Security Policy

Effective Date: August 5, 2025

At Headshot.ai, safeguarding your data is our top priority. This policy outlines the technical and organizational safeguards we implement to protect your personal and photographic information from unauthorized access, alteration, or misuse-without reliance on our infrastructure.

1. Organizational Security Teams

  • We maintain a dedicated security operations team composed of professionals with extensive experience in secure system design, penetration testing, and incident response.

  • All team members undergo continuous security training and follow strict internal protocols to ensure vigilance.

2. Incident Response & Monitoring

  • We operate a formal Incident Response Plan:

    • Any suspected security incident triggers immediate escalation.

    • A rapid-response team assesses, contains, and resolves incidents.

    • Issues are documented and analyzed, with actionable learnings disseminated internally to prevent recurrence.

  • We will notify affected users promptly in writing in the event of a confirmed breach impacting sensitive data, with regular updates on investigation status and remediation steps.

3. Secure Development & Deployment

  • Our systems deploy using containerized infrastructure and automated CI/CD pipelines.

  • Changes to production systems go through code reviews, automated testing, and staged rollouts.

  • Quick rollback mechanisms and hotfix capabilities enable us to react swiftly to security vulnerabilities.

4. Authentication & Access Control

  • All system access requires multi-factor authentication (MFA) and strong password policies.

  • Role-Based Access Control (RBAC) ensures access is limited to only those who need it.

  • Privilege escalation is strictly controlled; elevated access is temporary and audit-logged.

5. Infrastructure & Data Hosting

  • Headshot.ai runs on managed hosting platforms selected for their compliance with industry best practices

  • Data is encrypted at rest using AES-256 in secure on-premises or certified hosting environments.

  • Full environment backups are created regularly and securely stored off-site.

6. Application Monitoring & Logging

  • We utilize tools like Sentry and system-level monitoring to detect and alert on anomalous behavior in real time.

  • All access to production systems, content management consoles, and sensitive databases is logged and monitored.

  • API requests, user actions, and internal administration actions are logged for traceability.

7. Data Segregation & Isolation

  • User data is stored in logically-separated multi-tenant databases; users cannot access each other’s data.

  • Access controls in the codebase reinforce strict segregation at the application layer.

  • Sensitive material such as raw uploads, generated outputs, and metadata is encrypted and stored securely.

8. Encryption & Transport Security

  • All web traffic and API endpoints are served over HTTPS/TLS only.

  • Sensitive data in transit is secured end-to-end.

  • File uploads, downloads, and image delivery use TLS encryption by default.

9. Disaster Recovery & Business Continuity

  • We maintain full backups of user content and system configurations stored in multiple geographic locations.

  • We regularly test our disaster recovery procedures to ensure fast recovery with minimal downtime.

  • Data redundancy and failover tests are part of our operational routines.

10. Vendor Management & Third-Party Processors

  • If we engage third-party providers for services like image processing, storage, or analytics, they are vetted for robust security practices.

  • Contractors sign Data Processing Agreements (DPAs) to abide by privacy regulations.

  • No third-party service receives access beyond what’s strictly necessary to perform its service.

11. Compliance & Certifications

  • While not operating on AWS, we align with recognized frameworks such as SOC 2 Type II, ISO 27001, and GDPR best practices.

  • Independent audits are conducted regularly to ensure compliance.

  • We maintain internal documentation of all security controls, policies, and procedures.

12. User Safety & Support

  • We limit all production data access to essential systems and authorized personnel only.

  • Users are encouraged to report suspicious behavior or security concerns via security@headshot.ai.

  • We respond to vulnerability reports and data access requests promptly and transparently.

13. Regular Testing & Security Hardening

  • Our infrastructure undergoes periodic vulnerability assessments, including external penetration tests.

  • Codebases, libraries, and frameworks are regularly updated and patched.

  • All secrets (API keys, certificates, credentials) are stored in secure vaults and rotated regularly.