Privacy and Data Handling FAQ for IT, Legal, and Procurement Teams

This page is for the IT, legal, privacy, and procurement teams of organizations evaluating Foto Master products and services before purchase. It is not legal advice.

Foto Master products and services are used by event operators to capture, process, share, and sometimes print guest photos, videos, or related event media. Depending on the workflow configured by the operator, data can stay local on the booth computer, be uploaded to Foto Master Cloud, or be shared with guests through online delivery options.

The exact data flow depends on the Foto Master product, Cloud plan, software version, and workflow configured by the event operator.

What does the system consist of?

A typical Foto Master booth setup includes:

• A booth computer or supported device
• A camera
• Foto Master software
• Optional connection to Foto Master Cloud
• Optional printer, depending on the product and event setup

The booth software controls the guest experience, including capture, animations, disclaimers, sharing options, printing, AI processing where enabled, and event workflow logic.

Foto Master Cloud is used for online event management, galleries, sharing, AI services, templates, and other connected features. Cloud use depends on the event configuration and the product being used.

What types of data may be collected?

Depending on the workflow configured by the event operator, the system may collect:

• Photos or videos captured during the event
• Guest contact details, such as email address or phone number, if sharing is enabled
• Custom survey or form responses configured by the event operator
• Event-related metadata, such as event name, gallery, session, delivery status, or workflow activity
• AI-generated outputs, if AI features are enabled

The exact data collected depends on the workflow, sharing options, and Cloud features enabled by the event operator.

Who is the data controller and who is the processor?

The customer, buyer, venue, agency, or event operator is the data controller for guest data collected during the event.

Foto Master acts as a data processor when guest data is uploaded to Foto Master Cloud and processed on behalf of the operator.

The event operator decides:

• What data is collected, including any custom survey fields or contact details
• Why it is collected
• How consent is handled
• How long data is retained
• Who has access to the event data
• Whether Cloud upload, AI processing, email, SMS, or gallery sharing is enabled

Foto Master provides the software, Cloud services, and technical tools used to run the workflow. Foto Master does not decide the purpose of guest data collection, the legal basis for processing, or the retention period selected by the event operator.

For a related Cloud control that records data-controller responsibility when accessing expanded contact data, see Contact Details and Data Controller Access.

Where are photos, videos, and event data stored?

Photos, videos, contact details, survey responses, and related event data may be stored locally on the booth device, uploaded to Foto Master Cloud, or both, depending on the workflow and features enabled by the event operator.

Common options include:

• Local-only storage on the booth computer
• Local capture with selected media uploaded to Foto Master Cloud
• Cloud gallery sharing for guest delivery by QR code, email, or SMS
• Cloud-based AI processing where AI features are enabled

If photo sync is disabled, event media can remain local on the booth device. If Cloud sharing, online galleries, or Cloud AI features are used, media may be uploaded to Foto Master Cloud as part of the configured workflow.

For operator-level guidance, see Cloud Guest Data Privacy.

How does the booth connect to Foto Master Cloud?

The booth connects to Foto Master Cloud using standard outbound internet access over HTTPS/TLS.

For standard Cloud workflows, the booth generally initiates outbound communication to Foto Master Cloud, similar to how standard web applications connect to cloud services.

A stable internet connection is recommended when using Cloud sync, online galleries, email/SMS sharing, or Cloud AI features.

Can the booth work without internet?

Yes, depending on the workflow.

Some Foto Master workflows may be able to run locally once the required event setup, templates, and assets have already been prepared on the booth.

However, features that rely on Foto Master Cloud require internet access. These may include:

• Online gallery upload
• Email or SMS delivery through Cloud
• QR code access to Cloud galleries
• Cloud-based AI processing
• Cloud sync of final event media
• Remote event updates

If the event must run in a restricted or offline environment, the operator should confirm the required workflow with Foto Master before the event.

Can a consent notice be displayed before taking a photo?

Yes.

Foto Master software supports customizable disclaimer or consent steps inside the workflow. The event operator can present text on the booth screen before the capture step and require the guest to continue before the experience proceeds.

The disclaimer text is customizable and can be adapted to the event, venue, customer, or legal requirements. For setup-level detail, see Disclaimer Overview.

The event operator is responsible for deciding what consent language is required for their event and jurisdiction.

Who is responsible for collecting guest consent?

The event operator or purchasing organization is responsible for determining whether consent is required and for collecting it appropriately.

Foto Master provides tools that allow operators to display a disclaimer or consent notice in the booth workflow, including before collecting photos, videos, contact details, or custom survey responses. Foto Master does not determine the legal basis for collection on behalf of the operator.

The operator should consult their internal legal or privacy team to decide:

• What notice should be displayed
• Whether active consent is required
• Whether consent must be collected before the event or directly on the booth
• What retention period should apply
• Whether minors, employees, or special event categories require additional handling

How is event media delivered to the guest?

Depending on the product and event configuration, guest photos, videos, or related event media can be delivered through several methods:

• Printed locally at the event, where printing is supported
• Displayed on screen for QR code download
• Sent by email through Foto Master Cloud
• Sent by SMS through Foto Master Cloud
• Shared through an online Cloud gallery
• Shared through a private password-protected gallery, available with a Pro Cloud account
• Delivered through supported local or customer-managed sharing workflows, where available. These setups may require technical implementation and are supported only on selected products and software versions.

The exact delivery options depend on the Foto Master product, software version, Cloud plan, and workflow configured by the event operator.

Can guests upload a photo from their phone?

Not in the standard Photo Booth capture flow.

The standard Photo Booth experience is based on a camera connected to the booth, where the guest stands in front of the booth and the system captures the photo during the event workflow.

Other Foto Master products and workflows may support guest uploads or different content sources. If phone upload is required for a specific use case, please confirm the exact product and workflow with Foto Master before purchase.

Is there an automatic retention or deletion mechanism?

Yes, retention can be managed in different ways depending on where the media is stored.

For local booth storage, Foto Master software may support automatic deletion after a configured period, depending on the product and software version.

For Foto Master Cloud, event operators can delete specific media or delete entire events from their Cloud account. For step-by-step guidance, see Deleting and Archiving Events in Foto Master Cloud.

Data deletion or return requests related to personal data processed on behalf of the customer are handled according to the applicable Data Processing Addendum. Backup, log, and archival data may remain for a limited period in accordance with standard retention and security practices.

The organization operating the booth is responsible for defining the correct retention period based on its privacy policy, event requirements, and applicable law.

Is data encrypted in transit?

Yes.

Personal data transferred between the booth software, Foto Master Cloud, and supported Cloud services is encrypted in transit using standard HTTPS/TLS protocols. This applies to standard Cloud traffic such as event sync, gallery upload, sharing, and connected Cloud workflows.

Is data encrypted at rest?

Personal data stored within Foto Master Cloud infrastructure is protected using encryption-at-rest controls provided by the underlying cloud infrastructure provider. Additional technical and organizational measures may be provided as part of the applicable Data Processing Addendum or procurement review.

Where is Foto Master Cloud hosted?

Foto Master Cloud is hosted using established cloud infrastructure providers. Hosting location and data residency may vary depending on the service, feature, and infrastructure configuration.

For specific data residency or procurement requirements, please contact Foto Master as part of your compliance review.

Who are Foto Master's sub-processors?

Foto Master may use trusted third-party service providers to support cloud hosting, storage, sharing, messaging, AI processing, security, and related service functionality.

The specific service providers involved depend on the features enabled by the event operator and the way the event is configured. For example, Cloud galleries, SMS/email sharing, and AI features may involve different service providers.

The current sub-processor information is available as part of Foto Master's Data Processing Addendum or procurement review process.

How are data-breach incidents handled?

Data-breach notification responsibilities are handled according to the applicable Data Processing Addendum and applicable law.

Foto Master provides reasonable assistance to customers in connection with their own notification obligations, where required by the applicable agreement.

How are international data transfers handled?

Depending on the features enabled and the infrastructure used, personal data may be processed in jurisdictions outside the customer's country.

Where required, international data transfers are handled through the applicable Data Processing Addendum and legally recognized transfer mechanisms, such as Standard Contractual Clauses or equivalent safeguards.

Customers with specific data residency or cross-border transfer requirements should raise them during procurement review.

Does Foto Master sell or reuse guest data?

No.

Foto Master does not sell guest personal data processed on behalf of customers and does not use that guest data for Foto Master's own marketing purposes.

Is a DPA available?

Yes.

A Data Processing Addendum is available for organizations that require one as part of their privacy, procurement, or vendor approval process. The DPA covers key controller-to-processor terms, including processing instructions, security measures, sub-processor handling, international transfer safeguards where applicable, and breach-notification responsibilities.

To request the current DPA, contact Foto Master support or your Foto Master sales representative.

Where can we find the Privacy Policy, EULA, and Terms of Service?

Foto Master's Privacy Policy is available at https://fotomaster.com/policies/privacy-policy.

Foto Master's software license terms are included in the Terms of Service, including the EULA section. The Terms of Service and related policies are available at https://fotomaster.com/policies/terms-of-service.

Can the system be used in a more privacy-restricted setup?

Yes, depending on the required workflow.

For customers with stricter privacy or IT requirements, the workflow can often be configured to reduce or avoid Cloud upload, use local printing, limit sharing options, or disable features that require online processing.

The exact setup should be reviewed before purchase to confirm that the selected Foto Master product supports the customer's privacy and operational requirements.

Need more information?

For privacy-specific inquiries, including DPA requests or procurement review questions, contact Foto Master support or your Foto Master sales representative. If a procurement or compliance review is required, please mention that in the request so it can be routed correctly.