Privacy Policy

01Information We Collect

Booking requests

When you request a booking through our website, we collect:

• your name, email address, and phone number
• your preferred contact method (phone call, text, email, or any)
• event details: date, start time, duration, venue, event type, guest count, theme or colors, and special requests
• the booths and add-ons you’re interested in and the estimated total
• non-profit status, billing preference, and how you heard about us

Your request is saved to a private Google Sheet that only our team can access, and we email you a confirmation with a summary and your estimate.

Client questionnaire

After you book, we email you a link to our event questionnaire. It asks for event details, a day-of contact, venue and setup information, design and print template preferences, music choices for the 360 Video Booth, and whether we may share photos from your event. Your answers are saved to a private Google Sheet that only our team can access, and we email you a confirmation with a short summary. Any logos, artwork, or files you email us are used only to design your templates.

Messages and calls

When you email, text, or call us, we keep a record of the conversation so we can manage your booking.

Payments and records

We accept online payments, cash, and checks. Online payments are processed by our invoicing and payment provider (see Section 6). We receive confirmation of payment and limited details such as the amount and the last digits of a card. We do not receive or store full card numbers from online payments. Checks are deposited with our bank, and we record only the check number and amount. We also keep:

• signed rental agreements, invoices, and payment records
• tax-exemption certificates you send us
• a note that military discount eligibility was verified

02Photos & Videos at Events

At events, our booths capture photos and videos of guests who choose to use them. Our booths run on TouchPix, a third-party photo booth platform. TouchPix processes and stores event media on its own servers.

Digital delivery

Guests may enter a phone number or email address, or scan a QR code, to receive their photos and videos. That contact information is used only to deliver the guest’s media. We do not keep guest contact details in our own records, add them to any list, or use them for marketing. Delivery messages are sent through TouchPix.

AI transformations (Magic Mirror only)

The Magic Mirror is the only booth that offers AI image transformations. When a guest chooses an AI theme, their photo is sent through TouchPix to Google’s Gemini AI service to create the transformed image. AI transformations are always optional, and guests can take standard photos instead.

We don’t use guest photos to train AI models. Google processes these images under its own terms for Gemini.

Event galleries

The client receives a private online gallery link within 7 days after the event. Anyone with the link can view the gallery, so please share it thoughtfully. Galleries are permanently deleted after 6 months.

Removal requests

If you appear in an event photo and want it removed from the gallery, email events@cwhaticphotobooths.com with the event name and date and a description of the photo. We will remove it as soon as we can. Copies already sent to guests’ phones or emails are outside our control.

03Website Technical Data

This website does not use cookies, analytics, or advertising trackers. A small amount of technical data is still handled automatically:

• Hosting: our hosting provider, Netlify, receives standard server log information when you visit, such as your IP address, browser type, and the pages requested. This is used to deliver and secure the site.
• Fonts: our fonts load from Google Fonts. Your browser connects to Google’s servers, which receive your IP address and browser information.
• Forms: our booking form and client questionnaire are submitted to our private Google Sheets through Google Apps Script. Both forms include hidden spam protections.
• Broken links: if you open an address on our site that doesn’t exist, our “Page not found” page sends us the address you tried, the page that linked you there, and your device and browser type. We use this only to find and fix broken links. It does not include your name, contact details, or IP address.

If we add analytics or other tools in the future, we will update this policy first.

04How We Use Information

We use information to:

• respond to inquiries, prepare quotes, and confirm bookings
• plan your event and design your custom print template
• send invoices, take payments, and keep business and tax records
• deliver photos and videos to guests and your gallery to you
• provide customer service and follow up after your event
• protect our business, staff, and equipment, and meet legal requirements

We do not use your information for automated decision-making or profiling.

05Text Messages & Calls

If you choose text messages as a contact method, or text us first, you agree that we may text you about your inquiry or booking. These texts include quotes, confirmations, scheduling, reminders, and event details. Most messages are sent personally by our team. Some booking reminders may be sent automatically by our booking system.

• We do not send promotional or marketing texts.
• Message and data rates may apply.
• You can stop texts at any time by replying STOP or by telling us. We will then contact you by email or phone instead.
• We do not share your phone number with anyone for their own marketing.

Texts guests receive at events are used only to deliver their photos and videos.

06Service Providers We Use

We do not sell, rent, or trade personal information. We share information only with providers that help us run the business, and only as needed for the services they provide:

Each provider handles information under its own privacy policy. We may also share information if the law requires it, to protect our rights or someone’s safety, or with a buyer if the business is ever sold.

07Marketing & Your Photos

We do not post client or guest photos on our website or social media without explicit permission. For photos showing identifiable guests, we ask the client and, where practical, the people shown. For minors, we need a parent or guardian’s permission.

If you gave permission and change your mind, contact us. We will remove the images from our website and social media accounts. We cannot control copies others have already shared.

08Children & Minors

This website is meant for adults planning events. It is not directed at children under 13, and we do not knowingly collect personal information from children under 13 through it. If you believe a child has submitted information through our site, contact us and we will delete it.

Minors often attend the events we serve, such as school events, birthday parties, and Quinceañeras. At these events:

• The client (the school, organization, or host) is responsible for letting parents and guardians know a photo booth with digital sharing will be present.
• The client may ask us to turn off AI features for the event.
• We never use photos of minors in marketing without a parent or guardian’s permission.
• A parent or guardian may ask us to remove their child’s photos from an event gallery at any time.

09How Long We Keep Information

10Your Choices & Rights

Wherever you live, you can ask us to:

• tell you what personal information we have about you and give you a copy
• correct information that is wrong
• delete your information, unless we must keep it for tax or legal reasons
• remove a photo of you, or of your child, from an event gallery
• stop texting you, or stop using your photos in our marketing

To make a request, email events@cwhaticphotobooths.com or call (940) 764-9868. We may need to confirm your identity first. We will respond within 30 days, at no charge. If we can’t meet a request, we’ll explain why.

11Security

We take reasonable steps to protect your information, including secure websites, password-protected accounts, and limiting access to our own team. No system is completely secure, so we can’t guarantee absolute security. If a breach affects your information, we will notify you as required by law.

12Changes & Contact

We may update this policy as our business or services change, for example if we add website analytics. When we do, we will change the “Last updated” date at the top of this page. If a change significantly affects how we use information we already have, we will tell current clients directly.