This Privacy Policy explains how GroupBooth, a product of BillCore LLC ("GroupBooth," "we," "us"), collects, uses, and shares information when you use our website and event platform, including the QR code memory hub and the AI Caricature Booth. By using GroupBooth you agree to the practices described here.
Please note: This template was prepared as a starting point and should be reviewed by qualified legal counsel before publication — particularly the sections on AI image processing and biometric information, which are subject to specific and evolving laws (such as the Illinois Biometric Information Privacy Act and similar state statutes). It is not legal advice.
1. Information we collect
We collect information in a few ways:
Information you provide
- Account information — when an event host signs up, we collect a name, email address, and billing details (payment is processed by our third-party payment processor; we do not store full card numbers).
- Event content — photos, videos, audio recordings, written messages, and selfies that hosts and guests upload to an event hub.
- Communications — messages you send us by email.
Information collected automatically
- Usage and device data — IP address, browser type, device type, pages viewed, and similar analytics data, collected through cookies and similar technologies.
2. AI Caricature Booth & image processing
The AI Caricature Booth lets a guest take or upload a selfie, which is then transformed into a stylized caricature using artificial-intelligence image generation.
- What is processed: the photo a guest submits is sent to our AI image-processing provider to generate the caricature, along with the art style selected.
- Purpose: the submitted photo is used solely to generate the requested caricature image and to save both the caricature (and, where the event is configured to do so, the original photo) to that event's memory hub.
- Third-party processing: caricature generation is performed using one or more third-party AI service providers. The submitted image is transmitted to that provider to produce the result.
- Facial geometry: GroupBooth does not use submitted photos to build a facial-recognition database, to identify individuals across events, or to match faces against any external source. The image is used to render an artistic output, not to identify you.
Attorney review required — AI & biometric disclosures. Depending on the jurisdictions where your guests are located, the processing of facial images may be regulated as "biometric information." Several U.S. states require specific written notice, consent, and a published retention/destruction schedule before collecting such data. Your counsel should confirm: (a) whether the AI provider you use retains or trains on submitted images, and reflect that accurately here; (b) what consent language must appear at the point a guest takes a selfie; and (c) the exact retention and deletion timeline for submitted photos. The statements above are drafted conservatively but must be verified against your actual provider's terms and applicable law.
3. How we use information
- To operate event hubs and generate AI caricatures.
- To create, maintain, and bill host accounts.
- To provide customer support and respond to inquiries.
- To monitor, secure, and improve the platform.
- To send service-related communications (for example, billing or account notices).
- To comply with legal obligations.
4. How information is shared
We do not sell personal information. We share information only as needed to run the service:
- Service providers — hosting, storage, payment processing, AI image generation, and analytics vendors that process data on our behalf under contract.
- Within an event — content uploaded to a hub is visible to others with permitted access to that hub, as configured by the host.
- Legal reasons — when required by law, to enforce our terms, or to protect rights, safety, and security.
- Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this policy.
5. Event hosts & guests
GroupBooth is used by event hosts to collect content from their guests. When you contribute to an event hub as a guest, the host of that event controls the hub and its content. The host determines who can access the hub, how long they keep its content, and how they use it after the event.
If you are a guest and want content you contributed removed, please contact the event host directly, or email us and we will work with the host to address your request.
Hosts are responsible for using GroupBooth in compliance with applicable laws — including obtaining any consent legally required from their guests before collecting photos or AI caricatures.
6. Data retention
Each paid event plan includes a defined period of hub access (currently one year from purchase). We retain event content for the duration of that access period and for a reasonable time afterward, unless you or the host requests earlier deletion. Account and billing records are kept as required for legal and accounting purposes.
Confirm with counsel: the specific retention and deletion timeline for guest-submitted selfies and generated caricatures should be stated explicitly here and must match what your AI provider actually does with the images.
7. Your choices & rights
Depending on where you live, you may have rights to access, correct, delete, or limit the use of your personal information. To exercise any of these, email info@groupbooth.com. You can also:
- Adjust cookie settings in your browser.
- Ask us to delete your account and associated content.
- Request a copy of the personal information we hold about you.
8. Children's privacy
GroupBooth is intended for use by adults organizing and attending events. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13. Events such as galas, conferences, and corporate functions may include minors as attendees; hosts are responsible for obtaining any parental consent required by law before collecting a minor's photo or generating a caricature from it. If you believe a child's information has been collected, contact us and we will delete it.
9. Security
We use reasonable administrative, technical, and organizational measures to protect information, including encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Changes & contact
We may update this Privacy Policy from time to time. When we do, we'll revise the "Last updated" date above, and material changes may be communicated through the service. Questions about this policy or your information can be sent to:
GroupBooth — a BillCore LLC product
Minneapolis, Minnesota, USA
info@groupbooth.com