Privacy Policy

1. Who we are

WedSchedulePro is a social-media scheduling service for wedding suppliers and creators. It is operated by WEDSCHEDULEPRO LTD (“we”, “us”), a company registered in England and Wales under company number 17339615. We are the data controller for the personal data described in this policy. It explains what personal data we process, why, and the rights you have. For any privacy question, contact us at the address in Section 18.

2. What data we collect

Account data — your name, email address, and authentication details when you sign up (including via Google sign-in). Content you upload — the photos, captions, and scheduling details you create. Connected-account data — the access tokens and profile information you authorise when you connect Instagram, Facebook, Threads, or other social platforms, when you connect a design-editing service (Canva) to edit your photos, and when you connect Dropbox or Google Drive to import photos from them (see Section 6); these tokens are encrypted at rest. Social inbox messages — where you connect an Instagram, Facebook or Bluesky account, the comments and direct messages sent to it, and where you connect Threads, the replies to your posts, held on your behalf as described in Section 10. Details of your clients — who a gallery is for: for a wedding, usually the couple’s names and, if you add it, their email address, with the date and the venue (see Section 4). Founding list answers — if you join our founding list, your email and anything you choose to tell us in the optional questions (what you work on, and what you find hardest about posting your work); see Section 12. Details of other suppliers — the names, social handles and, if you add them, contact details of the businesses you work with, which you record so you can credit them (see Section 11). Usage data — a record of the things you do in the app, such as scheduling a post or opening the calendar, linked to your account’s internal ID rather than your name or email. It sets no cookies, is stored in the EU, is not used for advertising and does not follow you to other websites; we use it only to improve the service (see Section 6). You can switch it off with Don't record my usage under Settings, then Profile (Section 15 has the details). Quick poll answers — if you are in our beta programme, whatever you choose to type into the short polls we show in the app (see Section 6). Website analytics and advertising measurement — on our public marketing pages only, and only if you accept them, Google Analytics and the Meta advertising pixel measure how the site is used and how our ads perform (see Section 7). If you accept and then join our waitlist, we also send Meta a server-side notice of the sign-up (see Section 7).

3. Legal basis for processing

We rely on contract (to provide the service you sign up for) and legitimate interests (to publish content you have the rights to, to understand in aggregate how the service is used, and to keep it secure and reliable). Where the law ever requires consent for a specific activity, we ask for it first. Where you schedule content involving other people, you confirm you have the necessary rights to publish it.

4. How we use your data

To operate the scheduler and publish your content to the platforms you connect; to generate AI-assisted captions and image descriptions from the content you provide; to send you service and account emails; to provide support; and to improve reliability and the product. We do not sell your personal data.

We read the optional founding-list answers to decide what to build. We may share totals from them in our marketing, for example how many people said captions are the hardest part. We never publish your name, your email, or your answer alongside who wrote it.

Your clients, such as a couple. When you set up a gallery you can record who it is for. For a wedding that is usually the couple’s names, and you can add an email address for them, along with the date and the venue. We use the names to credit the couple in the captions and blog posts our AI drafts for you (see Section 5) and, if you submit a gallery to a blog through WedSchedulePro, so the blog can credit them too. We use the email address only to send the messages you ask us to send. If you turn on couple approval for a gallery, or ask the couple about a blog post or for a quote, we email them a private link where they can say yes or no, and we may send a reminder if they have not answered. Couple approval is off unless you turn it on. When they answer, we keep a record of the answer, when they gave it, and the IP address and browser details it came from, as proof. If they write a quote for your blog post, it appears in the post as they wrote it, and only after they tick to agree.

You decide what to record about your clients, so you are the controller of it and we act as a processor on your instruction. We never send a client’s email address to an AI provider. Their details stay with the gallery until you delete the gallery or close your account. If you are named in a gallery and want your details removed, the quickest route is to ask the business that added you. You can also contact us at the address in Section 18: we will identify the business concerned, pass your request to them, and act on their instruction.

5. AI processing

Captions and suggestions are generated using third-party AI providers from the text and images you submit, including the gallery details you enter (such as the couple’s names, the venue and the date) and the names and handles of any suppliers you credit (never their contact details). Image analysis is scene-only — we describe the setting, mood, and composition; we do not perform facial recognition, face-matching, or any biometric identification of the people in your photos.

If you add your own captions in Settings, we show them to the AI provider as examples of how you write when it drafts your captions. They are used only for your captions, never anyone else’s.

When you edit a caption we drafted, we compare your version with ours and keep a short written summary of your writing style, so future captions sound more like you. It is used only for your own captions — never to improve captions for anyone else, and never to train an AI model. You can switch this off, or clear what has been learned, in Settings at any time.

6. Sharing and sub-processors

We share data only with the service providers needed to run WedSchedulePro — for example our hosting and database provider, object storage for your images, our background-job host, our email-delivery provider, our payments provider, our EU-hosted cookieless analytics provider, our error-monitoring provider (which we use to diagnose faults and keep the service reliable), the AI providers that generate captions, the image service that removes a photo’s background when you ask it to, and the social platforms you choose to connect and publish to. On our public marketing pages we also use a website-analytics provider and an advertising-measurement provider, which set cookies and run only if you accept them (see Section 7 and the Cookie Policy). Each processor handles data only on our instructions or as needed to deliver their part of the service.

Error reports. If the app hits an error, the report we send to our error-monitoring provider can include a recording of the screen leading up to it, with all text, images and typing hidden (see the Cookie Policy).

Cutting people out of a photo. When you choose Remove background or Text behind people on a photo in the carousel or photo editor, we send that one photo to Photoroom, an image service based in France, which removes its background and sends the result back. We keep the result in your own library storage. This happens only when you choose it, one photo at a time — we never send your photos there in the background, and we do not send your captions, your schedule, or any information about the people in your photos. We have switched off Photoroom’s setting that lets it use photos sent from our account to train its AI models — see Photoroom’s data security page.

Editing a photo in a design editor. WedSchedulePro can send one of your photos to a third-party design-editing service — currently Canva — so you can add graphics to it, and bring the edited version back into your library. This happens only when you choose it — you connect that service yourself, then send a specific photo to it one at a time. We never send your photos there in the background, and we do not send your captions, your schedule, or any information about the people in your photos. The edited image comes back into your own library, where it stays yours. You can disconnect that service at any time in Settings, which deletes its access token immediately (Section 9). While a photo is being edited there, it is also held by that service under its own privacy policy — see Canva’s privacy policy.

Importing photos from Dropbox or Google Drive. You can connect your own Dropbox or Google Drive account to bring photos into your library. We ask only for read access. For Dropbox, that is permission to see your files and folders and read them, plus your account’s name and email address. For Google Drive, it is access only to the files you pick in Google’s own file picker, plus your Google account’s name and email address. We show that name and email address so you can see which account is connected. We never change, move or delete anything in your Dropbox or Google Drive. When you import, we copy only the photos you choose, with their file names, into the gallery you choose; from then on they are treated like any photo you upload, including the AI processing in Section 5. We keep the access token encrypted and use it only to show you your files and import the ones you pick. Disconnecting the account in WedSchedulePro deletes our copy of the token straight away, and you can also remove our access in your Dropbox or Google account settings. Photos you have already imported stay in your library until you delete them. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

Quick polls in the app. If you are in our beta programme and your in-app pop-ups are on, we may show you a short poll inside WedSchedulePro, so we can hear what is working and what is not. The polls are run by PostHog, our product analytics service, and PostHog stores everything about them in the EU. Answering is optional, and you can close a poll without answering. PostHog receives your answer, which is free text you type yourself, so please keep other people’s personal details out of it. It also receives a record that a poll was shown to you and whether you answered or closed it. So the right poll reaches the right people, we send PostHog these details about you: programme_wave (which beta wave you joined), programme_stage (where you are in the programme, such as trialling or paying), in_app_popups (whether your in-app pop-ups are on), active_days_30 (on how many of the last thirty days you used the app) and, while you are trialling, trial_ends_at and trial_days_left (when your trial ends). For everyone who uses the app we also note the moments a poll can follow: first_post_scheduled_at (when you scheduled your first post), last_feature_used (which main feature you used most recently) and last_used_ followed by a feature’s name, such as last_used_calendar (when you last used that feature). These are dates, counts and feature names only, never what you wrote or uploaded. They go with your account’s internal ID, not your name or email address, which we do not send with a poll. If your in-app pop-ups are off, we show you no poll and send PostHog none of the programme, trial or active-day details. PostHog keeps poll answers for 12 months, then deletes them. Your browser keeps one small note that a poll was answered or closed, so it is not shown to you again; it holds no personal details. To stop polls, switch off In-app announcements and quick polls under Settings, then Notifications, or email privacy@wedschedule.pro and we will turn your in-app pop-ups off.

We may also disclose personal data where we are required by law to do so — for example in response to a valid court order or a lawful request from a public authority, or to establish, exercise or defend legal claims. If that happens we will disclose only what is legally required, and nothing further.

7. Cookies and similar technologies

We use strictly necessary cookies to run the service (for example to keep you signed in). These are essential to provide the service you ask for and, under the Privacy and Electronic Communications Regulations (PECR), do not require consent. Our product analytics is cookieless — inside the app it sets no cookie and stores no identifier on your device. What it records, linked to your account’s internal ID, is described in Sections 2 and 6. If you are shown a quick poll, your browser also keeps a small note of which polls you have seen. If you arrive through a partner’s referral link and you accept cookies, we set two cookies for 30 days so that partner can be credited if you sign up; if you reject them we set neither and you can still sign up, but the partner is not credited. Either way the visit is counted for the partner with only the date, any campaign tag on the link and a random code, never your name, email address, IP address or browser details. On our public marketing pages we use Google Analytics and the Meta advertising pixel, which do set cookies and can be used to measure advertising across sites. We ask you first through a clear accept/reject choice, and they stay off until you agree — declining leaves them off and costs you nothing. If you accept them and then join our waitlist, our server also tells Meta that a new sign-up happened, so we can see which of our ads work. That notice carries a hashed (scrambled) copy of your email address, which Meta uses to match the sign-up to a Meta account. It also carries your IP address, your browser’s user-agent (the browser and device details it reports), and the time you joined. We never send your email address itself. If you reject these cookies, or haven’t chosen yet, we send Meta nothing when you join. Changing your mind later stops future notices but can’t recall one already sent. You can change your mind at any time in our Cookie Policy, which lists every cookie we set and everything we keep in your browser. We set no advertising or cross-site tracking cookies in the app itself.

8. International transfers

We aim to store data in the UK/EU. Where a provider processes data outside that region, we rely on appropriate safeguards (such as Standard Contractual Clauses) to protect it.

9. Retention

We keep your account and content for as long as your account is active. When you delete your account (see Section 17), we delete or anonymise your personal data — your workspace, galleries, photos, and connected-account tokens — and cancel your subscription, except where we must keep specific records longer to meet a legal or tax obligation. Connected-account tokens are also deleted when you disconnect that account on its own. Product analytics events (see Section 6), including quick-poll answers, are kept for 12 months and then deleted. The details about you listed in Section 6 stay on your analytics record; we have not set a fixed period for them. Messages in your social inbox follow their own retention rules, set out in Section 10. Details of your clients follow Section 4. Details you keep about other suppliers follow the rules set out in Section 11, and the founding list follows Section 12.

10. Social inbox messages

If you connect an Instagram, Facebook or Bluesky account, WedSchedulePro can bring the comments and direct messages sent to that account into your inbox so you can read and reply to them in one place. If you connect a Threads account, it brings in the replies to your posts.

Our role. For those messages we act as a processor on your behalf. You decide which accounts to connect, which conversations matter, and what to do with them, so you are the controller of the conversations in your own inbox. We store and display them on your instruction, and we do not use them for our own purposes.

Legal basis. The basis for holding a message someone sends to your business is your legitimate interest in reading and replying to enquiries about your work. Someone who messages a business about a wedding expects that business to read, keep and answer it. Our own basis for hosting that content is the legitimate interest in running a reliable, secure service for you.

What is stored. The content of comments and direct messages sent to a connected account, the sender’s platform identifier or handle and their display name as the platform supplies them, and the timestamps and identifiers we need to keep the conversation in order and avoid duplicates.

What we never do with it. We never use your messages to train AI models, never profile you, and never send your messages to AI automatically. Direct messages never go to AI at all. On a public comment (or a review, where a platform sends them) you can ask our AI to draft a reply, sum up the conversation, or fill in the details for a new lead; it will run only when you click it. We then send the text of that conversation, with your brand voice settings, to our AI provider, but not the name or handle of the person who wrote it. The AI drafts; you check it, edit it and send it yourself. We do not analyse your messages across different customers’ accounts.

How long we keep it. By default a conversation is deleted 24 months after its last activity. Each workspace can shorten that to 3, 6 or 12 months in its settings. Separately, a conversation that has been marked closed is deleted 90 days after it was closed, whichever of the two comes first. If a conversation is closed and then receives a new message, it is active again and the 90-day clock stops.

When it is deleted sooner. Disconnecting an account stops new messages arriving. If you then choose Remove for that account under Settings, then Connections, the conversations and message content belonging to it are deleted. If you delete your account, everything goes with it (see Section 17).

Erasure requests. If you are someone who has messaged a business that uses WedSchedulePro and you want your messages deleted, the quickest route is to ask that business directly — it is their inbox and their decision. You can also contact us at the address in Section 18: we will identify the business concerned, pass the request to them, and act on their instruction. A business using WedSchedulePro can erase every message from a named correspondent across its whole inbox at any time.

11. Suppliers you work with

WedSchedulePro lets you keep a list of the other businesses you work with, like the venue, the florist or the band, and credit them in your posts. If you run one of those businesses, this section explains what we hold about you and why.

Where it comes from. A supplier’s details are added by the WedSchedulePro user who works with them. The user types them into the app, adds them through our Lightroom plugin, or imports them from a spreadsheet they upload. We don’t collect anything from the supplier directly, and we don’t look suppliers up anywhere else.

Our role. The user decides who goes on their list and what to record, so they are the controller of their supplier list. We act as a processor: we store and use it on their instruction, and we don’t use it for our own purposes.

Legal basis. The basis for keeping a supplier’s details is the user’s legitimate interest in running their business: keeping a record of the businesses they work with and crediting them for their work. Our own basis for hosting it is the legitimate interest in running a reliable, secure service for them.

What is stored. A business or trading name, and the kind of supplier they are (for example, venue or florist). If the user adds them, we also store the supplier’s social media handles (one per platform), an email address, a phone number, a website, the area they cover, hashtags the user links to them, and the user’s own notes. When the user credits a supplier on a gallery, a photo or an event note, a copy of the supplier’s name, type and handle is saved there too.

How it is used. To credit the supplier by name or handle in posts the user publishes to the social accounts they connect, and to suggest the supplier as the user types. The name, type and handle of a supplier being credited can be sent to our AI providers so a drafted caption can credit them (see Section 5). If the user submits their work to a blog through WedSchedulePro, the credits go with it so the blog can credit the supplier too.

What we never do with it. We never send anything to a supplier’s email address or phone number. They are there for the user to look up. We never pass a supplier’s email address, phone number or website to an AI provider. We never sell supplier details or use them to market WedSchedulePro.

How long we keep it. A supplier stays on a user’s list until the user deletes them or closes their account. Choosing Remove supplier only hides a supplier from the list. Their details stay on file until the user chooses Delete permanently. Credits already added to a gallery or photo stay until the user removes them or closes their account.

If you’re a supplier and want your details removed. The quickest route is to ask the business that added you. It’s their list, and they can permanently delete your record, including your contact details, at any time. That also removes your name and handle from their event notes. It doesn’t change credits already on their galleries and photos, or anything they’ve already posted. Those are a record of published work, and the business can remove a credit themselves. You can also contact us at the address in Section 18. We will identify the business concerned, pass your request to them, and act on their instruction. Posts already published to Instagram, Facebook, Threads or any other platform live on that platform and are removed there.

12. Our founding list

Before WedSchedulePro opens to everyone, you can join our founding list from our website. This section covers what we collect when you do. We are the controller of that information. There is a second, simpler sign-up for people whose country we have not opened yet; it is described at the end of this section.

What we collect. Your email address and the kind of work you do. If you choose to answer them, your answers to two optional questions: what you work on, and what you find hardest about posting your work. We also record where you joined from (for example, which link or advert brought you to the form), whether you ticked the box asking us to keep you posted, and, if a friend’s share link brought you, that link’s referral code.

Why, and our basis. To add you to the list, email you a confirmation, and let you know when WedSchedulePro is ready. That is our legitimate interest in running the list you asked to join. The progress-update and group-invite emails go only to people who ticked the box, and that tick is your consent. We read the optional answers to decide what to build (see Section 4).

Who handles it. The list is stored with our database provider. We send the confirmation email through our email-delivery provider. We also pass your email address to Waitlister, the waitlist service we use for sharing and referrals, and, if a friend’s link brought you, that friend’s referral code. Waitlister hosts the thank-you page you see after joining. If you accept our advertising cookies, we also tell Meta that you joined (see Section 7).

Email tracking. Our email-delivery provider tells us what happens to each email we send you, and we record it against your entry: whether it was delivered, opened, clicked, or bounced or was marked as spam. We use this to see whether the list is reaching people and to stop emailing an address that bounces or reports us as spam.

How long we keep it. Until you ask us to remove you, or until we close the list and delete it. We have not set a fixed number of months. When you ask to be removed, we delete our entry and ask Waitlister to delete theirs. Our email-delivery provider also keeps delivery logs for its own retention period, which we do not control.

How to leave. Email privacy@wedschedule.pro from the address you joined with and say you want to leave the list; we will confirm and remove you within 30 days. We do this by hand; there is no automatic removal. To stop the progress emails only, use the unsubscribe link in any of them. Leaving the list does not affect an account you have created.

If your country is not open yet. If you try to sign up from a country we have not opened yet, you can leave your email address on a separate list so we can tell you when we open there. We store only your email address and note that you came from that screen. We send you one email confirming you are on the list. We do not ask for marketing consent on this screen, so we do not send you progress updates; we use the address only to tell you when we open in your country. This address is not passed to Waitlister, and no notice is sent to Meta for it. Email tracking (above) applies here too. To be removed, email privacy@wedschedule.pro as described above.

13. How we protect your data

We use appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, encryption of connected-account tokens, access controls, and least-privilege data access. No online service can be completely secure, but we work to protect your information and to respond promptly if a problem occurs.

14. Children

WedSchedulePro is a business tool intended for professional use and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us data, contact us and we will delete it.

15. Your rights

Under UK GDPR you have the right to be informed; to access your data; to rectify inaccurate data; to erase it; to restrict or object to processing; and to data portability. Where we rely on your consent, you can withdraw it at any time without affecting processing already carried out. We do not make decisions about you by solely automated means that produce legal or similarly significant effects. You can exercise any of these rights using the contact details below, and you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Objecting to usage recording. You can stop us recording how you use the app at any time: switch on Don't record my usage under Settings, then Profile. The choice is kept on your account, so it applies on every device you sign in on, and it covers what our servers send as well as what your browser sends. It stops new recording. It does not remove what was recorded before; to ask for that to be erased, email privacy@wedschedule.pro. It does not cover error reports, which we keep to find and fix faults, or the cookieless visit totals on our public website.

16. Changes to this policy

We may update this policy as the service or the law changes. If a change is material, we will give reasonable notice (for example by email or in the app) before it takes effect, and we will update the date at the top of this page.

17. Deleting your data

You can delete your account and the personal data we hold about you at any time, yourself, from Settings → Sign-in & security → Delete account. You confirm by typing your account email, and the deletion happens straight away. If you would rather we do it for you, email privacy@wedschedule.pro from the address you signed up with and say that you want your account deleted — we will confirm we have received it, action it within 30 days, and email you when it is done.

Deletion removes your workspace, the galleries and photos you uploaded, and the access tokens for any social accounts you connected, and cancels your subscription. If your workspace has other members, they lose access too. Disconnecting a social account on its own deletes that account’s tokens immediately, without deleting the rest of your data. We may keep a limited record where a legal or tax obligation requires it — for example proof of a payment — and we keep nothing beyond what that obligation needs.

Deleting your WedSchedulePro data does not remove posts already published to Instagram, Facebook, Threads, or any other platform. Those live on that platform and are deleted there.

If you asked Facebook or Instagram to delete your data, we look up any connection we hold that matches your request and remove it, and give you a confirmation code so you can check the status of that request at any time.

18. Contact

To exercise any right, withdraw a consent, or ask a privacy question, email us at privacy@wedschedule.pro. The data controller is WEDSCHEDULEPRO LTD, a company registered in England and Wales under company number 17339615. Our contact address is SIU Offices, 4-6 Greatorex Street, London, E1 5NF, United Kingdom. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.