Folklore Wedding Company
Privacy policy
Covers folkloreweddings.com, portal.folkloreweddings.com. Last changed 2 November 2026.
Folklore Wedding Company plans and photographs weddings on Vancouver Island and the Gulf Islands, from Salt Spring Island in British Columbia. The website is where people find us, and the portal is where a wedding is planned with us: the couple, their guests, our planners, photographers and videographers, and the people who rent us their arbours and chairs.
This page says what we hold about each of those people, who else handles any of it, and what you can ask us to do with it.
Who is responsible
Sydney Woodward is responsible for the personal information Folklore Wedding Company holds. Write to sydney@folkloreweddings.com with any question about it, to see what we hold about you, or to have it corrected or deleted.
What we collect, and why
| What | Why | Who sees it |
|---|---|---|
| Enquiries: your names, email address, phone number, the date and place of your wedding, your budget and what you write to us, from our forms and from the partner sites that send enquiries to us | To answer you, and to plan and quote your wedding | Us, and the planner or creative we match you with |
| A couple's portal: your names and contact details, the wedding's details, planning notes, the vendors and the timeline, the mood board, messages, the files you add, and your sign-in | It is where your wedding is planned | You, the Folklore team on your wedding, and anybody you invite in, such as your own planner |
| Guests: names, email addresses, RSVPs, meal choices and dietary notes, and whether children are coming, held for the couple whose wedding it is | To run the guest list and the wedding page for the couple | The couple, and their planner |
| Contracts: your name, your signature, when you signed, and the address and browser you signed from | So there is a record of what was agreed and by whom | You and us |
| Payments: what is owed, what was paid and when. Your card number goes to Square and never reaches us. | To take payment and to keep the books | You and us, and our accountant |
| Video calls in the portal: who joined and when, and, when notes are on, what was said by the people who are included, turned into text and summarised into point-form notes | So the team keeps track of what was decided | The Folklore team on your wedding, never the couple or a guest. Calls are not recorded as video or sound. |
| Photographs and films of your wedding | To deliver them to you, and to show our work where your contract allows it | You, the people you share a gallery link with, and the public only as your contract allows |
| Gallery downloads: the email address you give to receive the download | To send the link | Us |
| The mailing list: your email address, the sentence that sat beside the box, how the box was set, and when | To send occasional news of new work and offers, with a way to stop in every one | Us |
| Rentals: a lister’s name, contact details, photographs and pieces, and a renter’s questions, messages, dates and orders | To run the rentals directory and the conversations on it | The lister and the renter in each conversation, and us. A lister’s contact details are never shown on the public page. |
| Vendor listings: a business’s name, contact details, description and photographs | To consider and publish the listing | Us, and the public once it is published |
| Team members: names, contact details, the calendar they connect, what they are booked on, and what they are paid | To schedule the work and to pay for it | Them and us |
| Text messages: a phone number, and that you agreed to receive texts | To tell you what you asked to be told about. Texts are off until you switch them on, and replying STOP ends them. | Us |
| Visits and errors: which public page was read, the site you came from, your country and device, and when something breaks in the portal, the page and the time | To know which pages are read and to fix what broke | Us |
We do not sell personal information, and we collect only what the work needs.
The services that help us run it
Each of these holds or carries personal information on our behalf, and only what it needs to do its part.
| Service | What it does | Where |
|---|---|---|
| Supabase | Holds the databases, the files and sign-in. Passwords are kept only in a one-way scrambled form. | United States (Oregon) for the portal, Canada (Montréal) for the website |
| Vercel | Serves both sites. Its Speed Insights measures how fast portal pages load, with no cookie. | United States |
| SendGrid | Sends our email and receives the replies to it | United States |
| Twilio | Sends text messages to the people who switched them on | United States |
| Square | Takes card payments and damage deposits | Canada and the United States |
| The Creatives Ledger | Our own bookkeeping, run by Folklore Creative Company: it issues the invoice for each payment and records that it was paid | United States |
| SignWell | Collects signatures on some contracts | United States |
| LiveKit | Carries the video calls in the portal | United States |
| AssemblyAI | Turns what the included people say on a call into text, while the call happens | United States |
| Anthropic | Writes the point-form call notes from that text, and drafts wording when one of the team asks it to, such as a reply to a message. Under its commercial terms it does not use what it reads to train its models. | United States |
| Zoom | Hosts some booked calls | United States |
| Mux and Vimeo | Hold and play the films | United States |
| Backblaze B2 and Dropbox | Hold the photographs and the original files, and carry galleries from our photographers to the portal | United States |
| Runs the studio’s calendar and email, and the calendars team members connect. Google Analytics counts visits to the public pages of the website. Some pages load a typeface from Google Fonts, and some show a video from YouTube. | United States | |
| Meta | The Meta Pixel measures whether our advertising leads to visits and enquiries, on the public pages of the website | United States |
| Open-Meteo | Gives the weather forecast for the wedding day. It receives the place, never a name. | Europe |
| Mission Control | Our own system, which holds the mailing list and sends to it | United States |
| Browser notifications | When somebody switches notifications on for a phone or a computer, the browser maker’s push service (Apple, Google or Mozilla) carries them | United States |
Information held or carried outside Canada is subject to the laws of the country it is in, and may be reachable by authorities there.
Cookies, analytics and advertising
Signing in to the portal sets a cookie that keeps you signed in. The portal has no analytics cookie and no advertising measurement.
The public pages of the website use Google Analytics and the Meta Pixel, which set their own cookies to tell one visit from the next and to measure our advertising. They are not on a gallery, a couple’s own page, or anything behind a sign-in, so the address of a private page is never sent to Google or Meta. A video from YouTube may set YouTube’s own cookies when it plays.
Your guests
When a couple adds their guests, we hold the guests’ details for the couple, to run their guest list and wedding page. We do not write to a guest except for the couple’s wedding, and we do not add a guest to our mailing list.
The mailing list
When you download photographs from a gallery, a box beside the email field offers occasional news of new work and offers from us. It starts ticked. Untick it and your address is used only to send the download. We keep the sentence you saw and how the box was set, and every email from the list carries a way to stop.
How long we keep it
Nothing is deleted on a timer yet. A wedding’s records stay while the couple’s portal does. Contracts and payment records are kept for as long as tax law asks, which in Canada is six years.
A few things do end by themselves: a temporary password stops working after 30 days, and a prepared photograph download is cleared away once its link expires.
Ask us and we delete what we hold about you, except what the law requires us to keep.
Your choices
- Ask to see what we hold about you, and to have it corrected. Couples can change most of it themselves in the portal.
- Ask for a copy of your photographs, films and planning records.
- Ask us to delete what we hold about you.
- Come off the mailing list from any email on it, or by writing to us.
- Stop text messages by replying STOP, or switch them off in your notification settings.
We answer a request to see your information within 30 days. If you are not satisfied with how we have handled your information, you can complain to the Office of the Information and Privacy Commissioner for British Columbia.
Changes
When this policy changes, this page changes with it, and the date at the top says when. If a change affects how we use what you have already given us, we tell you first.
Written under British Columbia’s Personal Information Protection Act.