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Terms of use

Last updated: 4 November 2026

About these terms

These terms apply between Perception Group BV, Gitsestraat 593, 8800 Roeselare, Belgium, company number 1031.162.458, VAT BE 1031.162.458, RPR Ghent, Kortrijk division ("we") and every business that uses BoothBuddy ("you" or "the customer").

You accept these terms, the privacy policy and the processor agreement by ticking the box when you create an account. We store when you did that and which version you accepted. These terms are available in English, Dutch, French and Spanish.

Who can use BoothBuddy

  • Accounts are for people of 18 or older who act for their business or profession. When you create an account, you confirm this. You can also give your company name and your company or VAT number.
  • You also confirm that you may represent that business and bind it to these terms.
  • BoothBuddy is not meant for private use. See "Refunds and the right of withdrawal" if the law treats you as a consumer anyway.
  • The age of 18 applies to whoever enters into the agreement. Guests at a booth don't need an account, and there is no age limit to view a gallery. See "Guests, permission and minors".

The service

BoothBuddy consists of:

  • the iPad app, which you buy on the App Store. It works with a Canon or Sony camera over USB-C, or with the iPad's own camera;
  • the packages Basis, Pro and Luxe: one package per account, which counts on all your paired devices. Pro and Luxe are one-time upgrades, in the web app or in the app;
  • the booth for Windows and Linux, with a one-time licence;
  • the web app, where you manage your account, events, designs, stickers, clients, guests, devices and galleries;
  • hosting of the web app, the galleries for guests and clients, the slideshow and the client report. The photos themselves go to your own Google Drive or Dropbox: see "Your own storage".

Which features are in Basis, Pro and Luxe is listed on the pricing page. BoothBuddy uses no AI and no face recognition.

Your account

You provide accurate details and keep your password secret. You are responsible for what happens with your account and with the devices you pair. Choose your own PIN code for each iPad, and let us know straight away if you notice misuse.

App Store purchases

You buy the iPad app from Apple, and you can buy upgrades there too, under Apple's App Store terms and Apple's standard licence for apps. That licence covers the app itself; these terms cover your account and the hosting. They are one-time purchases, not subscriptions. They come back on another iPad with the same Apple ID through Restore Purchases.

Apple handles the payment, any right of withdrawal and refunds. We can't refund App Store purchases: ask Apple at reportaproblem.apple.com.

Upgrades, licences and messages in the web app

Pro and Luxe, the licence for the booth on Windows and Linux and extra messages are one-time purchases through Stripe, not subscriptions. You see the price and the VAT before you pay. They don't include the monthly payment for hosting. If a purchase is refunded in full, it ends.

  • One package. Your package is the highest of what you bought in the web app or on the App Store. It counts on all your paired devices and stays valid.
  • Computers. After your first month the booth only runs on a computer with Basis for computers, the licence above. An upgrade alone doesn't include it.
  • The free month is about hosting. Which features you have depends on your package, also then.

Messages to guests

  • With Pro and Luxe, guests who ask for it get their photos by email or text message. These leave from us, under your name, and replies come to you. You don't need an account of your own with another service for this.
  • Your hosting includes 1000 emails and 50 text messages per calendar month. If your hosting isn't running, nothing leaves; addresses and numbers stay. What you don't use doesn't carry over. A long text message counts as several, as with any provider.
  • Need more? You buy 1000 emails for €3 or 100 text messages for €15 once, excluding VAT. What you bought only starts when the month's are used up and doesn't expire while your account exists. On a refund, what is left of it ends.
  • Text messages only go to the European Union, the European Economic Area, the United Kingdom and Switzerland.
  • Fair use. Messages are for guests who ask for their photos themselves. You don't send advertising or spam with them. Your own words hold no web address other than the link to the gallery. We may limit the number per hour and stop sending on abuse. Used up is used up: guests still get their gallery through the QR code.
  • Your legal basis. You decide that your guests can ask for this, and you make sure of the legal basis for using their address or number. We send on your behalf: see the data processing agreement.

Hosting and the monthly payment

  • Hosting costs €7 a month, excluding VAT. VAT is added where it applies. A business in another EU country with a valid VAT number usually pays no Belgian VAT (reverse charge).
  • Hosting is required to use the app: without it you can't design events in the web app and devices won't fetch new events.
  • The first 30 days of hosting are free and need no card. After that your account is view-only until you start the monthly payment.
  • You start the monthly payment yourself in the web app, through Stripe. If you start during your free days, the first payment falls when they end. With less than two days left, it falls on the day you start.
  • It renews automatically every month, on the same day of the month, until you cancel. You pay in advance.
  • You get your invoices by email from Stripe and find them in the web app under Subscription.
  • We only change the price of hosting for a reason we name to you: higher costs for hosting, storage, payments or support, inflation, or a new legal duty. This happens at most once per 12 months, unless the law requires us to do it sooner.
  • We email you at least 30 days in advance, with the new price, the reason and the date. The new price only applies from your first payment after that date. Until then you can stop free of charge and download your data. A licence or purchase you already paid for doesn't change.

Cancelling and skipping months

  • You can cancel in the web app under Subscription, in any month, with no minimum term. You choose the end of the current month or a later renewal date. Until that day you can change or undo it.
  • With a payment open, you can stop on the same page. It then ends the same day and we don't collect the open payment.
  • A month that has started is not refunded.
  • You can skip coming months in the web app. You pay nothing for a skipped month and your account is view-only during it. Hosting then carries on by itself. You can change this until the month begins.
  • If you resume during a skipped month, you pay straight away, a new month starts that day and your payment day moves to it.

If a payment fails

Stripe tries again and we show a message in the web app. Everything keeps working for 7 days after the end of your last paid month. After that your account is view-only until the payment comes through. We always keep accepting the photos your devices upload, and nothing is deleted because of a failed payment. The normal retention period does keep running.

What happens after you cancel

The end of your hosting is the day your last paid month runs out, also if you stopped with a payment open, or the end of your free days if you never started. A failed payment is not in itself an end.

  • Access. Your account stays and is view-only. You can view and download everything, guests can still open their galleries and photos from your devices still come in. Devices keep running the events they already have, but don't fetch new or changed ones.
  • Your choice. You decide what happens to your data: you can download everything per event and you can delete sessions, events or your whole account straight away. If you do nothing, your galleries stay up for your package's retention period, so that you and your guests can get to the photos and you can start again.
  • Final deletion. The retention period follows your package and counts per session, from the day of that session: Basis 3 months, Pro 6 months, Luxe 1 year. We keep nothing in the web app for longer. If you move to a higher package, the longer period applies at once. If your package drops through a refund, we email you first and the shorter period only applies 30 days later. At the end of it we permanently delete that session's gallery, preview, form answers, addresses and numbers. The photos in your own storage stay there: you manage those yourself.
  • Reminder. We tell you this in the web app when you cancel. Before anything is automatically deleted for the first time after the end of your hosting, we email you once, and then we wait at least 30 days. The first deletion can therefore fall up to 30 days after the end of the period.
  • Restore history. Deleted data can stay in Cloudflare's database restore history for up to 30 days. After that it is gone for good.
  • Deleting your account. Do it yourself in the web app, under Settings, with your password. Can't get in? Email us from your account's address. We delete it and what is left in it within 30 days, except what the law requires us to keep, such as invoices.
  • Whatever is in your own Drive or Dropbox, on your devices or on your camera's card stays there and stays your responsibility.
  • You can start again whenever you like.
  • We may end the agreement after a serious breach of these terms. We warn you first, unless that isn't possible.

Refunds and the right of withdrawal

We sell to businesses. The right of withdrawal in EU consumer law does not apply between businesses, so a payment for a month that has started and a one-time purchase that has been delivered are not refunded, unless we charged you by mistake or the law requires it.

If the law treats you as a consumer anyway, you have these rights:

  • You can withdraw from a contract with us within 14 days, without giving a reason, by emailing info@studio-perception.be. Cancelling in the web app is something else: that is not a withdrawal.
  • If you withdraw, we refund what you paid for that contract within 14 days, in the same way you paid. We confirm your withdrawal by email.
  • You can also go to the Belgian Consumer Mediation Service (consumentenombudsdienst.be).

App Store purchases always follow Apple's terms.

How you may use BoothBuddy

  • You use BoothBuddy lawfully and in line with these terms.
  • You don't upload anything illegal, anything that sexualises children, or photos of people who didn't agree to be photographed.
  • You don't use the booth to film or photograph people without them knowing.
  • You only send guests the mail and texts they asked for, or that they opted in to.
  • You only upload logos, designs and stickers you have the rights to.
  • You don't try to disrupt, circumvent or copy the service, and you don't resell access to third parties.

If you break these rules, we may remove the content or limit your account, in proportion to what happened. We tell you why.

We don't check photos in advance and we don't scan them. We only look at content if someone reports it, if an authority asks us to, if you ask us for help, or if we have serious signs of misuse. A person assesses it, without automated tools.

Guests, permission and minors

  • For guests' photos and details, you decide what happens: you are the controller and we are the processor. The processor agreement sets this out. We don't use guests' photos for ourselves, not even for advertising.
  • There are two separate questions. For the data: what legal basis do you have under the GDPR? For the photos (portrait rights): may someone be photographed, and may the photo be shown this way? Permission to take a photo is not automatically permission to show it in a gallery or on a slideshow.
  • You inform guests before they use the booth and you get the permission you need. Your client may have to do this with you: arrange it in your own contract. You are responsible for the photos and for how you have them shared.
  • Guests under 16: our rule is that you and your client ask a parent or guardian for permission, also for photos of children. That is stricter than the Belgian limit of 13, which is only about consent for online services (Article 8 GDPR). That limit doesn't say whether a child's photo may be shown: the child's understanding and parental authority count there too. In other countries the limit can be higher.
  • That rule is about taking and showing photos. There is no age limit to view a gallery.
  • If a guest asks you to remove a photo, you delete that session in the web app and the files in your own storage without delay.
  • The privacy notice on the guest form and under each gallery helps you inform guests. It does not replace your own duties.

Contact point and illegal content

info@studio-perception.be is our single point of contact under the Digital Services Act, for customers, guests and authorities. You can write to us in English, Dutch, French or Spanish.

Do you think something hosted on BoothBuddy, such as a photo in a gallery, is illegal? Email that address, or use the report link under the gallery. Include why you think so, the exact link to it, your name and email address, and a statement that you believe your report is accurate and complete. We confirm receipt, assess your report in a timely, careful and objective way, and let you know our decision and how you can challenge it.

If we remove or limit content or an account, we tell the customer concerned what we did, based on which facts and which rule, and how they can respond or go to court. If we suspect a criminal offence that threatens someone's life or safety, we report it to the competent authority.

Your own storage

  • To use BoothBuddy you connect your own Google Drive or Dropbox. Without a connection you can't create events or pair devices.
  • The photos from your events go there, in a BoothBuddy folder. The galleries load them from there, and guests can download them one by one or all at once.
  • We only keep a photo until it has reached your storage. We also keep a small preview for the gallery, until the end of your retention period.
  • That storage is your responsibility: enough space, access and what you do with it yourself. If it is full, new photos wait with us until there is room again. If you disconnect it or lose access, the galleries no longer show the photos. If you delete a photo there, it also disappears from the gallery.
  • If you move to a different storage, the old photos stay where they are and the galleries of those events no longer show them. If you later connect the same account again, everything works again.

Services you connect

You use Google Drive and Dropbox with your own account, under those companies' terms and prices. The same goes for the address you give a webhook: what we send there is your responsibility. We are not responsible for the availability or the costs of these services. If you don't set up a connection properly, if it drops, or if you lose access to an account of your own, that is your responsibility and your own loss. We aren't liable for it. So check for yourself that your photos arrive.

Intellectual property

The software, the apps, the web app and the BoothBuddy mascot remain ours. You get a non-exclusive, non-transferable right to use them as long as you follow these terms. Your content stays yours (or your guests' and clients'). You only give us the right to store, process and display that content as far as needed to provide the service. Product names such as Apple, iPad, Canon, Sony and Stripe belong to their owners; we are not affiliated with them.

Availability

We do our best to keep the web app and the galleries available at all times, but we don't guarantee uninterrupted operation. The galleries also depend on your Google Drive or Dropbox. We announce maintenance in advance where possible. During an event the iPad app also works without a connection to the web app. You check your own equipment before an event.

Liability

We are liable for direct damage we cause, such as the reasonable costs of restoring lost data or delivering it again. Keeping a photo until it has reached your own storage is part of the core of the service. So we don't exclude our liability for that. What happens in your own storage after that is your responsibility.

For each incident, our liability is limited to what you paid us in the 12 months before the damage occurred. We are not liable for indirect damage, such as lost profit, a missed event or reputational harm.

These limits do not apply in case of intent, fraud, gross negligence or bodily harm, or where the law doesn't allow a limit. They also don't limit the rights that guests and other people shown in the photos have themselves under the GDPR.

You are liable for claims from guests and clients that come from how you use BoothBuddy, except as far as they come from our fault.

Data protection

The privacy policy says how we handle the data of customers and website visitors. The processor agreement covers guests' photos and details, and is part of these terms. There is no session replay and no tracking in BoothBuddy. The cookies page lists what is stored in a browser.

Changes to these terms

We only change these terms for a valid reason: a new law, a ruling or a request from an authority, a change at a service BoothBuddy relies on, security, or a feature we add or change without substantially reducing your rights. For the price, the rules in "Hosting and the monthly payment" apply.

We email you at least 30 days in advance, with the change, the reason and the date it starts. Until then you can stop free of charge and download your data. If you don't stop, the new terms apply from that date. If the law requires us to do it sooner, or a change is only to your advantage, the period can be shorter and we tell you so.

Governing law and disputes

These terms are governed by Belgian law. Disputes are brought before the courts of Ghent, Kortrijk division. If the law treats you as a consumer, you keep the protection and the court your own law gives you. Questions? Email us at info@studio-perception.be.