BoothFleet · Last updated September 29, 2026
BoothFleet is remote-management and booking software for photo booth businesses. It is operated by Vend On Site LLC, Bend, Oregon, USA (“BoothFleet”, “we”). This policy covers boothfleet.com, the BoothFleet operator dashboard, the BoothFleet software that runs on a photo booth, and the guest galleries and booking websites BoothFleet hosts for photo booth businesses (“operators”). You can reach us at vendonsite@gmail.com.
There are two different relationships.
For each operator login we keep an email address, a password (only as a salted PBKDF2-SHA256 hash, never in readable
form), the business name, and, if you switch on two-factor sign-in, the authenticator secret and backup codes. If you reset
a password we keep a one-way hash of the reset link and when it expires. A browser that is signed in holds a session cookie
called bf_session. Sign-in attempts are rate limited by network address.
Operators also enter business information into the dashboard: storefront branding and contact details, booth packages and prices, bookings and customers, staff shifts, expenses and inventory, and Stripe account identifiers.
Each paired booth reports to us over an encrypted connection about every 20 to 30 seconds: software version, mode, event name, number of sessions, free disk space, printer state and reason (for example a paper jam), media count, camera status, theme, zoom, crash count and whether it is in service. Booths also send diagnostic events (what failed and when), their answers to remote commands and, when the operator asks for them, recent log lines. This is visible to the booth’s operator and to BoothFleet staff who support them. We keep it until further notice; nothing deletes it automatically.
When an operator presses “See screen now”, the booth sends us one picture of its app screen, which can show a guest’s photo or the event name. We keep only the newest picture for each booth (each new one replaces the last), remove its metadata, show it only to the booth’s operator and BoothFleet support staff, and tell browsers not to cache it.
A booth uploads each session’s photos to us. We remove location and camera metadata (EXIF) from every uploaded photo and store the file on our server. Each session’s gallery is a web page: anyone who has its link can see and download the photos, so treat the link like the photos. The links are not listed anywhere and we ask search engines not to index them. An operator may also publish a whole event gallery; those stay private until the operator turns sharing on, and their addresses are built from the event name plus a short code, so they are easier to guess than a session link.
If a guest types an email address at the booth, we use it to send that guest their photos (as attachments or as a link) and we save it against the event, so the operator has a guest list. The operator can download that list and can send the gallery link to the event’s sponsor.
Retention. Our policy is to keep guest galleries for 12 months after the event. The software does not yet delete them by itself: today we remove them by hand, on request or as we clear old events.
When someone books on an operator’s website we collect their name, email, phone number, event date, venue and address, a typed signature (with the rental agreement) and any discount code, and we keep the payment status. This is the operator’s data; we process it to run the booking. The event address is sent to a mapping service to work out travel distance: Google Maps Geocoding when that is set up on our server, otherwise OpenStreetMap’s Nominatim service.
The signed agreement. With the rental agreement we keep the exact text the customer signed (the agreement they saw, with their reference number and signature details added), a fingerprint of that text (a SHA-256 hash), the name and email they typed, the time they agreed to use electronic records and signatures, and the IP address and browser details (the user agent) they signed from. The customer is emailed a copy when they pay, and can open it again from their private booking page. The operator can read and print every agreement from the BoothFleet dashboard. We keep it for as long as the operator’s account is open, because it is the operator’s proof of the deal.
If you join the launch list we keep your email address (and any name, business name or number of booths you give), the time you agreed to hear from us, a private token for your unsubscribe link, and a short tag for where you came from: the campaign name in the link that brought you (for example “reddit”) or the website that sent you, which we use only to see which of our channels works. The tag is kept in your browser tab only until you sign up and is not used to follow you anywhere else. We email you a confirmation and launch news. Every email has an unsubscribe link (and a one-click unsubscribe header). When you unsubscribe we keep the address, marked as unsubscribed, so it is not added again. You can also ask us to delete it.
If you use the Gear or Retrofit inquiry forms, the placement request form or the review form, we keep what you type (name, email, city, what you are asking about, your review) and email it to us. A review is published only after we approve it. Ask us to take a review or inquiry down at any time.
When a venue applies on an operator’s venues page, we keep what it types (the venue’s name and kind, address, contact name, email, phone and message) in that operator’s account and email it to the operator through our email provider. If the operator prepares a venue placement agreement with the Contract Tool, we store its text, a fingerprint of it and the venue contact details the operator typed into it for as long as the operator’s account is open. The operator can delete an application; to have an agreement removed, ask us and we will remove it by hand.
Our public pages (home, about, gear, retrofit, comparison, review and sign-in) use Google Analytics 4. Google sets
cookies (named like _ga) and receives your page views, browser details and IP address so we can see visit
statistics. We do not use advertising or retargeting cookies. We do not currently show a cookie banner: you can refuse or
delete these cookies in your browser settings, or use Google’s opt-out browser add-on. Our pages also load fonts from
Google Fonts, so your browser contacts Google when it opens them. When you sign in we set the bf_session cookie
that keeps you signed in. An operator’s booking website may add the operator’s own analytics; that is the
operator’s choice and responsibility.
Like any web server, ours records standard request details (such as IP address, time and the address requested) in server logs, which we use for security and troubleshooting.
We do not sell personal information and we do not use guests’ photos or emails for advertising.
We use these service providers, each only for the purpose shown:
We also share information when the law requires it or to protect people or the service, and in a merger or sale of the business. Operators receive the guest and customer data collected for them, and an operator may share a gallery link with an event sponsor.
Payments are processed by Stripe. BoothFleet never sees or stores full card numbers: card details go to Stripe. Operators are paid through Stripe Connect. When a customer pays a deposit or the full price on an operator’s booking website, the payment goes to the operator’s own Stripe account and BoothFleet’s platform fee is taken through Stripe. We keep the payment’s Stripe identifiers, amount and status, and the name and email the customer gave, as part of the booking record. Operators’ subscriptions to BoothFleet are billed through Stripe Billing. Stripe’s own privacy policy governs what Stripe collects. Taking payments from guests at the booth is not available yet; this policy will be updated before it is.
Information is stored on servers we rent from DigitalOcean in the United States. Our service providers may process information in the United States and elsewhere. We keep backups of the database and uploaded files; deleted information can remain in a backup until that backup is replaced.
You can ask us to show you, correct or delete information about you, or to send you a copy. Write to vendonsite@gmail.com from the address we have on file (for a guest photo, include the gallery link) and we will answer within the time the law allows. We may need to confirm who you are first. There is no self-service delete button yet: to close an operator account, write to us and we will delete the account and its records, except what we must keep. Depending on where you live (for example Oregon or California) you may have further rights, and we will honour them as the law requires. We do not sell personal information.
To stop launch emails, use the unsubscribe link in any of them.
BoothFleet is not directed to children under 13 and we do not knowingly collect their information. Children can appear in photos taken by adults at events; a parent or guardian can ask the operator or us to remove them.
Everything on boothfleet.com is served over HTTPS. Passwords are stored as salted hashes. A booth proves who it is with a signed request and we keep only a hash of its token. Each operator can reach only their own booths and data. Sign-in and public forms are rate limited. No system is perfectly secure, and we cannot promise that yours will never be attacked.
We will post changes here and change the date above. If a change matters to you, for example a new use of guests’ photos, we will say so on the dashboard or by email before it takes effect.
Vend On Site LLC, Bend, Oregon, USA. Email vendonsite@gmail.com.