Privacy Policy

1. Who we are

The House of Chelsea Weddings is the operating brand for our wedding coordination services. In this policy, “The House”, “we”, “us” and “our” refer to the operator of those services.

Legal operator: Morgan Woollett (ABN 54 323 679 809), trading as The House of Chelsea Weddings. Contact: enquiries@thehouseofchelsea.org.

Our services coordinate weddings with participating churches, reception venues and approved independent suppliers. Those providers remain separate organisations with their own responsibilities.

2. Personal information we collect

We seek to collect personal information only where reasonably necessary for enquiries, agreed wedding services and related administration. Depending on your involvement, this may include:

• Names, email addresses and telephone numbers of people making enquiries, couples and relevant contacts.
• Enquiry questions, preferred dates, guest estimates and selected church, reception, catering or wedding arrangements.
• Couple names, wedding dates, schedules, venues, package selections, booking status and coordination or payment-status information needed to administer the wedding.
• Guest names and email addresses, invitation information, RSVP responses, seating arrangements, relevant notes and dining selections or requirements.
• Portal access links and account or access information needed for authorised administration and client or guest access.
• Communications with couples, guests, churches, venues and suppliers, and records of invitations, notifications and administrative actions.
• Wedding photograph-sharing URLs and recorded expiry dates. Where photographs are arranged for guest sharing, the photographs and people shown in them are handled through the external sharing service, not a website photograph gallery.

Please provide only information relevant to the arrangements. Free-text questions, guest notes and dining responses may contain sensitive information, including health-related dietary requirements. Such details should be supplied only where necessary and with the relevant person's knowledge and consent where required. Do not provide unnecessary sensitive information about other people.

3. How we collect information

We collect information through website enquiries and interest forms, booking discussions and documentation, client and guest portals, invitation and RSVP processes, and direct email or other communications.

Couples may supply guest details and other information required to administer their wedding. Churches, venues and approved suppliers may provide information relevant to agreed arrangements. If you supply another person's details, please ensure you are entitled to do so and let them know about this policy and the intended use of their information.

Where reasonably practicable, we collect information directly from the person concerned. We will take reasonable steps to provide appropriate collection information, including the purpose and relevant disclosures. You may make a general enquiry without identifying yourself where practicable, but we need sufficient contact and arrangement details to respond personally, manage a booking or provide individual portal access. If necessary information is not supplied, we may be unable to provide the relevant service.

4. How we use information

We use personal information for the purposes for which it was collected and related purposes permitted by applicable law, including:

• Responding to enquiries and discussing proposed wedding arrangements.
• Planning and coordinating agreed wedding services with couples, churches, venues and approved suppliers.
• Communicating wedding information, invitations, reminders and relevant operational messages.
• Administering guest lists, invitations, RSVPs, seating and dining arrangements.
• Managing client, guest and authorised staff portal access and wedding administration.
• Providing designated wedding information and external photograph-sharing details.
• Addressing requests, complaints and legal or administrative obligations.

We do not sell personal information. We will seek consent where required for another use or disclosure, unless applicable law permits or requires it. An enquiry or RSVP is not, by itself, consent to unrelated marketing.

5. Disclosure to churches, venues and suppliers

We may disclose relevant personal information to the participating church, reception venue or approved suppliers where reasonably necessary to coordinate the wedding. For example, a provider may need contact details, schedules, guest numbers or relevant dining requirements. We aim to limit disclosure to information appropriate to the provider's role.

Couples can access the guest information needed to administer their wedding through their client portal. Guest portals provide designated wedding information for invited guests. Authorised staff receive information appropriate to their operational responsibilities.

Independent churches, venues and suppliers have their own privacy practices, responsibilities and contractual arrangements. We do not control their privacy practices. Please consult the relevant provider's policy when dealing with them directly. We may also disclose information where required or permitted by applicable law.

6. Website, portal and external service providers

The website and its backend use Lovable and Lovable Cloud for hosting and application services, including database and access services. The configured transactional email pathway uses Resend through Lovable's connector gateway to send relevant communications. Proton Drive is the designated external wedding photograph-sharing service.

The website loads typefaces through Google Fonts. This involves requests from your browser to Google's service, which may receive technical connection information such as your IP address. Wedding information may include links to Google Maps or Apple Maps; those services are used when you choose to open the links and apply their own privacy arrangements.

Our website uses browser storage for functions such as retaining wedding selections and maintaining signed-in access where applicable. Hosting, database, access and email services may also handle technical connection, delivery or operational information needed to provide those services.

External providers handle information according to their service arrangements and privacy policies. Their precise processing locations, backup locations and provider-specific retention settings have not yet been confirmed for all services; we do not claim that information is stored exclusively in Australia.

7. Wedding photographs and Proton Drive

The House does not operate a permanent online wedding photograph gallery and does not store or process the photograph files through this website. Where wedding photographs are made available, they are shared through an external service such as Proton Drive.

The photograph-sharing link is displayed in the designated guest information area of the wedding portal. The House records the sharing URL and the expiry date manually configured for the external link. Portal guest access is ordinarily withdrawn at midnight Sydney time at the end of the fourteenth day following the wedding.

Portal access and the external sharing link's actual expiry are separate matters. Removing the link from the portal does not necessarily revoke a link already copied or shared. The external service has its own sharing expiry and file-retention settings; photographs are not automatically deleted merely because portal access ends.

Sharing is intended for invited wedding guests. Guests should respect the privacy of the couple and others appearing in photographs and should not redistribute or publish photographs without appropriate permission. Copies downloaded or shared by recipients are not controlled by removing the portal link.

8. Security of personal information

The House takes reasonable steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure. We aim to limit access to information needed for the relevant service and operational role.

Client and guest portals use individual access links, and staff administration uses sign-in and role-based access arrangements. Please keep access links and login details confidential: forwarding a link may allow someone else to view information intended for its recipient.

No website, email system or external service can guarantee absolute security or uninterrupted availability. If you believe an access link has been shared improperly or personal information may be at risk, contact us promptly. We will assess suspected privacy incidents and respond, including notification where applicable law requires it.

9. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required by law. Different categories, including enquiries, wedding administration, correspondence and records needed for legal obligations, may require different retention periods. There is no single retention period for all information.

Portal access ending is not, by itself, confirmation that every related record or external copy has been deleted. Website cleanup, enquiries, correspondence, reporting records and provider-held backups or logs may be subject to different arrangements. External photograph files and copies held by guests or independent providers have separate retention arrangements.

When personal information is no longer needed and there is no applicable requirement to retain it, we will take reasonable steps to destroy it or de-identify it. You may contact us about information we hold and any deletion request; we will explain relevant legal or operational limitations. Provider-specific backup, log and email retention details remain to be confirmed.

10. Access and correction

You may request access to personal information we hold about you and ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Please contact us using the details below and describe the information or correction requested. We may need to verify your identity before disclosing or changing information.

We will consider and respond to requests within a reasonable period and in accordance with applicable law. Access may be subject to lawful limitations, including the privacy of other people. If we cannot provide access or make a requested correction, we will explain the reason where appropriate and how you can raise a complaint. If applicable law requires it, we will assist with recording a statement of disagreement.

11. Privacy complaints

Please submit a privacy concern or complaint to us in writing using the email address below. Include enough information to identify the issue, relevant dates and the outcome you are seeking, without sending unnecessary sensitive information.

We will investigate the complaint, may ask for further details, and will respond within a reasonable period. If additional time is needed, we will explain the delay and keep you informed.

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC), where applicable. The OAIC generally asks that you complain to the organisation first and allow it an opportunity to respond. Information about eligibility and the complaint process is available at https://www.oaic.gov.au/privacy/privacy-complaints.

12. Overseas disclosure and processing

Some external providers may store, process or support personal information outside Australia. Using hosting, database, email, font or photograph-sharing services may involve overseas processing or disclosure. A provider's headquarters alone does not establish where this website's information is stored or processed.

The countries involved in this site's database, backups, hosting, email and external photograph arrangements have not yet been fully verified. We cannot currently give a confirmed list of recipient countries or claim Australian-only storage. Please contact us if you need further information about a particular service.

Where we disclose personal information overseas, we will take reasonable steps appropriate to the circumstances to address the recipient's handling of it in line with our Australian Privacy Principles standard and applicable law. The legal requirements, provider arrangements and countries involved require confirmation before this policy is treated as final.

13. Updates to this policy

We may update this policy to reflect changes in our services, information handling or applicable requirements. The current version will be published on our website with its effective date. Please review it periodically.

14. Contact

For privacy enquiries, access or correction requests, or privacy complaints, contact The House of Chelsea Weddings at enquiries@thehouseofchelsea.org.

Please identify your request as a privacy matter and provide a suitable way for us to respond.