More professional Contracts and Bookings: New legal improvements

More data, more legal security

Working as a professional photographer involves managing a lot of your clients' data: names, emails, phones... but also ID numbers, addresses and legal consents.

We've updated PhotoHeart so you capture all necessary information from the first contact, comply with GDPR automatically, and have total flexibility to adapt your contracts to your way of working.

📋 Complete client data in contracts

The problem we had

When a client made a public booking, the form asked for ID and address... but when generating the automatic contract, that data was lost. You had to ask for it manually again.

The solution

Now all client data is captured and saved in the contract from the first moment:

This data appears automatically in:

• The PDF of the signed contract
• CRM records
• Linked quotes and invoices

New template variable

Now you can use {{client_dni}} in your contract templates. It will be automatically replaced by the client's ID when they sign.

Example:

The client Mr./Mrs. {{client_name}}, with ID {{client_dni}}, accepts the terms established in this contract.

🏢 Legal configuration separated from billing

We used to have a huge form with 27 mixed fields. Now we've divided the configuration into two clean sections:

"Legal Data" tab (new)

Information that appears in:

• GDPR footer of public booking forms
• Contract headers
• Invoice snapshots

Includes: business name, legal form, Tax ID, responsible person, complete address, email, phone.

"Billing" tab

Only technical billing configurations:

• Invoice/quote/ticket series and numbering
• Default VAT types
• Simplified invoice limit
• Bank details
• VeriFactu configuration

Benefit: Clearer, more organized, easier to keep updated.

🔒 Automatic GDPR compliance in bookings

This is one of the improvements you don't see but that legally protects you.

Automatic information footer

When a client accesses your public booking form, they now automatically see at the bottom of the form:

Information about data protection (Art. 13 GDPR)

• Who is responsible for their data (your name and contact details)
• What their data is used for (booking management and service provision)
• What is the legitimacy (contract execution)
• What rights they have (access, rectification, deletion, portability, limitation, opposition)
• Where they can claim (direct link to the Data Protection Authority)

All this is generated automatically from your legal data. No extra configuration, no manual work.

Saved acceptance evidence

Every time a client accepts the terms in a booking, we save:

• Exact date and time of acceptance
• Client's IP address
• Browser used (User-Agent)

This legally protects you: you have evidence that the client accepted the terms at a specific moment.

You can see this evidence in the detail modal of each appointment, "Acceptance Evidence" section.

📧 Legal marketing management

GDPR is very clear: you can't send commercial communications without explicit consent.

Marketing checkbox in contracts

Now, when a client signs a contract, they can optionally check:

Features:

• Checkbox unchecked by default (as the law requires)
• It's optional: doesn't block contract signing
• Saved in the client's CRM record
• Last will: If a client signs several contracts, their last answer always prevails

What is it for?

Now you know exactly who you can send newsletters and promotions to. If the field is:

• TRUE → Client accepts commercial communications
• FALSE → Client rejects commercial communications
• NULL → Never been asked

Guaranteed legal compliance.

✅ Custom checkboxes in contracts

This is one of the most requested features by beta testers.

Drag & drop editor

Inside the contract editor, you now have a "Custom Checkboxes" section where you can:

• Add your own boxes with whatever text you want
• Reorder them by dragging and dropping
• Delete the ones you don't need

Usage examples:

• "I accept the transfer of image rights for portfolio use"
• "I have read and accept the payment conditions"
• "I authorize the publication of my photos on social networks"
• "I have received information about the photo selection process"

How they work

1. You configure the checkboxes in your contract template
2. When a client is going to sign, they see all the checkboxes
3. The client checks/unchecks according to their preference
4. When signing, all answers are saved (checked and unchecked)
5. In the contract PDF they appear with ☑ (checked) or ☐ (unchecked)

Important: All checkboxes are optional. They don't block contract signing. If you need something to be mandatory, include it in the contract text.

🔔 Notifications when they sign a contract

Before you only saw an in-app notification when a client signed a contract.

Now configurable

In Settings → Preferences → Notifications you can choose:

• ☑ In-app notification (active by default)
• ☑ Email alert to photographer (configurable)

If you activate email, you'll receive a message every time a client signs a contract. So you don't miss any important signing, even if you're out of the office.

🎯 Why does all this matter?

These changes may seem small, but they mark the difference between an amateur business and a professional one:

📚 More information

All this functionality is documented in detail inside the app:

• Documentation → Contracts
• Documentation → Public Calendar

If you have doubts about how to configure your custom checkboxes or understand the GDPR footer, check the guides.

The PhotoHeart Team Building professional tools for professional photographers