1. Who is responsible
EQ Web Solutions AB, registration number 559314-1301, Örebro, Sweden, provides Vowilo and is responsible for the account, support and service-operation processing described here. Contact: contact@digipic.se.
Couples decide which guests to invite, which helpers have access and which wedding details they enter. Where a professional organizer uses the service outside a private household context, they must determine their own data protection responsibilities and agree any required processing terms with us before entering guest data.
2. Information we handle
Account information: your name, email address, password hash, email-verification status and login sessions. We do not store your password in readable form.
Wedding information: partner names, wedding date and venue, invitation message, RSVP deadline, guest names and email addresses, groups, replies, meal preferences, optional dietary notes, planning notes, seating, tasks, checklist items and team membership.
Operational information: invitation and account-link tokens, expiry times, activity history and information you send when asking for help. Hosting and email providers also handle technical connection and delivery data, such as IP addresses, request times and email delivery events.
3. Purposes and legal grounds
We use account and wedding information to provide the planning service requested by account holders, on the basis of performing our agreement (GDPR Article 6(1)(b)). We use necessary operational and security data to protect accounts, prevent abuse and resolve service problems, on the basis of our legitimate interests (Article 6(1)(f)).
For guest contact details and ordinary invitation replies, our legitimate interest is to deliver the couple’s requested invitation and planning service. We balance that purpose against guests’ privacy, limit use to the wedding and allow guests to object or request removal. Where a separate legal obligation applies, the relevant processing is based on Article 6(1)(c).
The interactive demo uses fictional data in browser memory. It does not sign you in, send invitations or store your demo edits on our server. Reloading resets the example.
We do not sell personal data, use it for advertising profiles or make decisions about you solely through automated processing with legal or similarly significant effects.
4. Optional dietary and health information
Allergies and some dietary notes can reveal health or other sensitive information. Only provide the minimum needed to arrange your meal; you can leave the notes blank and discuss requirements directly with the couple instead.
When you submit sensitive dietary notes yourself, we ask for your explicit consent to store those notes and show them to the couple and their planning team for meal arrangements (Articles 6(1)(a) and 9(2)(a)). You can withdraw that consent by clearing the notes through your RSVP link while it is open, or by contacting us. Withdrawal does not affect processing already carried out lawfully.
Couples and helpers must have the guest’s explicit permission before entering sensitive dietary information on their behalf. Do not put medical history or unrelated sensitive information in planning notes, tasks or invitation messages.
5. Who can see the information
The wedding’s owner, planners and viewers can see the guest details, including dietary notes, in that wedding. Choose helpers carefully. Guests with a private RSVP link can view and update the invitation associated with that link; anyone you forward it to may be able to use it.
We use infrastructure providers for hosting, databases and backups, and Mailtrap (Railsware Products Studio LLC) for transactional email. Mailtrap receives recipient addresses, email content and delivery information. Dietary notes are not included in invitation emails by Vowilo.
The verified service administrator can view account and wedding metadata, team membership and aggregate planning counts for service operation. This admin panel does not expose guest contact details, dietary notes or private access tokens. Wedding detail views are logged for 90 days for accountability.
We may access information when reasonably needed for support, security, a verified rights request or a legal requirement. We may disclose data to authorities when legally required.
6. International processing
Email delivery through Mailtrap can involve processing in the United States and other countries outside the EEA. Its data processing addendum describes applicable transfer safeguards, including the EU–US Data Privacy Framework and standard contractual clauses where required.
Hosting and backup processing depends on the infrastructure used to operate the service. Contact us for the current providers, processing locations and a copy or explanation of applicable international-transfer safeguards. We do not promise that all processing takes place in Sweden or the EU.
7. How long information is kept
Account and wedding information is kept while needed to provide the active service, until you delete individual records or make a verified deletion request, unless a legal obligation or a necessary legal claim requires limited retention. Wedding data is not automatically deleted on the wedding date.
Login sessions expire after 30 days. Verification links expire after 24 hours, reset links after one hour and team invitations after seven days. Expired session and account-link records are cleaned up regularly. Activity remains with the wedding until removed as part of a deletion request.
The supplied backup schedule retains rotating backups for 14 days. Deleted information may remain in restricted backups until they expire and is not used for ordinary service operation. Where a backup is restored, deletion requests must be reapplied. Email-provider logs follow that provider’s documented retention settings.
8. Your choices and rights
Subject to the applicable conditions, you can request access, correction, deletion, restriction, data portability and object to processing based on legitimate interests. You can withdraw consent for optional sensitive notes at any time. Contact us using the address above; we may verify identity and normally answer within one month.
If you are a guest, you can also ask the couple to correct or remove your entry. If a private RSVP link is lost or the reply deadline has passed, contact the couple or us rather than sending sensitive details by email.
You can complain to the Swedish Authority for Privacy Protection (IMY), imy.se, or your local data protection authority in the EEA.
9. Security, storage and updates
Access to wedding workspaces requires an authorized account. Production sessions use secure, HTTP-only cookies and the public service uses HTTPS. Keep private links and exported files safe. No online system can guarantee absolute security.
The cookies page explains session cookies and browser preferences. We update this policy when the service or processing changes and will communicate significant changes through the service or account email when appropriate.