WedlySite Privacy Policy
Last updated: October 2026
WedlySite is a South African wedding website and digital invitation studio, run by Juan Theron and Emma Théron and operated by Wedlysite (Pty) Ltd, a private company registered in South Africa, registration number 2026/242854/07, at 365 Kings Highway, Lynnwood, Pretoria, 0081. Wedlysite (Pty) Ltd is responsible for your personal information. Our Information Officer under POPIA is Juan Theron and our Deputy Information Officer is Emma Théron. Both are registered with the Information Regulator under registration number 2026-068683, and both can be reached at hello@wedlysite.com. In this Privacy Policy, "WedlySite", "we", "us", or "our" refers to Wedlysite (Pty) Ltd.
This Privacy Policy explains what personal information we collect, why we collect it, how we use it, how we protect it, and what rights you have. It should be read together with our Terms and Conditions.
By submitting an enquiry, completing a form, paying a deposit, approving a quotation, using our website, engaging our services, or submitting personal information to WedlySite, you confirm that you have read and understood this Privacy Policy.
1. Who This Policy Applies To
This Privacy Policy applies to clients who enquire about or book WedlySite services, both partners of the couple, guests who submit RSVP or guest forms through a WedlySite website, anyone who contacts us through our website, email, WhatsApp, social media, or Meta lead forms, and anyone whose personal information is provided to us as part of a project.
2. What Personal Information We Collect
We collect personal information only when it is provided to us directly, submitted through a form, or required to provide our services.
From clients, this may include: names, email addresses, phone numbers, WhatsApp details, wedding date, venue, guest count, package preferences, style and design preferences, enquiry messages, questionnaire answers, wedding day schedules, and images, videos, and other media supplied for the project.
From guests, through RSVP and guest forms, we collect only what the wedding needs: guest names, attendance responses, dietary requirements, and any other field the couple specifically requests. We do not collect guest email addresses or phone numbers unless the couple explicitly asks for a form field that does.
When you submit a lead form through a Meta advertisement, Meta may pre-populate certain fields from your profile. This is handled by Meta under Meta's own privacy policy.
3. Information Provided About Wedding Guests
Clients may ask WedlySite to create forms that collect guest information. The client is responsible for ensuring they are allowed to collect and use this information from their guests.
WedlySite processes guest information only to provide the wedding website, RSVP, invitation, or related service the couple requested. Guest responses are stored in a spreadsheet shared only with the couple, are used solely for their wedding, and are deleted or handed over to the couple within 3 months after the wedding date. Unless a separate guest management service has been agreed, the couple remains responsible for reviewing and using the guest information collected through their website.
4. How We Use Personal Information
We use personal information to respond to enquiries, provide quotations, communicate with clients, create wedding websites and digital invitations, build RSVP and guest forms, create the content sections of each project, manage feedback and approvals, connect custom domains, provide support, keep internal project records, follow up after an enquiry if you agreed to it on our form, improve our services, and comply with legal, accounting, or administrative obligations.
We do not sell, rent, or trade personal information to third parties for marketing purposes.
5. Communication
WedlySite may communicate with clients through WhatsApp, email, phone, Instagram, Facebook, website forms, Meta lead forms, or other agreed channels. Important project information, feedback, and approvals should be sent in writing so there is a clear record.
We send follow-ups, tips and offers by WhatsApp or email only if you tick the box for it on our form, or once you have booked with us. Every message tells you how to stop, and you can say stop at any time.
6. Legal Basis for Processing
We process personal information where it is necessary to respond to an enquiry, provide a quotation, perform the services requested, communicate during the project, collect RSVP or guest information on the couple's behalf, comply with legal, accounting, or administrative requirements, protect our legitimate business interests, or carry out the purposes described in our Terms and Conditions.
7. Client Responsibility for Information Supplied
The client is responsible for ensuring that all information supplied to WedlySite is accurate, complete, lawful, and approved for use, including names, dates, venue details, guest details, images, videos, photographer images, personal stories, family information, and banking or registry information. The client must have permission to use any content they supply. WedlySite is not responsible for copyright, privacy, or permission issues in client-supplied content.
8. Website Content and Public Display
Wedding websites are created to be shared, and anything on a website is visible to anyone who holds the link. If the couple chooses to display banking or registry details, personal addresses, or other sensitive information on their website, they do so willingly and at their own risk. It is the client's responsibility to tell WedlySite in writing if any information should not be displayed or should be removed. Once content is approved, WedlySite is not responsible for information displayed because the client supplied and approved it.
9. Promotional Use
As set out in our Terms and Conditions, WedlySite may use completed websites, invitations, previews, and screenshots for portfolio, social media, and marketing purposes after the wedding has taken place. Couples may also opt in at acceptance to allow sharing before the wedding. Sensitive details are never included in promotional material, and anything the couple does not want shown can be excluded by telling us in writing.
10. Who We Share Personal Information With
We do not sell, rent, or share personal information with third parties for their own marketing. Personal information may be processed through the platforms we use to run the business and deliver our services, including Meta (Facebook, Instagram, WhatsApp), Google Workspace (Gmail, Drive, Sheets and Calendar), Notion for client records, Fathom for call recordings, Jotform for questionnaires, Canva for designs, GitHub and Vercel for website code and hosting, Resend for the emails our forms send, domain providers, analytics tools, our accountant, payment or accounting platforms where applicable, and the AI tools we use to do the work: OpenAI (ChatGPT and Codex) and Anthropic (Claude). We have switched off the settings that let these AI providers use our data to train their models. These providers are required to protect personal information under their own privacy and security terms, or under data processing terms with us. Our PAIA manual lists every provider and what it receives.
11. International Storage
Some of the platforms we use store information on servers outside South Africa, mainly in the United States. They include Google, Microsoft, Vercel, Resend, Meta, Notion, Fathom, Jotform, Canva, GitHub, OpenAI and Anthropic. We send personal information outside South Africa only as section 72 of POPIA allows: to providers bound by data processing terms or laws that protect it to a standard similar to POPIA, or where the transfer is needed to carry out our agreement with the client. Our PAIA manual lists each provider and the country where it stores information.
12. Domain Access and Login Details
If a client purchases their own domain, WedlySite may need access to the domain account or DNS settings to connect the website. We recommend domains.co.za for self-managed domains. Any access details provided are used only to connect or manage the website domain, and the client remains responsible for the ownership, renewal, and security of their own domain.
13. Cookies and Analytics
Our host, Vercel, reads the country of your IP address to show you the right WedlySite website: visitors in South Africa see wedlysite.co.za, and visitors elsewhere see wedlysite.com. If you open a link from us that ends in "?stay=1", a small cookie (ws-stay) keeps you on that website for 30 days instead.
Our website uses Vercel Analytics to collect anonymous, aggregated information about page visits, such as page views and general region. This cannot be used to personally identify visitors.
If you accept analytics in our cookie banner, we use Google Analytics 4 to see how people find and move through our website, such as which pages they visit, how long they stay, which channel brought them, and their general location at city level. Google Analytics places cookies on your device and processes this information on Google's servers, which are outside South Africa. We use it only to understand how the website performs. We have not enabled Google's advertising or cross-device identity features, and we do not use it to identify you personally.
If you accept session recording in our cookie banner, we also use Microsoft Clarity to understand how people use our website. Clarity records general browsing behaviour such as pages viewed, clicks, scrolling and mouse movement, and turns this into heatmaps and session replays. We use it only to see which parts of the site work and where visitors get stuck. Clarity places cookies on your device and processes this information on Microsoft's servers in the United States. Clarity is configured to mask text entered into forms, so the details you type are not captured in replays. We do not use this information to identify you personally.
Neither loads before you choose. Our cookie banner shows to every visitor, and "Reject all" keeps both off. We keep your choice in your browser for 12 months, and you can change it at any time through "Cookie settings" in the footer of every page. Our Cookie Policy lists every cookie we use, who sets it, and for how long.
Most of the example websites on our Our Work page have a venue map from Google Maps. It loads only if you accepted Google Maps in our cookie banner, or when you tap "Show map". From that point, Google receives your IP address and browser details, and may set cookies.
We do not use advertising cookies or cross-site advertising tracking on our website. You can block or delete cookies in your browser settings at any time and the website will still work. Google and Microsoft explain how they handle this information in the Google Privacy Policy at policies.google.com/privacy and the Microsoft Privacy Statement at privacy.microsoft.com.
14. How Long We Keep Personal Information
We keep personal information only as long as reasonably necessary: the duration of the enquiry process, the duration of the project, a reasonable period after completion for record keeping and legal, tax, and accounting purposes, and up to 12 months from the last interaction if no project was concluded. Guest RSVP information is deleted or handed over to the couple within 3 months after the wedding date. Clients may request deletion of their personal information at any time, subject to records we are legally required to keep.
15. How We Protect Personal Information
WedlySite takes reasonable steps to protect personal information from unauthorised access, loss, misuse, or disclosure. Access is limited to the WedlySite team members who need it to provide the service. Two-step verification is on for every business account, and our computers and phones are locked with a passcode and encrypted. No digital system can be guaranteed completely secure, but we keep client information organised, access-controlled, and only where the project requires it.
16. Your Rights Under POPIA
Under the Protection of Personal Information Act, you have the right to ask what personal information we hold about you, request correction of inaccurate information, request deletion where legally possible, object to certain processing, and withdraw consent where processing is based on consent. To exercise any of these rights, contact us at hello@wedlysite.com and we will respond within a reasonable time.
If you are unhappy with how we handle your personal information, POPIA gives you the right to lodge a complaint with the Information Regulator (inforegulator.org.za).
To ask for any other record we hold, under the Promotion of Access to Information Act, see our PAIA manual.
17. Updates to This Policy
WedlySite may update this Privacy Policy from time to time. The date at the top reflects the most recent revision, and the updated version applies from the date it is published on our website.
18. Contact
Wedlysite (Pty) Ltd, 365 Kings Highway, Lynnwood, Pretoria, 0081
Information Officer: Juan Theron
Deputy Information Officer: Emma Théron
Email: hello@wedlysite.com
WhatsApp: +27 68 616 5498
Website: wedlysite.co.za