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Proud Look · For IT, legal and compliance
Team headshots: security and privacy summary
Updated November 2, 2026
proudlook.com/security/sheet
How Proud Look handles your team members' photos and data. Each point matches our Privacy Policy and Terms; where they differ in detail, those documents govern.
What we collect from each member
- The first name and email they type (and a department, if your company sets one).
- 4 to 10 selfies, resized on their device before upload, and their style choices (age range, hair, glasses, outfits, backgrounds).
- Face measurements, only while their headshots are being made (see Consent).
- The headshots we create, with a likeness score for each one.
- Which consent text they agreed to and when, plus standard technical data (IP address, browser).
Who sees what
- Your company (the buyer and the managers they add): each person's first name, email, progress, and only the headshots that person marks as favorites, which you can download.
- Never shown to your company: anyone's uploaded selfies, their answers about themselves, or their other headshots.
- Proud Look support sees files only when needed to help.
Consent from each person
- Each person gives their own consent before uploading; the buyer can't consent for them.
- Written consent to face measurement (biometric data), as laws such as the Illinois Biometric Information Privacy Act (BIPA), Texas and Washington ask. It's used only to create and quality-check their headshots, and never sold, leased or traded.
- We record the exact version agreed to. Team text (team-v3-2026-11-02): “The team that shared this link sees my first name, email and the headshots I mark as favorites, never the photos I upload. They can download my favorites for 30 days after delivery; everything else is deleted after 7 days.”
- Upload text (upload-v3-2026-10-17): “These are photos of me. I consent to AI processing and to Proud Look measuring my facial features (biometric data) to check my headshots look like me. Face measurements are deleted once my headshots are made.”
Retention and deletion
- 7 days: uploads and all headshots are deleted automatically 7 days after delivery.
- 30 days: a copy of only each person's favorites stays in a private team folder for you to download until 30 days after delivery, then it's deleted. We email you 2 days before.
- Delete everything now: any member can delete their uploads, headshots and the team copy at once from their gallery.
- Face measurements are deleted when the headshots are done; we keep only a likeness score and the face position for cropping.
- When we delete, we ask fal.ai to delete its copies too. We keep order and consent records for tax and proof of consent.
Never used to train AI
- We don't use photos or headshots to train AI models, and we never sell them. Our providers are bound by their data processing terms not to use the data for their own purposes.
Security and access control
- Encrypted in transit (HTTPS only, with HSTS) and stored with our providers' encryption at rest.
- Photos live in private storage buckets and are shared only through signed links that expire within hours.
- Row-level security in the database: people read only their own records; team data is reachable only by our server.
- Sign-in by one-time email link, so there are no passwords to leak. The team page opens only for the buyer and the managers they add.
- Optional: only work emails from your company's domain can use the team link.
Subprocessors
| Provider | Purpose | Region |
|---|---|---|
| Vercel | website hosting and server code | US East (Washington, DC) |
| Supabase | sign-in, database, private file storage | US East |
| fal.ai | runs the image AI models that create the headshots | — |
| Modal | face-matching service | US East |
| Stripe | payments and invoices (we never see card numbers) | — |
| Resend | transactional email | — |
| Cloudflare Turnstile | bot check on sign-in | — |
| Sentry | error reports, never photos | — |
Our public website also uses analytics and ad tools (Google, Meta, Microsoft Clarity); they never receive photos or headshots. Full list: proudlook.com/privacy
What we are not
- We don't hold SOC 2 or ISO 27001 certification, and we don't offer single sign-on (SSO).
- We're not a HIPAA business associate: headshots aren't health information. Please don't send us patient data.
- The service is for adults 18 and older.
Documents and contact
- W-9, data processing agreement (DPA) or your security questionnaire filled in: on request, usually the same business day.
- Security concern or incident: support@proudlook.com, subject "Security".
- Proud Look is run by Digiloop Ventures LLC, Florida, United States. Policies: proudlook.com/privacy · proudlook.com/terms