Privacy Policy

Version 1.0 · Effective from 1 October 2026

The short version. We collect what we need to match couples with vendors and to run the planning and business tools. We do not sell personal information. A couple's full name is only shared with a vendor once a quote is exchanged. AI never decides who you are matched with. Our servers are in Indonesia and some of our service providers are overseas — section 9 lists them. You can export or delete your data at any time.

1. Who we are

PickWed is a business name of Celal Yucel Tombul, a sole trader based in Melbourne, Victoria (ABN 68 389 107 731). In this policy "PickWed", "we" and "us" mean that business.

Whether or not the *Privacy Act 1988* (Cth) applies to a business of our size, we handle personal information in line with the Australian Privacy Principles (APPs), and this policy is written on that basis.

Contact for privacy questions and requests: support@pickwed.com.au (please put "Privacy" in the subject line).

2. Whose information this policy covers

Couples who create an account to plan a wedding.
Vendors — wedding businesses and the people who run them. Some have claimed their profile and have an account; many have not (see section 5).
Wedding guests whose details a couple adds, or who RSVP or send a gift through a couple's wedding website.
Vendors' clients whose details a vendor adds to our Studio business tools.
Visitors who browse PickWed without an account.

3. Information we collect from couples

When you give it to us:

Account details: your name, email address, password (stored only as a secure hash) and, if you add them, your partner's name and your contact phone number.
Your wedding brief: date, location and an optional map area, guest numbers, budget ranges, style preferences, the vendor categories you need, answers to our style quiz, and anything you write in free-text answers.
Planning information: guest lists (including any dietary, health or accessibility notes you add), seating, run sheets, budgets, checklists, speeches, playlists, your name-change checklist, your wedding website and documents you upload.
Dealings with vendors: enquiries, quotes, messages, meetings, contracts you sign electronically and payments you make.
Payments: card details go directly to Stripe and are never stored by PickWed. We keep the amount, status and reference of each payment.
Support: what you tell us in a support request or chat.

Please do not record identity document numbers (such as passport or licence numbers) in free-text fields or checklists.

4. Information we collect from vendors with an account

Account and business details: your name, email address, password (stored only as a secure hash), phone number, business name, ABN, services, pricing, packages, service areas and availability.
Profile content: your bio, photos, videos and the links to your website and social media.
Connected accounts: if you connect a calendar, only your busy dates and an opaque event identifier; if you connect Instagram or Facebook, the media and page details the gallery feature needs; if you connect Stripe, your Stripe account identifier and status.
Bank details you choose to show on invoices (BSB and account number), which are encrypted.
Your use of Studio — see section 7.
Billing: your plan and payment history. Card details are held by Stripe.

5. Vendor information collected from public sources

If you run a wedding business in Australia, please read this section.

Our directory was not built only from businesses signing up. We compiled profiles of Australian wedding businesses from publicly available sources, such as each business's own website and public social media pages, public business registers and public wedding directories. Most profiles in our directory have not been claimed by the business, so we may hold a profile about your business that you did not create.

For those profiles we may hold:

the business name, trading name, service categories and service areas;
the business contact details the business has published;
content the business has published, such as descriptions, pricing indications and images; and
descriptions and style tags produced by our automated analysis of that public material, including AI-generated summaries.

Where a business is run by an individual (for example, a sole trader photographer), some of this can be personal information. We use it only to show the business in our directory and to match it with couples. We do not send marketing email to businesses that have not claimed their profile.

Claiming or removing your profile

You can claim your profile to take control of it, or ask us to remove it. We check that the request comes from someone who controls the business, so a competitor cannot remove your listing. When a profile is removed, we keep a minimal record of the removal (the business name and the date) so that PickWed does not publish that business again.

You can also ask us what we hold about you, or ask us to correct it, at support@pickwed.com.au.

6. Information about wedding guests

A couple may add guests to their planning workspace. We hold the guest's name and whatever the couple chooses to add, such as contact details, RSVP status, meal choice, dietary, health or accessibility notes, table and whether the guest is bringing someone. Some guests may be children; a couple should only add what they need.

Guests may also give us information directly on a couple's wedding website — for example when they RSVP, or send a gift through the Wishing Well (name, message, gift amount and payment status; card details go directly to Stripe).

We use guests' information only to provide the couple's planning features and wedding website. We never use it for marketing and never sell it. If you are a guest and want your details removed, ask the couple, or contact us at support@pickwed.com.au.

7. Information vendors add to Studio

Studio lets vendors manage their own clients, including clients who did not come through PickWed. For that information, the vendor decides what is collected and how it is used, and is responsible for telling their clients. We hold and process it on the vendor's behalf only to provide Studio: we keep it secure, do not use it for our own purposes, do not sell it, and delete it when the vendor deletes it or closes their account. If you are a vendor's client and have a question about your information, contact the vendor first; we will help if you contact us.

8. How we use information

To provide your account and the tools you use.
To match couples with vendors, using our own scoring rules. AI does not decide your matches.
To pass an enquiry to a vendor when a couple sends one. A couple's full name is shortened (for example, "Olivia M.") until a quote is exchanged.
To send service emails and notifications you need, such as enquiries, quotes, reminders and security alerts, and marketing emails only if you have agreed to them.
To process payments through Stripe.
To provide support.
To keep PickWed secure, prevent fraud and abuse, and find and fix errors.
To understand, in aggregate, how people use PickWed so we can improve it — for example how many couples finish the questionnaire, and how many couples saw a vendor's Featured placement. Vendors only ever see totals, never which couples saw them.
To meet our legal obligations.

We do not sell personal information, and we do not share it with advertisers.

9. Who we share information with

Other users. We share information with other users only as the features require — for example, an enquiry goes to the vendor you chose, a vendor's profile is shown to couples, and a couple's wedding website is shown to the people they share it with.

Service providers. We use the providers below to run PickWed. They may only use the information to provide their service to us. Several are outside Australia, so your information may be stored or processed overseas.

Hostinger — our servers, database and file storage — Indonesia (Jakarta data centre).
Stripe — payments, vendor and couple payouts, and vendor subscriptions — Australia and the United States.
Resend — delivery of our emails — United States company; email is sent from its Japan (Tokyo) region.
OpenAI — the Woi assistant, drafting help, reading free-text brief answers, and photo style analysis — United States.
DeepSeek and Google (Gemini) — back-end processing of public vendor business information only, such as summarising a business's website. We never send couples', guests' or clients' information to them — China (DeepSeek) and the United States (Google).
Cloudinary — hosting of some vendor directory images — United States.
Google — sign-in with Google, Google Calendar sync if a vendor connects it, and address lookup — United States.
Meta (Facebook and Instagram) — sign-in with Facebook, and gallery sync if a vendor connects it — United States.
Apple — sign-in with Apple, where offered — United States.
Spotify — playlist search if a couple connects it — Sweden.
Namecheap — registration of custom wedding website domains, including the registrant details the domain registry requires — United States.
OpenStreetMap (Nominatim) — converting place names into map coordinates; only the place name is sent — United Kingdom and Europe.
Australian Business Register — checking a vendor's ABN — Australia.
Browser push services (such as those run by Google, Apple and Mozilla) — delivering notifications you have switched on — various countries.

Our live support chat and Woi conversation history run on our own servers, not on a third-party support platform.

Google and Meta data. PickWed's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google Calendar and Meta data only to provide the calendar and gallery features you connected, we do not use it for advertising, and we do not let people read it except where you ask us for help, for security, or where the law requires.

Overseas disclosure. We choose providers that publish security and privacy commitments and we use their standard data-protection terms. Our AI providers process information to give us a result; under OpenAI's terms for business customers, the information we send is not used to train its models. The privacy laws in some of these countries do not give the same protections as Australian law.

Other disclosures. We may disclose information when the law requires it, to protect someone's safety, to our professional advisers, or to a business that takes over PickWed (which must keep handling it in line with this policy).

10. Security

Passwords are stored only as secure hashes.
Sensitive fields, including vendors' bank details and calendar feed addresses, are encrypted.
Connections to PickWed are encrypted (HTTPS), and the application's database account has only the permissions it needs.
Staff access to support records is limited to what the task needs and is logged.
We keep backups so we can recover from a failure.

No system is perfectly secure. If a data breach is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

11. How long we keep information

Your account: until you delete it. We may close an account that has been inactive for more than two years, after warning you by email at least 30 days beforehand.
After you delete your account: your account and planning data are deleted straight away, and removed from our backups as they expire, within 12 months. Backups are only used to recover from a failure.
Consent records: kept after account deletion in de-identified form — we keep which document version was accepted or which choice was made and when, but remove who made it, their IP address and their browser details. We keep these so we can show that consent was properly obtained.
Payment and tax records: as long as tax law requires, generally five years.
Error reports: raw reports for 30 days; grouped error summaries for 13 months.
Queued support notifications: 90 days after sending, or 180 days if never sent.
Unclaimed vendor profiles: while the business appears to be operating, or until the business asks us to remove the profile.

12. Your rights and choices

Access and export. You can download your data from your account settings, or ask us for a copy of what we hold about you.
Correction. You can correct most information yourself in your account. For anything else, contact us.
Deletion. You can delete your account at any time from your settings or at pickwed.com.au/account/data-rights. See our data deletion page for what happens next.
Marketing. You can unsubscribe from marketing emails at any time using the link in the email or in your settings.
Consents. Vendors can withdraw optional consents, such as photo analysis, in their privacy settings.

We respond to access and correction requests within 30 days. We may need to confirm your identity first. Some requests need us to act manually — for example, if you have a registered domain or a connected Stripe account — and we will tell you if so. Deleting your account does not delete records we must keep by law, or the de-identified consent records described above.

13. Cookies and similar technologies

We only use cookies that PickWed needs to work. We do not use advertising or cross-site tracking cookies.

Sign-in session — keeps you signed in and your session secure.
Sign-in security — protects the sign-in process with Google, Facebook or Apple.
Your brief — remembers the questionnaire you have started before you create an account.
Vendor workspace — remembers which business you are working in.
Wedding website access — remembers that you entered the password for a protected wedding website.

Your browser may also store settings (such as a dismissed notice) on your device; these are not sent to us.

Our email provider tells us whether an email we sent was delivered, bounced, opened or had a link clicked. We use this only to check that important emails reach you and to stop sending to addresses that bounce.

14. Children

PickWed is for adults. You must be 18 or older to create an account. A couple may add children to their guest list; they should only add what they need for planning.

15. Complaints

If you have a concern about how we have handled your personal information, email support@pickwed.com.au with "Privacy" in the subject. We will acknowledge it within 5 business days and respond within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

16. Changes to this policy

We will publish any new version on this page with a new version number and effective date. If a change is significant, we will tell you by email or in the app before it takes effect and ask you to review it the next time you sign in. We keep a record of the version you accepted.