Your
privacy

Version 2.0 — privacy notice for photography studios and wedding planners

This notice covers professional accounts on THE WED PORTAL: photography studios, wedding planners, and the people on their teams.

If you are a couple, a client or a guest, the notice that concerns you is the one published by the studio that invited you — you'll find it in your portal, under Privacy. The studio decides what to collect and why; we keep those data on the studio's behalf.

In sixty seconds

• The data controller for your account is us: Roberto Rigillo (Chiaia Wedding Studio), the business behind THE WED PORTAL.
• We process your account data and what you need in order to work: profile, billing, your portal mailbox, the content you upload, and some technical records such as sign-ins.
• Your clients' data stay yours. Couples, guests, contacts and vendors are yours to decide about: we process them on your instructions, as your data processor, under the appointment agreement attached to the Terms.
• The mail assistant reads incoming email to label and summarise it, and to do so the text passes through Anthropic (United States). It is not used to train models.
• We do not profile you, we do not sell your data, and we use no advertising cookies.
• You can ask for access, correction, deletion or a copy of your data by writing to privacy@thewedportal.com. We answer within 30 days.

Who we are

THE WED PORTAL is operated by Roberto Rigillo, a sole proprietorship also trading as Chiaia Wedding Studio. Registered office: Viale Colli Aminei 112, 80131 Napoli (NA), Italia. VAT number: 10020181219.

For anything concerning your data, write to privacy@thewedportal.com.

We have not appointed a Data Protection Officer: for an organisation our size it is not mandatory. The address above is the direct channel, and a person answers it.

What we process about you

Your account and profile. First and last name, email address, password (kept only in encrypted form, which we cannot read), phone number if you add one, profile picture, language, gender if you state it, Instagram handle if you connect it.

Your workspace. Studio or agency name, subdomain, logo, price lists and settings. If you are a team member: your role, your availability, agreed fees and day assignments.

Subscription billing. Chosen plan, status, renewal dates, amounts and invoices. We never see the actual payment details (card, bank account): those are handled directly by Stripe.

Your portal mailbox. If you use THE WED PORTAL's mail, your workspace holds the messages you receive and send, with senders, recipients, subject, body and attachments. Your signature belongs to you and stays tied to your account.

The content you upload: photographs, galleries, documents, quotes, moodboards, chat messages.

Technical records. Every sign-in creates a session with its date, IP address and browser type. An activity log records who did what and when inside your workspace: it serves you, to keep an eye on your team, and us, to understand what happened when something goes wrong. If you enable phone notifications we store the device identifier. If you use two-step verification we store the secret in encrypted form, the backup codes in a non-readable form, and the devices you marked as trusted.

If you contact us: the text of support messages and feature ideas, with your name and email address.

Your clients' data are not ours

This is the most important section of this notice.

Couples, guests, contacts, vendors, wedding photographs: those are yours to decide about. In legal terms you are the data controller and we are your processor: we store them and make them work on your instructions, and we do not use them for our own purposes.

The rules of this relationship are set out in the data processing agreement that accompanies the Terms of Service: what we may do, who else sees the data, how we assist you when one of your clients asks for their data or their deletion, and what happens when the relationship ends.

Two practical consequences:

• The notice to your couples and guests is published by you, from your panel. We give you a ready-made template: you add your own controller details and it becomes yours.
• If one of your clients writes to us asking about their data, we don't decide: we pass the request to you and assist you.
• The wedding photos and videos you put in a quote (a package's photo, the cards of an interactive quote) are shown, on your instructions, to the couple you send that quote to. If they portray another wedding, the permission to show them comes from your contract with that couple (see the Terms). Password-protected galleries never go into a quote; if you remove the photo, or delete the gallery or the wedding, the couple no longer sees it even in quotes already sent.

Why we process your data

We make no automated decisions producing legal effects on you, and we do not profile you.

The assistant and artificial intelligence

Some portal features use artificial intelligence models provided by Anthropic (United States). It is worth stating exactly when this happens.

Automatically, if enabled for your mailbox: the assistant reads incoming email to give each message a label (needs a reply, quote request, vendor, administrative, likely spam) and a one-line summary. To do this, the subject and the first part of the message leave our servers and reach Anthropic.

Only when you ask for it, by pressing a button: a draft reply to an email, photo captions, wedding suggestions, a schedule extracted from a document you upload, the in-app assistant.

Three things that apply to all of them:

1. Your data are not used to train models. This is written into the terms of the service we use.
2. The assistant proposes, you decide. It does not send email on its own and does not open links. In the chat it can do something for you (for example change a wedding date or prepare a draft) only after you have confirmed it, and for five minutes you can undo it.
3. It is a transfer outside the European Union, and you will find it listed in section 6 as well.

The in-app chat assistant, in detail. With every question, Anthropic receives the message you write, the latest messages of the same conversation, the page you are on (its address, with the wedding's code but never its name) and your role in the workspace. If you write a name or an address in the message, that reaches them too. On our side the conversation stays twelve months after its last message and is then deleted automatically; if you close your account it goes at once. Requests you send to support from the chat stay twenty-four months and then lose your name.

The on-request features can be switched off in your workspace settings. Automatic mail triage is currently a platform-wide switch: if you don't want it, write to privacy@thewedportal.com and we will exclude your mailbox.

Who else sees your data

To run the portal we rely on providers that process data on our behalf. None of them may use those data for their own purposes.

YouTube and Vimeo are the exception: they do not work on our behalf. They receive the IP address and browser details only of whoever watches one of their videos — in a gallery as soon as it opens (YouTube) or when the video is opened (Vimeo), in an interactive quote only when the person presses play — and process them as independent controllers, under their own rules.

Nearly all of these providers process data outside the European Union. In those cases the transfer relies on the safeguards provided by the European Regulation — standard contractual clauses and, where applicable, the provider's adherence to recognised adequacy frameworks.

Beyond these, data may be shared with professionals assisting us (accountant, legal adviser) and with authorities where the law requires it.

We do not sell your data to anyone, and we do not hand them to anyone who would use them for advertising.

The current list of providers is published at www.thewedportal.com/providers: if it changes, you'll find it there.

How long we keep them

When you close your account your content is removed; what remains is only what the law obliges us to keep, and the parts that belong to other people as well — a conversation has two sides, and deleting yours would delete theirs. In those cases your name is replaced.

How we protect them

• Data always travel encrypted between your browser and our servers.
• We do not store passwords: we keep only a one-way fingerprint.
• Each studio is separated from the others inside the database itself, not only in the code: a query that forgot a filter would still not return another studio's data.
• Access to our control room requires two-step verification.
• Incoming email is displayed inside a cage that cannot run code, and images loaded from external sites are blocked: they would tell the sender when you opened the message.
• Our staff access data only when needed to assist you.

No system is perfect. If something happens that puts your data at risk, we will tell you — and we notify the supervisory authority where the law requires it.

Your rights, and how to actually use them

You can ask us:

• to know what data we hold about you and to receive a copy;
• to correct what is wrong;
• to delete them, where we have no obligation to keep them;
• to restrict or object to the processing;
• to receive them in a format another program can read;
• to withdraw a consent you gave, without affecting what we did before.

There is one channel: privacy@thewedportal.com. We answer within 30 days; if a request is complex we may need longer, but we tell you first.

Some of these you can do yourself from the portal: correct your profile, change your preferences, request an export or a deletion. Deletion requests have a 30-day cooling-off period, so a mistaken click is not final.

If you believe we are handling your data improperly, you can lodge a complaint with the Italian supervisory authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it), or with the authority of your country of residence.

Minors

THE WED PORTAL is a service for professionals: it is not aimed at people under 18 and we do not open accounts in their name.

Data about minors may appear inside events — a child guest, children's ages in an RSVP, a photograph. Those data are collected by you: informing the families and obtaining any necessary consent is your responsibility.

If we change this notice

Legal documents carry a version number and a date. If something substantial changes we tell you inside the application and, where needed, we ask you to read and accept it again.

Previous versions are kept: if one day you want to know what you accepted and when, the answer exists.

Version 2.0 · in force from the date of publication. Privacy contact: privacy@thewedportal.com