1. Introduction

WeddingRunbook ("we", "our", or "us") is calendar-first operations software for wedding photographers and videographers. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our service at weddingrunbook.com, the web application at app.weddingrunbook.com, and the WeddingRunbook iOS app.

Two kinds of people appear in this policy: photographers and videographers who hold a WeddingRunbook account ("you"), and their clients, the couples and families whose events they photograph, whose information you enter into WeddingRunbook or who use the client portal you share with them.

WeddingRunbook's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

2. Information We Collect

Account Information

When you sign up we collect your email address and a password, or, if you choose Sign in with Google, the name, email address and account identifier that Google shares with us. Authentication is handled by Amazon Cognito. We also record when your account was last used, so we can support you and keep the service healthy.

Wedding & Business Data

You may enter event details (couple names, dates, venues, timelines, tasks, notes), your clients' contact details, financial information (quotes, invoices, payments), and other business data. This data is stored securely and is only accessible to you.

Your Clients' Information

Through the client portal you share with a couple, they may provide questionnaire answers, messages, files, gallery selections, quote acceptances and payment details. You decide what to collect; we process it on your behalf and only to provide the service to you. Under EU data protection law you are the controller of your clients' information and we are your processor. Each portal is protected by a link and a password that you set.

Google Integrations (Calendar & Gmail)

If you connect your Google account, we store OAuth tokens to act on your behalf. Depending on which integrations you enable, we may access Google Calendar to create and manage events, and/or Gmail to send emails to your clients on your behalf. We request only the minimum scopes necessary for each feature and only access data required to perform the specific action you initiate or authorise. Sections 6 and 7 describe each integration in detail.

Email Content

When the Gmail integration is active, we compose and send emails on your behalf to your clients. Outbound email content (recipient, subject, body) is processed transiently to complete the send and is not stored permanently in our systems beyond what is necessary to log the action within the app.

Uploaded Files

You may upload images and documents (for example cover photos, package images, PDFs), and couples may upload files through the portal. These files are stored securely in Amazon S3. They are accessible to your account and, where you share them through a portal, to the couple who holds that portal's link and password.

Usage & Technical Information

Our servers keep standard logs (IP address, browser type, time of request) for security and troubleshooting. The marketing site and the app load one Google tag, gtag.js, for two Google services. Google Ads tells us whether a visit that began with one of our Google ads led to a new account. Google Analytics counts visits, sign-ups and subscription payments, so we can see which pages and campaigns work. For that the tag sets first-party cookies on weddingrunbook.com and sends Google the address of the page you are on, the ad click's identifier and a random identifier for your browser - never your name, your email address or any client data. When you subscribe, that browser identifier is kept with your subscription, and our server tells Google Analytics the amount and currency of each payment under it - never your card, your billing address or anything else from the invoice. It does not load on a couple's portal or a guest's gallery link. In the European Economic Area, the United Kingdom and Switzerland the tag runs with Google's consent mode set to denied until you allow cookies in the bar the site shows there: until then it sets no advertising or analytics cookie and sends Google only cookieless signals. Anywhere, you can change your choice at any time under Cookie settings at the bottom of every page of the site, or in the app under Settings > Account; refusing also removes the Google cookies already set. Your choice is kept for a year in a cookie named wr_consent on weddingrunbook.com. Browser tracking protection or a content blocker stops the tag entirely, and nothing in the Service depends on it.

3. How We Use Your Information

To provide and maintain the WeddingRunbook service, including the client portal
To authenticate your identity and secure your account
To sync events with your Google Calendar when you enable the integration
To send emails to your clients on your behalf via Gmail when you enable the integration
To show weather forecasts for your event venues, which sends the venue's location to our weather provider
To send account and transactional emails (sign-in codes, notifications, deletion confirmations)
To improve the service based on how it is used

We do not use Gmail data to serve advertisements. We do not allow humans to read your email content except as required to investigate a reported security issue, comply with applicable law, or provide support you have explicitly requested.

4. Data Storage & Security

Your data is stored in AWS infrastructure (DynamoDB, S3, Cognito) in the European Union (Ireland), within secure, encrypted environments. All data is owner-protected - only you can access your own data, and a couple can only reach the portal you shared with them. We use HTTPS for all data transmission. OAuth tokens for Google integrations are encrypted at rest and are never exposed to other users.

5. Third-Party Services

We use the following third-party services:

Amazon Web Services (AWS) - hosting, database, authentication, file storage and notification email, in the EU
Postmark - delivers account and sign-in emails to your email address
Google Sign-In - optional way to sign in with your Google account
Google Calendar API - optional calendar integration (requires your explicit consent)
Gmail API - optional email integration for sending client emails on your behalf (requires your explicit consent)
Open-Meteo - weather forecasts; receives the event venue's location or coordinates and no personal data
Google tag (Google Ads and Google Analytics) - measures visits, sign-ups, subscription payments and whether our own Google ads lead to new accounts, as described under Usage & Technical Information above; receives no name, email address or client data
Apple App Store - distributes the iOS app; Apple's own policies apply to your App Store account

We do not sell, trade, or share your personal data, your clients' data, or your Google data with any third parties for marketing purposes. Google user data obtained via the Google Calendar and Gmail APIs is used solely to provide the features described in this policy and is not transferred to any other party.

6. Google Calendar Integration

When you connect Google Calendar, we request the https://www.googleapis.com/auth/calendar.events and userinfo.email scopes. The calendar scope allows us to create, update, and delete events on your behalf; the email scope identifies the connected Google account. We:

Push only what you create in WeddingRunbook: event days, photoshoots, appointments, timeline items you choose to push, and personal calendar blocks, with the titles, dates, times, locations and notes you entered
Send your clients' email addresses to Google only when you add them as attendees to an appointment; Google then emails them the invitation and any updates from your calendar
Create a Google Meet link for an appointment only when you choose to, and store that link with the appointment
Read back only the events WeddingRunbook created, by their id; we never read your other calendar events
Store OAuth tokens securely in our database, associated with your account
Allow you to disconnect the integration at any time from Settings → Integrations, which removes our stored credentials

7. Gmail Integration

The Gmail integration is not currently offered in the app. This section describes how it works when it is available, so that nothing changes without notice. Until then, WeddingRunbook sends no email from your account, and reminders open a draft in your own mail app instead.

When you connect Gmail, we request the https://www.googleapis.com/auth/gmail.send and userinfo.email scopes. The send scope allows us to send emails on your behalf; the email scope identifies the connected Google account. Specifically, we use this access to:

Send client-facing emails (e.g., booking confirmations, questionnaire links, invoice notifications) from your Gmail address

Limitations on use of Gmail data:

Gmail data is used only to provide and improve the email features within WeddingRunbook
We never read your mailbox; the send scope does not allow it
We do not use Gmail data for advertising or to build advertising profiles
We do not allow third parties to access Gmail data except as necessary to operate the service (e.g., AWS infrastructure)
Outbound email content is processed transiently and not stored beyond what is needed to log the action in the app
You can disconnect the Gmail integration at any time from Settings → Integrations. This removes our stored credentials, so we can no longer send on your behalf. Google may keep WeddingRunbook listed among your authorised apps until you remove it on your Google Account permissions page (see section 10)

Our use of Gmail data complies with the Google API Services User Data Policy, including the Limited Use requirements.

8. Cookies & Local Storage

The service itself uses only what it needs to work: cookies and browser storage that keep you signed in, and short-lived cookies that protect the Google connection flow while you authorise it. The iOS app stores your data on the device so it works offline and sets no tracking cookies. On weddingrunbook.com and in the web app, the Google tag described under Usage & Technical Information sets first-party Google Analytics and Google Ads cookies (such as _ga and _gcl_au) where you allow them, and wr_consent remembers your choice. In the European Economic Area, the United Kingdom and Switzerland the site asks first with a cookie bar; anywhere, Cookie settings at the bottom of the site, or Settings > Account in the app, changes your choice.

9. Data Retention & Deletion

Your data is retained as long as your account is active. You can delete your account yourself from Settings → Account, on the web or in the iOS app. Deletion is executed after a 7-day window, after which your events, clients, client portals and their content, files, integration tokens and login are permanently removed. You may also ask us to delete your account by email. Outbound email content processed via the Gmail integration is not permanently stored and is not retained after the send action is complete. Server logs are kept for a limited period for security purposes and then discarded.

10. Your Rights

You have the right to:

Access and export your data
Correct inaccurate information
Delete your account and all associated data
Disconnect third-party integrations (Google Calendar, Gmail) at any time from Settings → Integrations
Revoke Google OAuth permissions directly from your Google Account permissions page
Lodge a complaint with your data protection authority; for us that is the Commission for Personal Data Protection of the Republic of Bulgaria

If you are a couple whose photographer or videographer uses WeddingRunbook, they are responsible for the information they hold about you. Contact them to access, correct or delete it, and we will help them do so. You can also write to us at the address below.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Last updated" date at the top of this page. For material changes, we will notify you via the Service or email. If we ever change the way we use Google user data, we will tell you and ask for your consent before doing so.

12. Contact

If you have questions about this Privacy Policy, contact us at studio@weddingrunbook.com.