Privacy Policy

Who we are

Wedding Flow provides customer relationship software to wedding venues. For data your venue puts into the platform, your venue is the data controller and Wedding Flow is the processor.

For account and billing information about your team, Wedding Flow is the controller.

Information we handle

Account data: names, work email addresses, roles and sign-in activity for the people in your workspace.

Couple and enquiry data: names, contact details, wedding dates, guest numbers, budgets, messages and any notes or documents your team adds.

Usage data: pages visited, features used and technical logs used to keep the service secure and reliable.

Why we handle it

To provide the service you have subscribed to, including storing enquiries, sending transactional and automated emails on your venue's behalf, and producing reporting.

To secure the platform, prevent abuse and meet our legal obligations. Our lawful basis is contract performance and legitimate interests, or consent where couples submit enquiry forms.

Marketing consent

When a couple answers a consent question on a venue's enquiry form, we record their answer with a timestamp, the form it came from and the exact wording shown to them. Both yes and no answers are recorded, and the venue can see that history when handling a data request.

Sharing and sub-processors

We do not sell personal data. We use a small number of vetted sub-processors for hosting, database storage and email delivery, each bound by data-processing terms. The current list is published on our sub-processors page.

See our list of sub-processors for the providers we use and what they do.

Analytics and cookies

We measure anonymous, aggregate page views on our marketing site without advertising cookies or cross-site tracking; no personal profiles are built and raw IP addresses are not stored.

We use strictly necessary cookies to keep you signed in and to protect the service. We do not use advertising cookies.

Retention

Workspace data is kept while your subscription is active. After cancellation it is retained for 30 days and then automatically deleted.

Enquiry and couple records can be deleted by your team at any time from within the platform.

Your rights

Individuals can request access to, correction of, or deletion of their personal data, and can object to certain processing.

Venue admins can search, export and erase an individual's data directly in Settings → Privacy & data, so most requests can be completed in minutes.

Couples should contact the venue holding their booking first; we will support that venue in responding. You may also complain to your local supervisory authority.

Contact

Privacy questions can be sent to hello@weddingflow.co.uk and we aim to reply within five working days.