FAQ
How can I use Photo Collect?
Photo Collect is a Software-as-a-Service (SaaS) solution that is individually tailored to your company's corporate security and HR requirements. After the technical setup, you gain access to the platform and can start a structured collection process for employee photos.
Together with you, we first define the company-specific specifications - such as image format, background color or zoom factor. The entire workflow is centrally controlled and meets all relevant data protection requirements.
Your added value: Significantly less manual effort.
Our customers' experience shows this: Up to 60% of images sent by email are unusable - incorrect formats, inconsistent naming, time-consuming post-processing. With Photo Collect, uploaded images are automatically named correctly (e.g. by personnel or employee number), categorized and prepared for further use.
Particularly relevant for corporate security:
You receive up-to-date, high-quality images at all times - ready to use for security badges, intranet profiles or authentication processes.
Your advantages with Photo Collect at a glance:
- Automated and company-wide scalable photo capture process
- Uniform standards for image quality, format and background
- Automatic assignment and structured storage of images
- GDPR documentation and deletion deadline monitoring
For your HR department, this means fewer queries, less manual rework - and more time for strategic tasks.
For your corporate security teams: a clear step towards standardized identity processes and greater data security.
With Photo Collect you gain efficiency, quality - and compliance.
Frequently Asked Questions
FAQ
We would be happy to discuss your requirements and the possibilities of Photo Collect in an online meeting.
General questions
Can the email and SMS templates be customized?
Yes, all communication templates can be customized.
Will Photo Collect be adapted to my CI/CD?
Yes, the colors and logo are adapted to your corporate identity during setup.
How can I use Photo Collect?
Photo Collect is a Software-as-a-Service (SaaS) solution that we operate for your company.
Questions about image properties
Which photo backgrounds are possible?
A color, a gradient, or a specific background image can be used as the background.
Are the images edited with generative AI?
No, the faces remain unchanged. This is the only way the images meet the security-relevant requirements for a photo ID.
Are the photos biometric?
Yes. You can select via settings whether the mouth must be closed or whether you are allowed to laugh in the photo.
Do the photos meet ICAO standards?
Yes, the photos captured with Photo Collect meet the requirements of ICAO standards, provided that manual quality control is applied. The ICAO standards define international requirements for passport photos, especially for biometric IDs such as passports.
Is it possible to upload group photos?
No, Photo Collect is designed for individual portraits. Group photos are recognized and rejected by the AI.
What requirements must the uploaded photo meet?
The photo should be a clear, frontal portrait without headgear or sunglasses. The background is automatically removed, so there are no special requirements for the shooting location.
Which photo formats are possible?
The photo formats can be freely configured. In addition to the standard format in the corporate sector (4:3) and the passport photo format (1:1 or 45:35), any aspect ratio can be configured. Photos with a round cut-out are also possible.
Questions about IT and integrations
Is hosting included?
Photo Collect is Software-as-a-Service (SaaS). Everything you need for operation is provided, including hosting, e-mail server and domain.
Can I use my own email server?
Yes, instead of the standard mail server, you can use your company's SMTP server to send emails.
Can I use my own domain?
Photo Collect can be integrated via a subdomain of your company domain (e.g. photo.your-company.com). This creates trust and increases the open rate of links in emails and SMS.
Is there an Application Programming Interface (API)?
All functions can be controlled via a REST API. We would be happy to advise you on implementation.
What existing connections are available?
Various PIAM systems offer an interface to Photo Collect , e.g. Securigate from Securiton or OCMS from ID-ware. Other systems can be integrated via the API. There are also card manufacturers and printer systems that offer an interface to Photo Collect . We are happy to provide information.
Is integration with existing HR systems possible?
Yes, Photo Collect offers a REST API that enables seamless integration with existing systems.
Is Photo Collect compatible with access control systems?
Photo Collect operates independently of existing access systems. If required, Photo Collect can be integrated into an existing access or card management system.
Can I integrate Photo Collect into my IT?
Yes, integration is optional. You can either import the personnel numbers from Excel into Photo Collect or use the app or photo kiosk and get started right away. The finished photos are downloaded as a ZIP file. If required, Photo Collect can be fully integrated into any system via the programming interface (API).
Questions about the process
Can existing employee data be imported?
Yes, data can be integrated via Excel imports or via the REST API.
Who has access to the uploaded photos?
Only authorized persons within your company or organization have access to the photos. The data is processed in accordance with the applicable data protection regulations.
How long are the photos stored?
The photos are automatically deleted after the process is completed. The exact storage period can be adjusted according to customer requirements.
Are users informed about faulty photos?
If the quality is insufficient, users receive immediate feedback and can upload a new photo. If necessary, a follow-up invitation with the reason for rejection will be sent.
Contractual issues
How much does Photo Collect cost?
The costs depend on the model chosen and the number of photos. We will be happy to make you an offer after an initial consultation.
What does the license include?
The license agreement includes the ready-to-use software, a support agreement (SLA) and an included number of uploads per year.
What license models does Photo Collect offer?
For customers with a volume of approx. 1000 photos or more, we recommend the dedicated Photo Collect Business instance. Photo Collect Cloud is suitable for smaller volumes. We will be happy to advise you on both options.
Questions about setup and support
What support do I receive?
Our experienced team supports you throughout the entire process. From the legal aspects to the setup and the daily business, we are there for you and can make adjustments to the process or the parameters if required.
What is the setup process?
We accompany you and your team during the setup of Photo Collect and are happy to support you in creating the processes for photo procurement if required.
