Private work deserves a clear handling policy.
This page explains how Vowform collects, uses, stores, shares, retains and protects information received through the website and during wedding photo, film and retouching projects.
Four principles shape the policy.
Purpose-limited use
Client-instructed production
No automatic portfolio use
Defined retention and deletion
Who this policy covers - and which role Vowform plays.
This policy applies to vowform.com, business communications and post-production services. It does not replace the privacy notice of a photographer, filmmaker or studio that collected the wedding materials.
Website and business contacts
Client project materials
The facts and agreement control
The client remains responsible for having authority to send project materials.
Clients should provide any required notices, permissions or lawful basis for collecting and outsourcing the materials. Vowform may request confirmation of authority and may decline material that appears unlawful, unsafe or outside the agreed scope.
Information collected depends on how you work with Vowform.
Business and contact information
Inquiry and project information
Wedding project materials
Billing and administration
Website and technical data
Correspondence and requests
Some wedding data reaches Vowform through the professional client.
When a client provides images or footage containing couples, guests, family members, children or venue staff, Vowform receives that information from the client rather than directly from every person shown or heard.
Information you choose to provide.
- Website and booking forms
- Email, telephone or video calls
- Contracts, project briefs and questionnaires
- Secure file-transfer systems
- Invoices and payment interactions
- Feedback, revision notes and privacy requests
Information received indirectly.
- Photographers, filmmakers and studios supplying project materials
- Team members or authorized client representatives
- Referral partners and professional contacts
- Public business websites and professional profiles, where permitted
- Payment, security, email and hosting providers
- Public authorities or advisers where legally necessary
Do not send information that is not needed for the project.
Clients should remove unrelated documents, passwords, financial details and other unnecessary personal information before transfer. Special handling requirements should be identified before production begins.
Every use should have a defined purpose.
The lawful-basis language below applies only where the relevant privacy law requires it. The final policy should be matched to Vowform’s entity, contracts and actual processing activities.
Inquiries and proposals
Service delivery
Account and billing administration
Security and fraud prevention
Quality assurance and service improvement
Business communications and marketing
Legal compliance and claims
Portfolio and publicity
Vowform does not use personal information to make solely automated decisions with legal or similarly significant effects.
Software-assisted editing tools may support production, but creative and quality decisions remain subject to human review.
Private family moments require a stricter workflow.
Project materials can contain information about people who never directly contacted Vowform. The professional client should remain the main point of contact for those individuals, while Vowform supports the client in responding to verified requests.
Highly personal visual and audio records.
- RAW, JPEG, TIFF and other image files
- Lightroom catalogs, Smart Previews and metadata
- Video, audio, vows, speeches and transcripts
- Names, titles, dates, venues and delivery notes
- Faces and voices of couples, guests and children
- Incidental information about culture, religion, health, disability or family relationships
Use the files only to complete the agreed work.
- Access limited to assigned, authorized people and approved providers
- No independent contact with people shown or heard in the files
- No ordinary inquiry-form uploads for RAW files or footage
- No unrelated profiling, advertising use or resale
- No portfolio or training-example use without documented permission
- Return or deletion according to the agreement and retention schedule
Client authority
Secure transfer after scope
Human-reviewed tools
Vowform may use carefully selected providers to operate the service.
Providers should receive only the information needed for their function. Contracts, confidentiality duties, access controls and deletion obligations should be used where appropriate.
Hosting, CDN and security providers
Email, CRM and project-management providers
Secure file-transfer, storage and backup providers
Payment, accounting and professional advisers
Assigned editors and contractors
Authorities, disputes and business changes
Vowform does not sell personal information.
As of the policy date, Vowform should not share personal information for cross-context behavioral advertising. If advertising, analytics or data-sharing practices change, this policy and any required opt-out controls must be updated before the change takes effect. A current subprocessor list can be requested at hello@vowform.com.
An international service must be transparent about data location.
Vowform, its team and service providers may process information in countries different from the client or the people shown in project files. Information in another country may be subject to that country’s laws and lawful government access.
Tell clients where processing occurs
Use an appropriate safeguard where required
Honor client-specific restrictions
[INSERT COUNTRY OR COUNTRIES AND CORE STORAGE REGIONS]
Before launch, identify the actual operating location, cloud regions, backup locations and material subprocessors. The client agreement or Data Processing Addendum should address any legally required transfer mechanism.
Keep information only as long as there is a defensible reason.
The schedule below is a recommended draft. It must be changed to match Vowform’s actual systems, backup behavior, tax advice, contracts and client promises before publication.
Unsuccessful inquiries
Client relationship records
Contracts, invoices and tax records
Production copies and deliverables
Rolling system backups
Website and security logs
Opt-out and suppression records
Privacy requests and complaints
Deletion may not remove every copy immediately.
Some records may remain temporarily in encrypted backups, legal archives or systems that are designed to prevent alteration. Vowform should restrict those copies from ordinary use and allow them to expire through the normal retention cycle unless law requires longer storage.
Reasonable safeguards should match the sensitivity of the work.
Vowform should use technical and organizational measures designed to reduce unauthorized access, loss, alteration or disclosure. Security practices should be reviewed as tools, risks and project volumes change.
Access control
Secure transfer and storage
Device and system management
Backup and recovery
People and confidentiality
Incident response
Report suspected misuse or an exposed link immediately.
Email hello@vowform.com with the subject “Security concern.” Do not include passwords or sensitive project files in the first message.
The final notice must match the plugins and scripts actually running.
Browser controls can delete or block cookies, although some essential website features may stop working. Vowform should not use advertising cookies or cross-site tracking unless the privacy and consent setup is updated first.
Needed to operate and protect the website.
WordPress, Elementor, hosting and security systems may use essential cookies or similar technologies for functions such as session management, form operation, load balancing, spam prevention and security. Blocking them may affect website functionality.
Analytics, embeds and marketing require separate review.
If non-essential analytics, video embeds, advertising pixels or marketing cookies are enabled, Vowform should identify the providers and purposes, update this policy, publish any required cookie notice and obtain consent where applicable before those tools activate.
Audit WordPress, Elementor, forms, video embeds, analytics and security plugins before publishing this section.
Create a separate Cookie Policy or consent panel if the final stack uses non-essential cookies. Do not rely on a generic banner that fires scripts before consent where consent is legally required.
Rights depend on your location, the data and Vowform's role.
Not every right applies in every situation. Vowform may need to verify identity, clarify the request, protect other people’s information or retain records where the law permits or requires it.
Access or know
Correction
Deletion
Restriction or objection
Portability
Withdraw consent
Opt-out rights
Complaint and non-discrimination
Email hello@vowform.com with “Privacy Request” in the subject line.
Describe the information, relationship or project involved and the right you want to exercise. Vowform may request proportionate identity verification. Authorized agents may need proof of authority. Vowform will respond within the period required by applicable law.
Project subjects: If you are shown or heard in files supplied by a photographer, filmmaker or studio, contact that business first where practical. Vowform will assist the professional client with a verified request when required.
Additional care for minors, sensitive content and production technology.
Children and minors
Sensitive or private content
AI-assisted and automated tools
Portfolio and publicity permission
Keep the public policy current, accurate and easy to use.
Update the policy when the real workflow changes.
Vowform may revise this policy when services, vendors, legal obligations, data locations or website technologies change. The updated page should display a new “Last updated” date. Material changes should be communicated through an appropriate channel where required.
Review this page at least annually and before enabling a new CRM, storage provider, analytics tool, advertising pixel, AI-assisted provider, payment system or international processing location.
Questions, requests or complaints
[INSERT LEGAL ENTITY NAME]
Trading as Vowform
[INSERT REGISTERED OR BUSINESS ADDRESS]
[INSERT COUNTRY]
Email: hello@vowform.com
Privacy lead: [INSERT NAME OR ROLE]
EU or UK representative: [INSERT IF LEGALLY REQUIRED]
Questions about privacy, storage or project access?
Ask before sending wedding materials. Vowform can confirm the planned transfer method, access, processing location, archive period and deletion instructions for the project.