Privacy Policy

1. Who We Are

PlannedBy is a web-based wedding planning and day-coordination platform operated by BAV STUDIOS PTY LTD, based in Melbourne, Australia. When we say "we", "us", or "our", we mean BAV STUDIOS PTY LTD. When we say "you" or "your", we mean the person using PlannedBy, whether you're a couple, a wedding planner, a member of a planner's team, or a vendor.

If you have any questions about this policy, reach us at hello@plannedby.com.

2. Two Kinds of People in PlannedBy

This matters, so we've put it up front.

Account holders. Couples and planners who sign up, log in, and pay. Most of this policy is about you.

People whose details someone else enters. Wedding guests, vendors, suppliers, venues, and members of the wedding party usually never create an account. Their information ends up in PlannedBy because an account holder typed it in or imported it.

If you're an account holder adding someone else's details, two things apply:

• You're confirming you're entitled to share those details with us for the purpose of planning the wedding.
• Where it's reasonable to do so, you should let that person know their details are stored in PlannedBy and point them at this policy. For guests, a line on your RSVP form or invitation is usually enough.

If your details are in PlannedBy and you didn't put them there, you can still contact us at hello@plannedby.com to ask what we hold, correct it, or ask for it to be removed. We'll usually need to work with the account holder to do that, because it's their wedding record.

3. What Information We Collect

3.1 Account Information

Your name, email address, and the password or magic-link sign-in you use to access your account. For planners, your studio name, subdomain, and the email addresses of any team members you invite.

3.2 Wedding Content

Everything you build inside PlannedBy, including:

• Run sheet: your timeline, day tabs, columns, notes, and every version of it. We keep a revision history so you can see what changed and restore an earlier version.
• Venue and event details: addresses, timings, and contacts.
• Vendors and suppliers: business name, contact person, email, phone, website, notes, and the tasks or columns assigned to them.
• Wedding party: names, roles, contact details, and notes.
• Guest list: names, preferred names, contact details, party or household groupings, RSVP status, plus-ones, and any notes you add.
• Seating plans: tables, seat assignments, and scenarios.
• Attachments: any files or images you upload to a wedding or a directory profile.

3.3 Access Codes

PlannedBy uses access codes so vendors and couples can open a wedding without creating an account. We store the codes, which wedding they belong to, and a record of when they were used.

3.4 Payment Information

Payments are processed by Stripe. We never see or store your full card number. Stripe gives us a customer and subscription reference, your billing email, the card brand and last four digits, and the transaction result.

3.5 Information We Collect Automatically

• Access log: for every sign-up, sign-in, access-code entry, and invite acceptance we record the time, the account or wedding involved, the email used, the IP address, a coarse location derived from that IP (country, region, city), the browser and device type, and the referring page. This is how we detect suspicious access and abuse of shared codes.
• First-touch attribution: a cookie called pb_attrib records how you first arrived at PlannedBy (the referring site and any UTM campaign tags in the link). It is set once and not updated afterwards.
• Usage log: across our website, blog, and the planning app we keep our own first-party record of each page view: the page viewed, the time, the referring page and any campaign (UTM) tags in the link, an anonymised identifier for your browser, your browser and device type, and a coarse location (country, region, city). For pages you read we also record how far down the page you reached and how long it was actively open - that timer stops whenever you switch tabs or windows. We do not store your IP address with this record - it is replaced with a one-way code before saving. We use this log to understand how people find PlannedBy, which pages help, and where people get stuck. We keep this record whether or not you accept the cookie banner. It is our own first-party measurement, not advertising: it stays on our own systems, is never shared or sold, is not used to build advertising profiles, and is deleted within 24 months.
• Third-party analytics: pages visited, features used, and session information are also sent to the analytics tools listed in section 3.6, which load only with your consent.

3.6 Cookies, Local Storage, and Advertising Pixels

• Authentication cookies keep you signed in. These are essential and can't be turned off while you're using the platform.
• Local storage caches your wedding data in your browser so pages load instantly and the run sheet keeps working when your connection drops.
• First-party measurement cookies. Two small cookies of our own: pb_vid, a random identifier that lets us tell returning readers from new ones, and pb_internal, set only on our own team's browsers so our own visits are excluded from our statistics. Like pb_attrib, these contain no personal details, are never shared with anyone, and are not used for advertising.
• Analytics and advertising tags. PlannedBy uses Google Analytics 4, Google Ads, the Meta (Facebook and Instagram) pixel, and the Pinterest tag. These help us understand how people find PlannedBy and measure our advertising.

None of the third-party analytics or advertising tags above load until you accept them. The first time you visit, a banner asks. If you decline, none of them load and we remember that choice. Our own first-party usage log in section 3.5 is separate and continues either way. You can change your mind by clearing your browser storage for our site.

3.7 Messages You Send Us

Anything you send through our contact form or by email, including your name, email address, and the content of your message.

4. Health and Other Sensitive Information

Guest lists can include dietary requirements, allergies, and accessibility needs. Under the Australian Privacy Act, allergy and accessibility information is health information, which is a category of sensitive information with extra protections.

• We only ever hold this because an account holder entered it.
• We use it for one thing: showing it back to the people running the wedding, and including it in the exports and print-outs you generate.
• We never use it for advertising, profiling, or any purpose beyond running your wedding.
• Please only record what the caterer or venue actually needs. "Coeliac" is useful. A person's full medical history is not.

If you're collecting dietary or accessibility details from guests, tell them what it's for. A short line on your RSVP form does the job.

5. How We Use Your Information

1. Run the service: create and manage accounts, store your wedding, generate run sheets, seating plans, exports, and PDFs.
2. Enable collaboration: show planners, couples, team members, and vendors the parts of a wedding their role gives them access to.
3. Process payments: charge for plans, manage subscriptions and upgrades, and handle billing questions through Stripe.
4. Support you: answer your questions and investigate problems you report.
5. Improve the platform: understand which features get used so we can fix and build the right things.
6. Keep the platform secure: detect fraud, abuse of access codes, and unauthorised access using the access log.
7. Market PlannedBy: measure our advertising and reach people who might want the product, using the tags in section 3.6 and only where you've consented.

We do not sell your personal information. We do not sell or share your guest list with anyone.

6. Who Can See Your Information

6.1 Other People on the Platform

PlannedBy is a shared workspace, so access follows roles:

• Planners and their team see the weddings in their account.
• Couples signed in with a couple code see their own wedding.
• Vendors signed in with a vendor code see only the parts of the run sheet and wedding details shared with them, not your account or billing information.
• When a wedding is archived, its vendor and couple codes stop working immediately. Existing code sessions are cut off too.

6.2 Service Providers

Each provider has its own privacy policy and handles data under its own terms. The Google, Meta, and Pinterest tags only run after you accept them.

6.3 Legal Requirements

We may disclose information if required by law, court order, or government request, or where we reasonably believe disclosure is necessary to protect the rights, safety, or property of PlannedBy, our users, or the public.

7. Vendor, Supplier, and Venue Information

Planners and couples build up records of the businesses they work with: photographers, florists, caterers, celebrants, venues, hire companies, and so on. On planner accounts these live in the Directory, a reusable list of businesses that can be attached to any wedding, so the same photographer doesn't have to be re-entered for every client.

The information involved is mostly business contact information: trading name, a contact person's name, a business email address, a phone number, and a website. Australian privacy law still treats that as personal information about the individual named, so we treat it that way too.

7.1 How we use it today

• Storing and displaying it inside the account that entered it.
• Sending vendor portal invitations and access codes when you choose to invite that vendor to a wedding.
• Letting a planner reuse a saved profile across their own weddings, along with any private notes, files, or messages they attach to it.

Directory entries and the notes attached to them are private to the account that created them. One planner cannot see another planner's directory.

7.2 What we may do in future

We are exploring whether to build a wedding vendor directory or similar service that helps couples and planners find suppliers, and we may draw on information already held in PlannedBy to build it. We haven't decided whether or how to do this, and we may not go ahead at all. We're telling you now rather than quietly changing the rules later.

If we do go ahead, these are the limits we commit to:

• Business information only. We may use the name, category, location, and business contact details of vendors, suppliers, and venues. We will not use guest lists, run sheet content, seating plans, private notes, ratings, prices you were quoted, or anything an account holder recorded about a person in a personal rather than business capacity.
• Nobody gets listed by surprise. Before any business or individual appears in a public or shared directory, we will contact them, tell them where the information came from, and give them a genuine opportunity to claim the listing, correct it, or have it removed. A business can opt out at any time and stay out.
• De-identified and aggregated information is different. Statistics that can't identify anyone, for example how many florists operate in a given region or how long a typical reception runs, are not personal information, and we may produce and publish them without the steps above.
• No selling contact lists. We will not sell, rent, or licence vendor contact details as a list or a data product.
• No unsolicited marketing. We will not use contact details obtained through your account to send commercial messages unless we have consent or another basis permitted under the Spam Act 2003 (Cth), and every message will carry an unsubscribe.
• We'll tell you first. If we launch anything in this space we will update this policy and notify account holders before it goes live, so you can object or delete data beforehand.

If you're a vendor or supplier and you'd rather your details were never used this way, email hello@plannedby.com and we'll flag them as excluded.

8. Marketing and Advertising

• We send account emails (sign-in links, receipts, invites, service notices) because they're necessary to run your account. These aren't marketing and can't be opted out of while you have an account.
• Marketing emails are opt-in. During signup (or later in your account settings) you can tick a box to receive planning tips, member discounts, early access to new features, and invitations to partner and referral programmes. We only send these if you opted in, every one has an unsubscribe link, and unsubscribing never affects your account.
• Onboarding emails. When you create an account we send a short series of emails introducing the product's features. These are part of the service, not the opt-in marketing above - but every one still carries a one-click unsubscribe, and unsubscribing stops them immediately without affecting your account.
• We may send occasional product emails. Every one has an unsubscribe link.
• Advertising measurement happens through the tags in section 3.6 and only with your consent. Declining the cookie banner does not limit your use of PlannedBy in any way.

9. Data Retention and Deletion

• Active accounts: we keep your data while your account is open.
• Archived weddings: archiving is permanent and can't be undone. The wedding stays viewable to its owner or planner in read-only form for as long as the account exists. Vendor and couple codes stop working the moment it's archived.
• Deleting a wedding: an archived wedding can be deleted by the account's billing holder. It disappears from your account immediately, sits marked for deletion for 90 days so we can restore it if you ask, and is then permanently erased.
• Deleting your account: request it in the app or by emailing hello@plannedby.com. Your account is deactivated straight away, held for 90 days in case it was a mistake, and then your entire data tree, including weddings, guests, vendors, seating, and subscription records, is permanently erased. This is automated, not indefinite retention.
• Access log: security and access records are kept for up to 24 months, then deleted.
• Payment records: Stripe transaction records are kept for seven years where Australian tax law requires it.
• Backups: deleted data can persist in encrypted backups for up to 90 days before those backups roll over.

10. Data Security

• Encryption in transit (HTTPS/TLS) and at rest.
• Row-level security in our database so accounts can only reach data they're authorised to see.
• Sensitive tables such as the access log and revision history are reachable only through server-side, permission-checked routes.
• Rate limiting on sign-in, access-code entry, and invite emails to slow brute-force attempts.
• Access codes are scoped to a single wedding and stop working when it's archived.

No system is perfectly secure. If a breach affects your personal information we'll notify you and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

11. Your Rights

11.1 Under the Australian Privacy Act 1988

• Access the personal information we hold about you.
• Request correction of anything inaccurate or incomplete.
• Complain to us first, and to the Office of the Australian Information Commissioner (OAIC) if you're not satisfied with our response.

11.2 Under the GDPR (EU and UK)

If you're in the European Union or the United Kingdom you also have the right to access, rectification, erasure, restriction of processing, data portability, objection to processing based on legitimate interests, and withdrawal of consent.

Our lawful bases are:

• Contract: processing needed to give you the service you signed up for.
• Legitimate interests: securing the platform, preventing fraud, improving the product, and where permitted, direct marketing of our own service.
• Consent: analytics and advertising cookies, and any sensitive information you choose to record.

To exercise any of these, email hello@plannedby.com. We'll respond within 30 days.

12. International Data Transfers

Our providers operate globally, so your data may be processed outside Australia, including in the United States. Where that happens we rely on the provider's own compliance frameworks, such as Standard Contractual Clauses, to keep it protected to an equivalent standard.

13. Children's Privacy

PlannedBy isn't intended for anyone under 16 and we don't knowingly collect their information. Guest lists sometimes include children's names, entered by an adult planning the wedding. We treat those entries as ordinary wedding content and never use them for advertising or profiling. If you believe a child's information is held inappropriately, contact us and we'll remove it.

14. Changes to This Policy

We may update this policy from time to time. When we do, we'll change the "Last updated" date above. If a change materially affects how we use your information, including anything under section 7, we'll notify account holders by email or a notice in the app before it takes effect.

15. Contact Us

PlannedBy, operated by BAV STUDIOS PTY LTD (ABN 75 677 602 390) Email: hello@plannedby.com Location: Melbourne, Australia

For complaints under the Australian Privacy Act you may also contact the Office of the Australian Information Commissioner at www.oaic.gov.au.