How Wedding Desk handles project data.

1. Roles

When a photographer or videographer uses Wedding Desk to manage wedding project information, that user decides what information is entered, why it is used and how long it is needed for their work.

For that project data, the user is generally the controller.

Wedding Desk processes that project data only to provide, maintain, secure and support the Wedding Desk service. For that project data, Wedding Desk generally acts as a processor.

2. Subject matter

The subject matter of the processing is the use of Wedding Desk as a planning service for wedding photographers and videographers.

This may include collecting, organizing and storing wedding project information, client intake details, timelines, shot lists, vendor details, gear lists, notes, planning details, action points and delivery preparation information.

3. Duration

Wedding Desk processes project data for as long as the user has access to Wedding Desk, a preview account or product environment, or for as long as needed to provide the service, maintain security, handle support, comply with legal obligations or resolve disputes.

Signed-in users can download an account-data export before confirming account deletion from the profile area. After confirmation, Wedding Desk immediately starts permanently deleting the sign-in, user-owned account data and owned uploads. There is no recovery period, and Wedding Desk cannot restore the deleted account.

4. Nature and purpose of processing

Wedding Desk processes project data to provide the features of the product.

This may include storing data, displaying it inside Wedding Desk, organizing project information, saving changes, generating project views, supporting planning work, maintaining system reliability, protecting accounts, troubleshooting technical issues and providing support.

Wedding Desk does not process project data for advertising resale. Wedding Desk does not sell project data. Wedding Desk does not use project data to train AI models.

5. Types of personal data

Depending on how a user uses Wedding Desk, project data may include:

Client names and contact details.

Wedding dates, locations and planning details.

Questionnaire answers and intake information.

Vendor and venue information.

Timeline details, shot lists, gear lists, notes and action points.

Uploaded files or images if upload features are used.

Account and technical information needed to operate the service.

Business payment details entered by the user for their own quotes and invoices.

Users should only enter personal data that is relevant and necessary for their wedding project.

6. Categories of data subjects

Project data may relate to:

Wedding clients.

Wedding guests or family members where the user enters that information.

Vendors and venues.

Photographers, videographers and team members.

Other people connected to a wedding project.

7. User instructions

Wedding Desk processes project data only as needed to provide the service and according to the user's use of the product.

The user is responsible for making sure they have a lawful basis and appropriate permission to enter client, vendor or wedding-related information into Wedding Desk.

Wedding Desk will not use project data for unrelated purposes.

8. Confidentiality

Wedding Desk aims to keep project data confidential.

Access to project data should be limited to what is necessary for providing, maintaining, securing or supporting the service.

People or service providers with access to project data must handle it only for the purposes described in this page and the Privacy & Cookies page.

9. Security

Wedding Desk uses reasonable technical and organisational measures to protect project data.

These measures may include access controls, authentication, encrypted connections, secure infrastructure, limited access to production systems, monitoring, secure development practices and internal restrictions on unnecessary data access.

No online service can guarantee complete security, but Wedding Desk is designed around minimal data collection and careful handling of project information.

10. Subprocessors

Wedding Desk uses trusted service providers to operate the product.

Wedding Desk uses OVH US LLC dba OVHcloud for the primary Next.js application runtime in Vint Hill, Virginia, United States.

Wedding Desk uses Convex for its primary backend, database, authentication runtime and file storage in US East.

Coolify Cloud remains the deployment control plane. It manages deployment configuration, while the application workload runs on the OVHcloud US server.

Resend provides transactional email delivery.

Wedding Desk uses Google Analytics 4 as controller-side analytics only after the visitor or user consents. It is not used to process project content on the user's behalf and must never receive client details, project content, private form values, filenames, exact private URLs, account or project IDs, or free text.

Wedding Desk uses tawk.to for controller-side live chat on the public website. Visitors may provide their name, email address and support message there; private account or wedding-project content should not be shared through this channel.

Subprocessors may process limited information only where needed to help Wedding Desk provide the service. They are not allowed to sell project data or use it for unrelated advertising purposes.

If Wedding Desk adds or changes subprocessors in a way that materially affects project data, this page or the Privacy & Cookies page may be updated.

11. Assistance with data requests

Because users usually control the project data they enter into Wedding Desk, users are responsible for handling requests from their own clients or contacts.

Where reasonably possible and technically available, Wedding Desk may assist users with access, correction, deletion, export or restriction requests related to project data stored in Wedding Desk.

12. Deletion and return of project data

Users can manage project information through the product, delete projects where product controls are available, download account data from the profile area and confirm account deletion there.

When a user confirms account deletion, the sign-in, user-owned account data and owned uploads are permanently deleted without a recovery period. Any required export must be downloaded before confirmation because Wedding Desk cannot restore the deleted account.

A minimal technical record may be retained temporarily to finish a provider deletion request already started under an earlier analytics setup. Limited records may also be retained where required for legal, security or dispute-resolution reasons, but they do not provide a restorable account copy.

Wedding Desk currently has no active database backup provision. Account exports are user downloads and are not a service backup.

13. International processing

Project data may be transferred to and processed in the United States because Wedding Desk's primary application runtime and Convex backend are hosted there.

The photographer or videographer normally remains the controller for wedding project data. Wedding Desk generally processes that data on the user's behalf.

Wedding Desk uses applicable data processing agreements and Standard Contractual Clauses with its service providers for these transfers.

This transfer is part of operating the service and is separate from the optional consent choice for Google Analytics.

14. Breach notification

If Wedding Desk becomes aware of a security incident that affects project data, Wedding Desk will take reasonable steps to investigate, limit the impact and notify affected users where legally required.

Users remain responsible for deciding whether they need to notify their own clients, contacts or authorities based on their role and legal obligations.

15. Audits and information

Wedding Desk may provide reasonable information about its data processing practices, security approach and subprocessors where needed for a user's own compliance.

Requests should be proportionate to the size, stage and nature of the service.

16. Changes to this page

Wedding Desk may update this Data Processing page as the product, preview programme, infrastructure or legal requirements develop.

The latest version will be published on this page. The Last updated date shows when this page was last changed.