Portrait photos for companies & public authorities.
The leading solution for identity documents, employee badges, and ID cards. Secure, highly automated, and scalable.
Leading companies and government agencies rely on Photo Collect
One solution. Various industries.
Process, formats, and branding are configured for each customer — from the invitation to the handover to the target system.
Companies
- Preboarding and onboarding
- Rebadging in large waves
- Interfaces to HR and ERP systems
Public authorities
- Compliant with ICAO 9303 / ISO 19794-5
- Proprietary AI models, Swiss hosting
- Dedicated instance for each authority
Institutions & public transport
- Peak loads at the start of the semester
- Embedding in existing portals
- Export in the exact print format
Three steps to a consistent image.
Photo capture
The process can be started from an existing application or from Photo Collect. Capture via smartphone, app, or photo kiosk.
Checking and processing
The AI checks the image immediately and processes it automatically according to specific requirements. Manual quality control is optional.
Integration
The processed image can be exported or transferred to existing systems via sFTP or API. The data is deleted automatically after processing.
Less effort, better images.
“We save a great deal of time because there is no more appointment scheduling.”
20,000 ID cards, not a single photo appointment
Read more
Ari SchusterHead of Security“In the end, the end customer no longer has anything to do with the process; they simply approve the images.”Read more
Adrian RachSenior Key Account
“If you can implement all of this on the fly, it's a huge advantage: It saves money and time and is extremely efficient.”Read more
Alexander BiedererID-ware Group
Three ways to get an ID photo.
Most organizations face the same choice: book photographers, collect photos by email, or automate the process.
| Criterion | On-site photographer | Collecting photos by email | Photo Collect |
|---|---|---|---|
| Appointment scheduling | On-site photographer poor: required | Collecting photos by email good: none | Photo Collect good: none |
| Location-independent | On-site photographer poor: no | Collecting photos by email good: yes | Photo Collect good: yes |
| Compliance check | On-site photographer limited: manual | Collecting photos by email poor: none | Photo Collect good: 35+ automatic |
| Consistent format | On-site photographer limited: depends on the photographer | Collecting photos by email poor: no | Photo Collect good: guaranteed |
| Multiple locations | On-site photographer limited: separately for each location | Collecting photos by email good: yes | Photo Collect good: yes |
| Data protection covered | On-site photographer limited: individual contract | Collecting photos by email poor: unclear | Photo Collect good: DPA, Swiss hosting |
| Peak load of 2,000 photos | On-site photographer poor: weeks | Collecting photos by email poor: uncontrolled | Photo Collect good: hours |
| Status report | On-site photographer limited: manual | Collecting photos by email limited: manual | Photo Collect good: automatic |
| Analytics | On-site photographer poor: none | Collecting photos by email poor: none | Photo Collect good: analytics dashboard |
Capture by smartphone.
Upload links can be embedded in existing applications via API or deep link — or sent directly from Photo Collect by email, SMS, and QR code.
- Upload without login or app
- AI-powered image checking and processing
- Scalable to thousands of photos per day
Capture with a kiosk or app.
For people without a smartphone, photos can be taken with the self-service kiosk or the staff-operated app at reception and in the card office.
- Guided capture
- Integrated background removal — no photo booth needed
- Wireless operation with 5G connection
Checks with instant feedback.
Every photo goes through more than 35 automatic checks according to ICAO 9303 and ISO/IEC 19794-5. If there is an error, the person receives immediate feedback and can upload a new photo.
- 01 Head not facing forward
- 02 Eyes closed
- 03 Insufficient resolution
- 04 Accessory not permitted
- 05 Facial expression not permitted (smiling)
30+ additional checks. The type and strictness of the checks are configurable.
Automatically adapted to the defined format.
Cropping, zoom, pixel ratio, and background color can be fully configured depending on the intended use — compliant with the standards required in each case.
- 01 Portrait, close zoom, gray background
- 02 Square, medium zoom, white background
- 03 Landscape, wide zoom, blue-gray background
- 04 Round, close zoom, white background
Formats and backgrounds are freely defined — according to CI and specific requirements.
Optional manual review.
All submitted photos can be reviewed manually. The interface is optimized for fast, parallel review — around one second per photo.
- Integrated messaging for rejected photos
- New upload request with reason for rejection
- Traceable approval for each photo
Fits into your system landscape.
Photo Collect is already connected to leading systems for access control, card management, and HR. Via the REST API, the process can also be integrated into existing business applications.
- Access control systems Employee ID cards and access cards
- Card management Printing, personalization, and reordering
- HR and ERP systems Master data, onboarding, and rebadging
- REST API Existing and custom applications
Swiss made, Swiss hosted.
The software is developed in Switzerland and runs in an ISO 27001-certified data center in Switzerland. On-premise hosting available. Sovereign infrastructure and AI models.
Frequently Asked Questions
The most frequently asked questions about operation, image quality, integration, and data protection. Missing something? We would be happy to discuss your requirements in a short online meeting.
General questions
How can I use Photo Collect?
Photo Collect is a Software-as-a-Service (SaaS) solution that we operate for your company.
What added value does Photo Collect offer exactly?
Photo Collect offers you the leading solution for digitally capturing ID and portrait photos — for employee ID cards, driver's licenses, visas, student ID cards, or HR profiles — that is fully compliant with the GDPR and the Swiss FADP. Employees and applicants simply upload their photo via a personalized link on their smartphone, without an app or login. Thanks to AI-driven quality checks, automatic cropping, and optional manual review, perfect biometric photos are created in under two minutes – centrally exportable via ZIP, API, or sFTP and then securely deleted. Ideal for HR departments, public authorities, and organizations that want to process photos efficiently, securely, and at scale – also on site with a self-service kiosk or app solution.
Will Photo Collect be adapted to my corporate design?
Yes, the colors and logo are adapted to your corporate identity during setup.
Can the email and SMS templates be customized?
Yes, all communication templates can be customized.
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.
I have further questions
We will be happy to answer your question personally: write to us via the contact form or book an appointment directly for a short online meeting.
Questions about image properties
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.
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.
What requirements must an ID card photo meet?
An ID card photo must meet the biometric requirements: neutral facial expression, closed mouth, straight gaze, uniform background. Our solution checks these criteria automatically using AI analysis.
What requirements must the photo for a student ID card meet?
A photo for the student ID card must be up-to-date, show the person frontally with a neutral or slightly friendly expression and be evenly lit from the front. The background should be light and neutral. No shadows, no other people, no filters or AI-generated images. Glasses are permitted as long as the eyes are clearly visible. The photo must be in color, sharp and in portrait format with sufficient space around the head and shoulders.
Is it possible to upload group photos?
No, Photo Collect is designed for individual portraits. Group photos are recognized and rejected by the AI.
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.
Are the photos biometric?
Yes, Photo Collect can be used to capture biometric photos that comply with passport standards / ICAO standards. You can choose whether the mouth must be closed or whether you are allowed to smile in the photo. Further assessment of the photo is then carried out via quality control.
Are the images edited with generative AI?
No, Photo Collect does not use generative AI, as this artificially creates or changes faces. The faces always remain completely original and unchanged.
Which photo backgrounds are possible?
A color, a gradient, or a specific background image can be used as the background.
Can variations of a photo be created?
Yes, multiple variants can be created for each photo, for example for the badge, marketing, the profile picture in Microsoft Teams, or professional networks such as LinkedIn.
Questions about IT and integrations
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).
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.
Is integration with existing HR systems possible?
Yes, Photo Collect offers a REST API that enables seamless integration with existing systems.
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 there an Application Programming Interface (API)?
All functions can be used via a REST API (apidoc.photocollect.io). We would be happy to advise you on the implementation.
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.
Can I use my own email server?
Yes, instead of the default mail server, you can use your company's SMTP server to send emails.
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 the photos be stored in encrypted form?
After processing, the photo can be encrypted with your OpenPGP public key and made available for export.
Questions about the process
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.
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.
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.
Can existing employee data be imported?
Yes, data can be easily integrated via Excel imports or via the REST API.
Is it possible to check the photo quality manually?
Yes, manual quality control can optionally be activated if customers want a human check in addition to the AI check.
How much time does quality control take?
Quality control is an optional quality assurance module and can also be switched off entirely. The interface is designed for fast, parallel review — around one second per photo. Since several people can review at the same time, even tens of thousands of photos per hour can be processed. As a rule, 2–4% of photos are requested again.
How does the upload via smartphone work?
Employees receive a personalized upload link – no app or login required. They simply upload the photo in the browser, whether via SMS or email.
Does the applicant need to install an app?
No. The upload runs in the device's default browser, with no login and no app installation. On a desktop, a QR code transfers the session to the smartphone.
What happens if someone cannot meet the requirements?
Individual checks — such as head pose or open eyes — can be overridden after a defined number of attempts. The image is then passed on with a note for manual approval.
Contractual topics
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.
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.
Is the process GDPR-compliant?
Yes, the Photo Collect process is GDPR-compliant. Processing is carried out exclusively on behalf of the customer, with clearly regulated responsibilities, documented instructions, strict TOMs, encrypted transmission, data minimization, pseudonymization, role and access control, logging, backup and deletion concept and regulated incident management. Data processing on behalf of the customer and sub-processors are contractually secured.
Where are the photos processed?
All photos are processed exclusively in Switzerland in an ISO 27001-certified data center. All image processing, including all AI models, is carried out by Visible Solutions AG (developer of Photo Collect) itself. No cloud services from abroad are used and the photo data never leaves Switzerland. This means that all processed image data is fully protected from the US CLOUD Act.
What is the legal basis for data transfers from the EU to Switzerland?
For a company from the EU, there is a valid legal basis for data transfers to Switzerland based on the adequacy decision pursuant to Art. 45 GDPR. No additional contractual measures (such as SCCs) are required for data transfers to Switzerland. The transfer is permitted solely on the basis of the adequacy decision.
Do employees need to give their consent?
For use on employee ID cards, consent is generally not required under the GDPR and the Swiss FADP. For additional purposes such as a Microsoft Teams profile picture or marketing material, however, consent is required.
Questions about setup and support
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.
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.