not auto-renew — when your subscription expires you must manually renew to restore access. You will receive email reminders before your plan expires.

4.3 Upgrades

If you upgrade from Basic to Pro while your subscription is active, you are charged a prorated amount (€1.00 per remaining day of your current period). Your expiry date does not change — the upgrade grants Pro features for the remainder of your existing plan period only.

4.4 Renewals

Renewing a plan adds the plan's full day count from your current expiry date (or from the date of renewal if your plan has already expired). Renewals are a new prepaid period, not an extension of a trial.

4.5 Payment processing

All payments to us are processed securely by Stripe. We do not store your card details. By proceeding to payment you also agree to Stripe's terms of service.

4.6 Sales Console and Stripe Connect

The platform includes a Sales Console feature that allows you to offer paid extras (such as additional retouched photos or crop packages) directly to your clients via their private galleries. To use this feature, you must connect your own Stripe account to the platform via Stripe Connect.

• Payments made by your clients for extras go directly to your connected Stripe account. We do not handle, hold, or process these funds.
• You are solely responsible for setting appropriate prices, delivering the purchased extras to your clients, and complying with all applicable tax and consumer protection laws in your jurisdiction.
• By connecting a Stripe account, you also agree to Stripe's Connected Account Agreement.
• We may receive limited metadata about transactions (such as payment confirmation status) for the purpose of unlocking features (e.g. granting additional retouching slots). We do not receive card details or funds.
• You may disconnect your Stripe account at any time from Account Settings. Disconnecting will disable the Sales Console for all your jobs.

4.6 Grace period

After your subscription expires, your account and data are retained for a grace period of 7 days. After this period your account and all associated data (jobs, clients, galleries, uploaded photos) are permanently deleted. We are not responsible for data loss following account expiry.

4.7 Price changes

We reserve the right to change subscription prices at any time. Price changes will not affect your current paid period. We will provide reasonable notice of any price changes before they take effect.

5. Refund Policy

All subscription purchases are non-refundable except where required by applicable law. Because the platform is made available immediately upon payment and is a digital service, you acknowledge that your right of withdrawal under EU consumer law does not apply once access has been granted.

If you experience a technical failure that prevents you from using the platform for a material portion of your subscription period, please contact us at info@headshotqueue.com and we will assess your case on its merits.

6. Permitted Use

Subject to these Terms and an active subscription, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the platform for its intended purpose: managing professional headshot photography sessions, delivering private client galleries, and associated workflow tasks.

You may use the platform to:

• Create and manage headshot session jobs for your own photography business or clients.
• Register session attendees, manage queue flow, and upload corresponding photos.
• Deliver private galleries to session attendees via secure individual links.
• Use white-label features (Pro plan) to present the platform under your own studio branding.

7. Prohibited Conduct

You must not:

• Use the platform for any unlawful purpose, or in violation of any applicable local, national, or international law.
• Upload, store, or transmit photos or content of minors without verifiable parental or guardian consent where required by law.
• Upload content that is obscene, defamatory, threatening, discriminatory, or that infringes any third-party intellectual property right.
• Attempt to gain unauthorised access to any part of the platform, other users' accounts, or our underlying systems.
• Reverse-engineer, decompile, disassemble, or otherwise attempt to derive the source code of the platform.
• Resell, sublicense, or commercially exploit the platform or any part of it without our written permission.
• Use the platform to send unsolicited communications (spam) to clients.
• Interfere with or disrupt the platform's infrastructure, including by uploading malicious code or launching denial-of-service attacks.
• Create multiple accounts to circumvent plan limitations, rate limits, or any other restriction.
• Misrepresent your identity or affiliation when using the platform.

8. Your Content and Client Data

8.1 Ownership

You retain full ownership of all photos and content you upload to the platform. We claim no intellectual property rights over your content.

8.2 Licence to us

By uploading content you grant us a limited, non-exclusive, royalty-free licence to store, process, and transmit that content solely for the purpose of providing the platform services to you. We do not use your photos for any other purpose, including marketing or training machine learning models.

8.3 Your responsibility for client content

You are solely responsible for ensuring you have the legal right to photograph, store, and deliver images of your session clients. This includes obtaining any necessary model releases, consent forms, or employer authorisations required for the specific context of each shoot.

8.4 Client purchase data

When a client purchases an extra via the Sales Console, a purchase record is created and associated with that client's profile on the platform. This record includes the product type, quantity, price, Stripe session ID, and payment status. This data is retained for as long as your account is active and for up to 90 days after job deletion, after which it is permanently deleted.

8.5 Data retention and deletion

All content associated with your account is permanently deleted after the grace period following subscription expiry (see section 4.6), or immediately upon account deletion at your request. We do not archive or retain backups of deleted accounts beyond standard operational backup windows.

9. Your Role as Data Controller

When you use Headshot Queue to collect, store, and process personal data about your session clients (names, email addresses, photographs), you act as the data controller under the GDPR. We act as your data processor, processing that data on your behalf in accordance with your instructions and our Privacy Policy.

As data controller you are responsible for:

• Having a lawful basis for collecting and processing your clients' personal data.
• Providing your clients with adequate privacy information (e.g., a notice at the point of registration at your event).
• Responding to data subject access requests, deletion requests, and other rights your clients may exercise.
• Ensuring that the personal data you collect is limited to what is necessary for the purpose of the photography session.

Our platform provides tools to support your compliance obligations (individual gallery delivery, no shared public links, session-scoped data, account deletion). You remain legally responsible for how you use those tools.

10. Intellectual Property

10.1 Our platform

The platform software, design, code, branding, user interface, and all associated materials are the exclusive property of TimmiStudio di VD (trading as PortraitDesk). Nothing in these Terms transfers any intellectual property rights in the platform to you.

10.2 Feedback

If you submit feedback, suggestions, or feature requests, you grant us a royalty-free, perpetual, irrevocable licence to use that feedback for any purpose without obligation or compensation to you.

10.3 Trademarks

"Headshot Queue" and "PortraitDesk" are trademarks of TimmiStudio di VD. You may not use these names, logos, or any confusingly similar marks without our prior written consent.

11. Service Availability

We aim to maintain high availability but do not guarantee uninterrupted or error-free service. The platform is provided on an "as is" and "as available" basis during the beta period. We reserve the right to suspend the platform temporarily for maintenance, updates, or unforeseen technical reasons.

We will make reasonable efforts to notify you of planned maintenance in advance. Planned or unplanned downtime does not constitute grounds for a refund unless it is prolonged and materially prevents use of the service for the majority of your subscription period (see section 5).

12. Termination and Account Deletion

12.1 By you

You may delete your account at any time by contacting us at info@headshotqueue.com. Upon deletion all your data is permanently removed. No refund is issued for any remaining subscription days.

12.2 By us

We reserve the right to suspend or terminate your account without notice if:

• You breach any provision of these Terms.
• We have reason to believe your account is being used for fraudulent, abusive, or unlawful activity.
• You repeatedly violate the prohibited conduct rules (section 7).
• Continued provision of the service to you creates legal, reputational, or technical risk for us.

Where termination is due to your breach, no refund will be issued. Where termination is at our initiative without cause, we will refund a prorated portion of any unused subscription days.

12.3 Platform discontinuation

We reserve the right to discontinue the platform with at least 30 days' notice. In such event, we will refund any remaining paid days on a prorated basis and provide reasonable tools for you to export your data.

13. Limitation of Liability

To the fullest extent permitted by applicable law:

• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, or business interruption, arising from your use of or inability to use the platform.
• Our total aggregate liability to you for any claims arising under or in connection with these Terms shall not exceed the total amount you paid us in the three months preceding the event giving rise to the claim.
• We are not liable for any failure or delay caused by circumstances outside our reasonable control (force majeure), including natural disasters, governmental action, third-party service failures, or internet infrastructure outages.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

14. Indemnification

You agree to indemnify, defend, and hold harmless TimmiStudio di VD, its affiliates, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

• Your use of the platform in breach of these Terms.
• Your violation of any applicable law or regulation.
• Any claim by a third party (including your clients) relating to personal data you collected, processed, or stored using the platform.
• Any content you upload that infringes a third party's intellectual property or other rights.

15. Changes to These Terms

We may update these Terms at any time. When we make material changes we will update the effective date at the top of this page and, where the changes are significant, we will notify you by email to the address on your account.

Your continued use of the platform after the effective date of the revised Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms you must stop using the platform and may request account deletion.

16. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of Italy, without regard to its conflict of law provisions. The courts of Italy shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, except where mandatory consumer protection laws in your country of residence provide otherwise.

Before initiating any formal legal proceedings we encourage you to contact us to resolve any dispute informally. Most issues can be resolved quickly by email at info@headshotqueue.com.

17. Contact

For any questions about these Terms:

TimmiStudio di VD (trading as Headshot Queue / PortraitDesk)
Italy
info@headshotqueue.com