Privacy Policy
Effective Date: 19.09.2025
1. Introduction
This Privacy Policy describes how Idphotobyai LLC with registration number EIN 384355968 and address 8182, 1021 E Lincolnway, Cheyenne, WY, Laramie, US, 82001 (“Company”, “we”, “our”, or “us”) collects, processes, and protects personal data in connection with the use of idphotoby.ai (the “Website” or “Service”).
We process personal data in compliance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the UK Data Protection Act 2018, the California Consumer Privacy Act (CCPA), and the Personal Data Protection Act (Singapore) (“PDPA”).
2. Categories of Data Collected
We collect and store the following data about Users:
Information provided by the User:
Photo;
Information necessary to provide the Services;
Information necessary for issuing an invoice if the User requests one;
Information received during the complaint process, if the User files a complaint;
Information received while providing User support in using the Services;
Information provided by the User, based on the User's explicit consent - for the marketing purposes.
Technical information about the type and model of the device used by the User, individual identifier (e.g. advertising identifier), User activity in the Services, including recording of User movements on the Website and in Mobile Applications, aggregated information about User activity, and any technical information about the User, operating system, and other similar information (‘Technical Information’);
Information from other sources:
Among the entities that can be such a source of data, one can include, for example:
Payment service providers who provide us with up-to-date information about the payment method based on the relationship they have with the User, as well as data such as first and last name, address details, type and expiration date of the card, part of the card number, tokens for payment processing.
3. Purpose and Legal Basis of Processing
We process personal data exclusively for the following purposes:
Provision and delivery of the Service;
Performance of contractual obligations
Compliance with legal obligations
Legitimate interests in improving and securing the Service
Marketing and analytics where consent is obtained
4. Data Retention and Deletion
This information is stored for no longer than necessary for the purposes for which the data is processed, particularly for the period in which we are obliged to store the data or fulfill other legal obligations, or for the period of limitation of claims, or until an objection is raised or consent is withdrawn. In the case of video surveillance data, the data is stored for no longer than 30 days.
Payment and transaction records shall be retained for statutory periods required by financial regulations.
Users may request earlier deletion of their data by contacting [email protected]
5. Data Sharing and Transfers
We do not sell personal data.
We may share data with third-party processors solely to provide the Service (e.g., Stripe, PayPal, Google Analytics, Meta/Facebook Pixel).
6. Cookies and Tracking Technologies
We may collect and analyses Technical Information. We do these using cookies or other similar technologies (e.g. pixels, SDKs) (‘cookies’).
Types of cookies:
Necessary cookies - essential for the website to function properly. They enable basic functions such as page navigation and access to secure areas of the site. The website cannot operate correctly without these cookies;
Preference cookies - allow a website to remember information that changes how the site behaves or looks, such as your preferred language or the region you are in;
Statistical cookies help website owners understand how visitors interact with websites by collecting and reporting information anonymously;
Marketing cookies are used to track visitors across websites. Their purpose is to display ads that are relevant and engaging for individual users, and therefore more valuable for publishers and third-party advertisers;
Unclassified cookies are those that are in the process of being categorized, together with the providers of the individual cookies.
We may collect cookies containing Technical Information. Technical Information is stored for analytical purposes and to improve the performance of the Services. If you do not want cookies to be stored on your device, you should modify your settings accordingly. A configuration that allows the use of cookies means that you consent to the above.
Third parties may collect your personal data for advertising purposes. Third parties offer appropriate opt-out options in accordance with data protection law requirements.
7. User Rights
Depending on jurisdiction, Users may exercise the following rights:
Right of access, rectification, and erasure;
Right to restriction of processing;
Right to data portability;
Right to object to processing, including marketing;
Right to withdraw consent at any time.
Requests may be submitted to [email protected]. We shall respond within the deadlines given by the governing law.
8. Security Measures
We implement appropriate technical and organizational safeguards to protect personal data. Nevertheless, no system is completely secure, and Users acknowledge this inherent risk.
9. Governing Law
This Policy shall be governed by the laws of Delaware, USA, without prejudice to mandatory rights under applicable local laws.
Refund and Cancellation Policy
Effective Date: 28.09.2026
These Regulations (the “Regulations”) set forth the rules for refunds and complaints in connection with the use of the online service available at https://idphotoby.ai/ (the “Service”).
The Service is operated by Idphotobyai LLC, with its registered office in 8182, 1021 E Lincolnway, Cheyenne, WY, Laramie, US, 82001, entered in the relevant commercial register under the number EIN 384355968, (the “Provider”).
A User, within the meaning of these Regulations, is any person who purchased a digital product offered through the Service (the “Product”).
2. Withdrawal from the Contract
2.1 Each Product consists of a photograph processed individually for a given User, tailored to the User’s requirements and uploaded content.
2.2 For this reason, pursuant to applicable consumer protection rules regarding personalized digital content, the User shall not have the right to withdraw from the contract (i.e., cancel the purchase with a refund) once the Product has been delivered.
3. Complaints
3.1 The User may file complaints regarding the delivery or quality of Products by email to [email protected].
3.2 The complaint shall include the order number and a description of the grounds for the complaint.
3.3 The Provider will review complaints within 14 days of receipt. If the complaint is accepted, the User shall receive either:
a corrected Product, or
a refund, depending on the circumstances.
3.4 If the Provider fails to respond within 14 days, the complaint shall be deemed accepted.
3.5 Users in the EU/UK retain their rights to seek out-of-court dispute resolution mechanisms under applicable consumer protection laws.
4. Refunds
4.1 Refunds, where granted, shall be made to the same payment method originally used by the User, unless otherwise agreed.
4.2 Refunds are only available in the following cases:
Technical failure resulting in non-delivery of the Product;
Duplicate or erroneous charge;
Verified rejection of a photo by a competent authority, provided the User submits an official written rejection notice.
4A. Free Redo
4A.1 If a competent authority does not accept a photograph delivered by the Service, the Provider will redo it free of charge. To request a redo, the User writes to [email protected] with the order number, or uploads a new photo using the link in the order email.
4A.2 A free redo is available for every order and does not affect the refunds described in section 4.
4B. Specialist Check Option and Double Refund
4B.1 The Specialist Check is an optional paid add-on. Before delivery, a specialist reviews the processed photograph against the published photo requirements for the selected document, within the review time stated at checkout. The photograph is delivered only after the specialist approves it. If the specialist finds a problem, the User receives the specialist’s comment and may upload a new photo free of charge.
4B.2 If a photograph approved by the specialist is rejected by the competent authority, the User is entitled to a refund of twice the total amount paid for the order (for example, for an order of $12 the refund is $24), provided that all of the following conditions are met:
(a) the User sends the official rejection from the authority (a letter, an email or a screenshot from the authority’s portal) together with the order number to [email protected];
(b) the photograph was rejected because it does not meet the authority’s photo requirements (for example size, background, framing, lighting, image quality, head position, facial expression or glasses), and not for reasons unrelated to the photograph (for example the application form, supporting documents, fees or identity checks);
(c) the photograph was submitted exactly as delivered by the Service, without editing, cropping, compression or printing at a different size;
(d) the claim is sent within 30 days of delivery of the photograph.
4B.3 The double refund is paid in two parts: the amount paid is refunded to the original payment method, and, within 14 days of the claim being accepted, a second amount equal to the amount paid is sent by PayPal or bank transfer to the details provided by the User.
4B.4 The double refund is paid once per order and replaces any other refund for the same order under section 4.
4B.5 For orders with the Specialist Check, this section prevails over sections 4 and 5 in case of conflict.
4B.6 If the specialist does not review the photograph within the review time stated at checkout, the photograph is delivered without the check, the Specialist Check fee is refunded to the original payment method, and the double refund under 4B.2 does not apply to that order.
5. Limitation of Refunds
5.1 Refunds shall not be granted in the following cases:
Rejection of a photo by an authority due to reasons beyond the technical specifications delivered (e.g., User’s appearance, glasses, expression, incorrect upload);
Dissatisfaction with subjective aspects of the Product (aesthetic preferences);
Failure to review local requirements before ordering.
6. Personal Data
Processing of personal data, including uploaded photographs, is governed by the Privacy Policy, available on the Service.
7. Governing Law and Final Provisions
7.1 In matters not regulated by these Regulations, the laws of Delaware USA shall apply to this policy
7.2 The Provider reserves the right to amend these Regulations. Purchases made before the effective date of the new Regulations shall remain subject to the version in force at the time of purchase.
7.3 Amendments to these Regulations shall take effect 14 days after publication on the Service.