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Draft pending attorney review. This text is not final and is not yet a binding agreement. Bracketed items are open for counsel.

Privacy Policy

Draft of 2026-10-17

The short version

  • WIbookAI is software that wedding venues use to run their business and to share a private portal with their couples.
  • The venue decides what it stores about its couples, guests and vendors, and controls that information. We store and process it for the venue.
  • We don’t sell personal information, we don’t show ads, and there are no analytics or advertising cookies.
  • If you’re a couple or a guest, your venue is the best first contact for questions about your event details.

Who we are and what this covers

WIbookAI is provided by [legal entity name, to be confirmed] (“we”, “us”). This policy covers the staff app venues use, the couple portal, the pages a venue shares by link (inquiry form, client-details form, contract signing and guest RSVP links), and this website, including the demo request form. It works together with our Terms of Service.

Venues control their data

Each venue decides what to record about its inquiries, couples, guests, vendors and events. For that information the venue is the controller (or “business”) and we act as its processor (or “service provider”). For staff and couple logins, and for demo requests sent to us, we are the controller. If you want to see, correct or delete information a venue holds about you, contact that venue; if you contact us instead, we will pass your request on.

What information is stored

  • Staff logins: name, email, username, role and a hashed password, plus sign-in sessions.
  • Couple portal logins: email address and a hashed password, plus sessions and which events the couple was invited to.
  • Inquiries: names, email addresses, phone numbers and event details people send through a venue’s inquiry form.
  • Events: the couple’s names and contact details, billing address, date and times, guest counts, menu and dietary notes, timeline, tasks, vendors, tours, notes and a log of communications.
  • Payment records: amounts, dates and how payments were made, as the venue records them. WIbookAI never receives card numbers.
  • Documents and signatures: files the venue or couple uploads, contracts, and the typed name and time when someone signs an agreement.
  • Couple portal: the planner (budget, checklist, vendors), timeline, uploads and guest list with RSVP answers and meal choices. Guests answer by personal link and don’t need an account.
  • Floor plans: table layouts, seating and venue photos.
  • Demo requests: venue name, your name, email, and the optional phone, location and notes you send.
  • Technical: short-lived counters keyed by a hash of your IP address to limit abuse of sign-in and public forms (they expire within two days), and server logs kept by our hosting provider.

How we use it

To provide WIbookAI to venues, their teams and couples; to sign you in and keep data secure; to send the emails the service needs (inquiry notifications and confirmations, portal invitations, and invitation emails a couple asks us to send); to answer demo requests and support questions; and to prevent abuse and meet legal obligations. We don’t sell personal information or use it for advertising. WIbookAI does not send venue or couple data to AI services.

Cookies and browser storage

  • Staff sign-in cookie (mf_session): keeps staff signed in, for up to a year, renewed while you use the app.
  • Couple portal cookie (mf_session_client): keeps couples signed in, for up to 7 days.
  • Browser storage (not a cookie): your light or dark theme.

We count page visits and clicks with PostHog to learn which features people use. It sets no cookie and stores nothing in your browser, hides the text on the page, never records your screen, and removes private links before anything is sent. There are no advertising or tracking cookies, so we don’t ask for cookie consent.

Service providers

  • Cloudflare: runs the app, its database and file storage (Workers, D1 and R2). [Confirm hosting provider and data location for each deployment.]
  • Resend: sends email, when email delivery is turned on.

We may also share information when the law requires it, to protect the rights and safety of our users or others, or as part of a merger or sale of our business (in which case this policy keeps applying).

How long we keep it

  • Venue data: while the venue uses WIbookAI. Deleted events go to Trash and are permanently deleted after 30 days.
  • Sessions: staff sessions expire after 30 days, couple sessions after 7 days.
  • Backups: encrypted backups are kept for [retention period, to be confirmed], so deleted data can remain in them until they expire.
  • Demo requests: [retention period, to be confirmed].

Your rights

Depending on where you live (for example California or another US state with a privacy law, or the EU or UK), you may have rights to access, correct, delete or receive a copy of your personal information, and to object to or limit some uses of it. Contact us as described below. We will verify the request, answer within the time the law requires, and won’t treat you differently for using your rights.

Security

Connections are encrypted (HTTPS). Passwords are stored only as hashes. Owner and staff roles keep money and contracts with the owner, and backups are encrypted with a key only the owner holds.

Children

WIbookAI is not meant for children under 13, and we don’t knowingly collect their information.

Changes and contact

When we change this policy we update the date at the top. Questions or requests: [privacy contact email, to be confirmed]. [Legal entity name and postal address, to be confirmed.]