Privacy Policy

Your wedding and your guests deserve careful handling of their personal information. Wedence (“we”, “us”) provides wedding websites, digital invitations, planning, and guest-management tools, and is operated by Wedence Technologies LLP. This policy explains our data practices for our website, dashboard, invitations, and optional ChatGPT app or plugin connection.

Last updated: 28 October 2026.

We do not sell your personal information or your guests’ information. We limit access to wedding records through account, wedding, role, and permission checks. Connecting ChatGPT is optional. Publishing content, sharing passes, and sending messages disclose information as described below.

1. Information we collect and why

We receive information you provide, information an authorised organiser or collaborator enters about you, guest responses, and technical information generated when our services are used. The categories depend on the features you use.

• Account and support: name, email, phone number, login identifiers, verification status, and support correspondence. We use these to create and authenticate accounts, recover access, respond to enquiries, and send account and service messages. Google sign-in, if chosen, supplies identity information such as your name, email, and Google account identifier.
• Wedding and invitation content: couple and family names, dates, functions, venues, addresses and map links, travel guidance, stories, wedding-party and coordinator details, photos and media links, social and livestream links, and invitation messages. We use these to create and display your invitation and schedule. Gift details may include registry links and a UPI ID you choose to display.
• Guests and RSVPs: names, phone numbers, email addresses, bride or groom side, groups, invitation selections, response status, attendance counts, meal preferences, messages, and guestbook wishes, and the name of a relative who adds guests through a family contribution link. We use these to manage invitations, replies, headcounts, catering, moderation, and guest-list contributions.
• Planning and budgets: wedding tradition and planning preferences, tasks and status, guest estimates, budget categories, vendor names, planned and actual amounts, and booking or payment status entered for planning. We use these to organise tasks and report spending. Recording a budget amount does not itself make a payment.
• Accommodation and wedding-day records: hotel names, addresses and contacts, room inventory and numbers, guest stay requirements, arrival and departure dates, assignments, accessibility requirements, passes, arrivals, room readiness, keys, welcome kits, and gift records. We use these for stays, guest access, and wedding-day coordination.
• Access and connections: collaborator names and contacts, roles and permissions, guest-device sessions and last-seen times, verification and access records, connection identifiers, approved scopes, token hashes, and creation, use, expiry, and revocation timestamps. We use these to authenticate requests, enforce access, and investigate access problems.
• Messages and delivery: recipient contacts, selected guests, message content or template values, invitation and media links, send times, status, provider references, and errors. We use these to deliver approved messages, report outcomes, manage sending allowances, and troubleshoot.
• Technical and usage information: IP address, browser and device information, request and error information, cookies, page visits, referral and advertising identifiers, and interactions on eligible pages. We use these to operate and protect the service, diagnose failures, understand usage, and measure advertising as described in section 4.

Information that needs particular care

Wedding tradition can reveal religious beliefs. Accessibility requirements and free-text notes can reveal sensitive circumstances. Provide only what is needed for planning and guest accommodation, and obtain any permission required to enter another person’s information. Avoid diagnoses, medical records, government identification numbers, full payment-card details, and unrelated sensitive information. Do not put passwords, API keys, or login verification codes in ChatGPT tool inputs. Relevant information can be available to permitted organisers and, if connected, ChatGPT through the applicable tools.

2. Connecting Wedence to ChatGPT

The connection is off until you connect and authorise it. It is linked to the wedding you connect. Available actions depend on your wedding’s features, your dashboard role and permissions, and the access you approve. A read-only approval does not allow changes or message sending.

Each time you ask ChatGPT something about your wedding, ChatGPT calls one Wedence tool. Wedence receives only that tool’s name, the details ChatGPT fills in for it (listed below), and the connection’s sign-in token. Our tools never ask for your conversation history, earlier messages, or your location. Anything you type into a request that ChatGPT passes to a tool is received by Wedence.

What goes in, what comes back, and why

• Wedding overview, events and invitation content. Wedence receives: the request, and for an approved edit the field and its new wording or event details (name, date, times, venue, address, dress code, guest note). ChatGPT receives:the couple’s and families’ names, wedding date, venues, the event schedule, invitation wording, story moments, wedding party and coordinator names and roles (never coordinators’ phone numbers), dress code, social and livestream links, gift details including any registry link or UPI ID you chose to show, your invitation links, the wedding’s plan and your role. Why: to answer questions about your wedding and make the invitation changes you approve, which guests then see on the published invitation.
• Guests and RSVPs. Wedence receives:search filters (name, side, group, response, event), and for an approved change a guest’s name, side, group, mobile number or email, or an RSVP answer with headcount and meal preference. ChatGPT receives: guest names, side, group, invitation dates, whether a number is saved (not the number), RSVP answers, meal preferences, headcounts and record identifiers. Why: to find guests, report replies and keep the list accurate. Guest-list answers never include saved phone numbers, email addresses or private notes.
• One guest’s WhatsApp number. Only after you separately approve access to saved numbers. Wedence receives: the guest’s identifier. ChatGPT receives:that one guest’s saved WhatsApp number, never a list and never their email. Why:you asked for that guest’s number.
• Checklist and budget. Wedence receives: task titles and status, budget categories, vendor names and amounts you ask to record. ChatGPT receives: your checklist, progress, budget lines and totals. Why: planning. Recording an amount never makes a payment.
• Guestbook blessings. Wedence receives: which blessing to show, hide or delete. ChatGPT receives:each blessing’s writer name, message, date and whether it is shown. Why: to read and manage what appears on your invitation.
• Accommodation and Wedding Passes. Wedence receives:a guest’s stay needs (people, rooms, dates, a rooms-together flag, an accessibility flag saved only after you confirm the guest’s permission, a short note), hotel details including a contact name and phone, room availability and room assignments. ChatGPT receives: hotels (without contact phone numbers), rooms available, stay needs including the accessibility flag, assignments, whether a guest has a pass, and which details passes show. Private pass links are never returned. Why: to plan guest stays and passes.
• Wedding-day desks. Wedence receives: a guest, the action (such as arrival or welcome kit) and an optional note. ChatGPT receives: the desks in use, matching guests and recent actions with times. Why: wedding-day coordination.
• Who can access the wedding. ChatGPT receives:collaborator names, roles and permissions (never their contact details or passwords), and, for a private invitation, which guests’ devices are signed in, when each was last used and when it expires (never phone numbers or access codes). Why: so you can review access.
• WhatsApp messages. Wedence receives: one guest, the message type, and your own wording for an announcement. ChatGPT receives:the exact message, the recipient’s name, your remaining sending allowance and a short-lived preview reference; after an approved send, whether it was sent or queued. Why:to show you the message before anything is sent. Sending passes the guest’s number and the message to MSG91 and WhatsApp (section 3) and reaches the guest.
• Deleting a record. Wedence receives: the identifier of one guest, task, budget line, event invite link or blessing. ChatGPT receives: confirmation. Deleting a guest also deletes their RSVP answers.

Guest, collaborator, coordinator or hotel contact details you give ChatGPT in an editing request have already been shared with ChatGPT and are received by Wedence, even though our responses do not repeat them.

What Wedence keeps from ChatGPT use, and for how long

• Your approved changes are saved as ordinary wedding records and kept as described in section 5.
• Your conversation: we do not store it, and we do not keep a log of the requests ChatGPT sends or the answers our tools return. If a request fails, our server records a short error line without its contents.
• The connection record (which wedding is connected, the access you approved, hashed tokens, and when it was created, last used and revoked): kept while your account exists so the connection can be checked and revoked, and deleted with your account under section 5.
• Send approvals: a one-way fingerprint of each approved WhatsApp preview, with who approved it and when, kept with your account so one approval can never send twice. The message itself is recorded in the delivery log described in section 5.
• Change limit: the times of your recent changes, used to allow five changes per person per ten minutes.
• Usage counts: a change may record that a feature was used (for example, that a guest was added) without the values you entered, kept with your account.

Edits, sending, and access changes

Approved editing access and dashboard permissions can allow changes to one guest, RSVP, invitation field, event, task, budget line, invite link, blessing, stay, hotel, room assignment, pass or wedding-day record at a time, each after you approve it. Changes to a published invitation become visible to guests. The wedding’s owner can delete one supported record at a time. Collaborator logins, private-access changes, bulk changes and account deletion are not available through ChatGPT. WhatsApp sending requires a preview and your explicit approval of the message and recipient, and shares data with the providers and recipient described in section 3.

Invitation access codes are issued and shared through Private Access in the Wedence dashboard; ChatGPT tools do not issue or return them. Collaborator login credentials are kept in the Wedence dashboard and are not returned by collaborator tools.

Disconnection and OpenAI

Disconnect Wedence through ChatGPT’s connection settings. Revoking the connection prevents future authorised access through it. It does not undo completed changes or sends, delete your Wedence account, or erase information already returned to ChatGPT. Wedence handles inputs and records it receives under this policy. OpenAI handles information received by ChatGPT under its privacy policyand your applicable settings. Use OpenAI’s controls for copies it holds. Do not connect, or disconnect, if you do not want further wedding information shared through the connection.

3. Who receives information

Recipients depend on the feature involved. A provider may process information for us or under its own terms and privacy policy. We do not claim every recipient has the same role or retention practices.

• Cloudflare: hosting, network delivery, R2 media storage, and image processing, including uploaded photos and media, requests, and technical information needed to operate the service.
• Supabase: database and storage services for account, wedding, guest, planning, access, and delivery records. Historical media copies may remain in Supabase Storage while a storage migration or its rollback period remains in effect.
• Zoho ZeptoMail: recipient email addresses and email content for verification, account, service, and other emails we send.
• MSG91 and WhatsApp/Meta: phone numbers and verification or message information for enabled phone verification and WhatsApp delivery. Wedding messages can include personalised names, event and travel details, text, invitation links, and media links or template values. Delivery identifiers, statuses, and errors may be returned to us.
• OpenAI: the information involved in your optional ChatGPT connection, including the tool inputs and outputs described in section 2.
• Google and Microsoft: Google sign-in information where chosen, and eligible website usage information through Google Analytics and Microsoft Clarity.
• Meta advertising services: website events, advertising identifiers, technical information, and hashed account or enquiry contacts for advertising measurement.
• Organisers and authorised collaborators: wedding and guest information their role permits them to view or manage, including replies, stay information, and wishes.
• Guests and people with shared links: published invitation content, visible guestbook wishes, and details shared on passes or in messages. Public links can be forwarded; use private access and sharing settings where available.
• Family contribution link holders:relatives can submit guests using a link you share. A link can reveal the couple’s names and guests added through that link, including their submitted contacts. Share it only with trusted people and revoke it when no longer needed.

Our team uses relevant account or wedding information to answer support requests. Information may also be disclosed where required by law or necessary to address fraud, abuse, or security incidents. Providers may process data outside your country; locations depend on the provider and configuration.

4. Cookies, analytics, and advertising

Essential cookies support sign-in and authentication. The standard account session lasts up to 90 days unless you sign out or it is otherwise invalidated. Verification and guest-access sessions have their own expiry and access rules. Clearing or blocking cookies can stop authentication or private access working.

Google Analytics measures visits and usage on eligible pages. Microsoft Clarity is used on selected marketing, demo, and sign-in pages to understand interactions, including session replay. These services can receive browser and device information, page URLs, interactions, and online identifiers. Our configuration excludes live invitation routes and the client dashboard from these trackers.

The Meta Pixel and Conversions API measure visits, enquiries, registrations, and related conversion events on eligible pages. Matching information can include IP address, browser information, referral URLs, advertising click and cookie identifiers, and phone or email values hashed before sending. Hashing supports matching and does not make the information anonymous. These advertising integrations are excluded from live invitation routes and the client dashboard.

These integrations run on eligible pages without an on-site acceptance prompt. We do not provide a cookie banner or an on-site analytics and advertising preference switch. The controls available through your browser, the providers, and our privacy-request contact are described below.

Campaign attribution is stored in this browser’s local storage and mirrored to a cookie valid for 90 days, to connect an enquiry or registration to its referral. Local storage persists until cleared. Browser settings apply to that browser; manage them separately on other devices. Clearing browser data does not erase events already sent or attribution already saved against your enquiry. Include those in a deletion request.

Browser privacy settings and tracker blocking can also limit browser collection. Google offers an Analytics opt-out tool; you can also manage Meta ad preferences. Blocking cookies does not necessarily stop server-side conversion events. Contact us to ask about or object to advertising use of your account or enquiry information.

5. Retention, recovery, and deletion

We keep account and wedding records while your account and wedding service remain available, so you can manage invitations, replies, planning, and related features. Passing the wedding date, signing out, or disconnecting ChatGPT does not by itself delete these records.

Account closure and the 30-day recovery window

When you ask us to close your account, we keep its data for a 30-day recovery window after closure. You can contact us within that window to restore your account. At the end of the window, we permanently delete your account and all of the data that goes with it:

• your account and login details;
• your wedding details and invitation: names, dates, events, venues, wording, story, wedding party, coordinators, gift details and settings;
• photos, videos, music and other files you uploaded;
• your guest list, RSVP replies, meal preferences and guestbook blessings;
• WhatsApp message records: the text and images sent, recipients, and delivery statuses;
• checklists, budgets, accommodation and room plans, Wedding Passes and wedding-day records;
• collaborator logins, ChatGPT connection records and product usage records.

The only exceptions are the backup, legal and third-party copies described below. Recovery is not possible after permanent deletion.

You can ask us to delete everything immediately instead. Email hello@wedence.in from your account email (or tell us which account it is) and say you want immediate deletion. Once we have confirmed the request is yours, our team personally deletes your account and all of the data listed above straight away, without the 30-day recovery window, and confirms by email when it is done. Immediate deletion cannot be undone.

Individual records and connection records

Authorised deletion of a selected guest, function, or other record is separate from account closure and is not covered by the recovery window. Some deletions also remove related replies. Hiding, archiving, revoking a pass, or signing out a device can preserve records while changing visibility or access. Ask for broader erasure if that is what you need.

ChatGPT authorisation codes expire after 5 minutes, access tokens after 1 hour, and refresh tokens after 60 days unless replaced or revoked earlier. WhatsApp previews are valid for 10 minutes. These are access validity periods, not deletion deadlines. Connection identifiers, token hashes, permissions, and use or revocation timestamps remain after disconnection, so a revoked connection stays revoked, and are deleted with your account. Ask us if you want them deleted sooner.

Logs, backups, and external copies

We keep a delivery log of each WhatsApp message sent for a wedding: the recipient’s number, the message type, the send time, its delivery status and any delivery error. We use it to show you what was sent, enforce sending allowances, calculate messaging costs and troubleshoot. It is kept while your account exists and deleted with your accountunder the closure process above. Product usage records (which dashboard features were used, without the values entered) are kept and deleted the same way. Website analytics collected by Google Analytics and Microsoft Clarity follow those providers’ retention settings. Include linked records in a deletion request so we can remove them where possible or explain necessary retention.

Information needed for an applicable legal obligation, an active dispute, or a security investigation may be retained for the duration needed for that purpose. Our infrastructure backups are retained for up to 30 days from creation, then expire or are deleted. Information removed from the active service can remain in an existing backup for the remainder of that backup’s 30-day cycle. This is separate from the optional account recovery window and also applies when you waive that window. A backup copy does not make a permanently deleted account available for user recovery. Providers’ independently held records follow their own retention practices; we do not promise immediate removal of every third-party copy.

Published media is delivered with cache lifetimes of up to one year. Removing an original file does not necessarily erase a copy already cached by a browser or delivery service. Include media URLs in a deletion request so we can review stored originals, historical copies, and available cache-purge options.

Deleting data from Wedence does not retract delivered messages, recipient downloads or saved copies, or information already shared with ChatGPT. Those copies follow the recipient’s or provider’s controls and retention practices.

6. Your choices and privacy requests

• Review and correct: edit records you manage in the dashboard or contact us about inaccurate account or guest information.
• Manage access: review collaborators and permissions, revoke guest access or passes where available, and review invitation visibility and pass-sharing settings.
• Manage ChatGPT:connecting is optional. When you connect you choose the wedding and approve read access, making changes, and seeing saved guest numbers as separate permissions; ChatGPT can also never do more than your own dashboard role allows. Every change and message needs your approval in the chat. Disconnect at any time in ChatGPT’s connection settings, and ask us to delete the connection record if you want it removed before your account is.
• Manage communications: review previews before approving sends. Use promotional email unsubscribe links where provided. Necessary account, security, and service messages may continue.
• Access or export:ask for a copy of account or wedding information. We verify authority and protect other people’s information when responding.
• Delete: ask for selected data deletion or account closure, specifying whether you want the 30-day recovery window or immediate permanent deletion without it.
• Raise a concern: ask about or object to a use, disclosure, or tracking practice. Depending on applicable law, you may also have rights to restrict processing, withdraw consent, or complain to a data-protection authority.

Email hello@wedence.in, preferably from your account email, describing the relevant account or wedding and requested action. Guests can contact us directly or ask their organiser for help. Reasonable verification may be needed before sharing, restoring, or deleting records. Do not send passwords or verification codes. We explain request scope, recovery choices, and retention exceptions when handling your request.

7. How we protect information

Safeguards include authenticated access, wedding-scoped queries, role and permission checks, separate ChatGPT editing and saved-contact approval, signed sessions, and revocable ChatGPT connections. Connection tokens are stored as hashes. Privileged database credentials are used on the server and are not provided to ChatGPT tools or the browser. Ordinary guest-list responses omit saved contacts to limit unnecessary disclosure.

These safeguards support careful handling; no internet service can guarantee absolute security. Keep logins private, grant access thoughtfully, and avoid publishing information that should remain private. Contact us promptly if you suspect unauthorised access.

8. Changes and contact

We update this policy when services or data practices change and show the revision date above. Review it before connecting a feature or sharing additional information. For privacy requests or concerns, email hello@wedence.in or message us on WhatsApp.