Who is the data controller

The controller responsible for processing personal data through Koufonisia Weddings is:

What data we collect

Depending on how you use the platform, we may process:

Contact information

• Full name, email address and telephone number.
• The content of messages, requests and communications submitted through forms or Live Chat.

Couple account and wedding information

• Partners’ names, date, time, ceremony, reception and locations.
• Service preferences, budget, vendors, schedule, dress code, gifts and useful information.
• Photos, videos, gallery, announcements and content the couple chooses to publish.
• Budget details, quotes, deposits or documents optionally stored in the Wedding Organizer.

Guest and RSVP information

• Name, email, attendance status, number of accompanying guests, dietary requirements and comments.
• Personal guest link and actions performed within the Wedding Website.

Accommodation requests and quotes

• Arrival and departure dates, number of people and rooms, budget and preferences.
• Selected accommodation, quote sent, acceptance or rejection and information required to complete the communication.

Technical data

• IP address, device and browser type, operating system, date and time of access.
• Cookies, security logs and website performance or usage data.

Why we use your data

Wedding Websites, couples and guests

The couple decides which information will appear on their personal Wedding Website, such as the schedule, locations, recommendations, dress code, gallery, gifts and announcements.

The couple is responsible for entering guest information that they are entitled to use for the organisation of the wedding and must not upload third-party content without the required permission.

Guests can respond to the RSVP, use their personal link and request assistance with accommodation or other services. This information is available to the couple and, where necessary, to the Koufonisia Weddings team.

Requests, quotes and vendors

When you request a quote, we use your information to check availability, prepare the proposal and send it to you.

Before your contact information is shared with an accommodation provider or another vendor, we request your consent. After you accept a quote, completion of the booking, deposits, cancellations and individual terms are agreed directly with the vendor.

In certain partnerships, Koufonisia Weddings may receive a fee or commission from the vendor, at no additional cost to the visitor.

Who may receive your data

Your data may be accessible, only to the extent necessary, by:

• The couple managing the relevant Wedding Website.
• The accommodation provider or professional you selected, following a relevant request or consent.
• Hosting, email/SMTP, technical support, security and backup providers.
• Live Chat, maps, video or analytics providers when the relevant features are used.
• Accountants, legal advisers or public authorities where required by law.

We do not sell or rent your personal data to third parties.

Transfers outside the European Economic Area

Certain technology providers may process data outside the European Economic Area. In such cases, we seek to ensure that lawful GDPR mechanisms are used, such as an adequacy decision or approved Standard Contractual Clauses.

How long we retain your data

We retain personal data only for as long as necessary for the purpose for which it was collected, to support the account or service and to comply with legal obligations.

• Account and Wedding Website data: until the account is deleted or for as long as the service remains active.
• RSVP and guest data: until the purpose of organising the wedding has been completed and for a reasonable support period afterwards.
• Requests and quotes: for as long as the request remains active and for a reasonable period to address questions or disputes.
• Tax or accounting data: for as long as required by applicable law.
• Technical security logs: for a limited period, unless longer retention is required to investigate an incident.

When data is no longer required, it is securely deleted or anonymised.

Cookies and third-party services

We use essential cookies for website operation, login, security and the storage of basic preferences. Non-essential cookies, such as analytics or marketing cookies, are activated only where your consent is required.

The website may integrate services such as:

• Google Maps to display locations and directions.
• YouTube or other video platforms to display audiovisual content.
• Live Chat for immediate support.
• Analytics services, where enabled and where the required consent has been provided.

Detailed information about cookie categories, their duration and how to change your preferences can be found in our separate Cookie Policy.

How we protect your data

We implement appropriate technical and organisational measures proportionate to the risk, including encrypted HTTPS connections, access controls, software updates, backups, restricted permissions and security incident monitoring.

No electronic transmission or storage method can be considered completely secure. In the event of an incident, we follow the procedures required by applicable law.

Your rights

Under the GDPR, depending on the circumstances, you may request:

• Information about and access to your personal data.
• Correction of inaccurate or incomplete data.
• Deletion of your data where the legal requirements are met.
• Restriction of processing.
• Objection to processing based on legitimate interests.
• Data portability, where applicable.
• Withdrawal of consent at any time.
• Not to be subject to a decision based solely on automated processing that produces significant effects, where applicable.

For your protection, we may request reasonable proof of identity before fulfilling a request.

You also have the right to lodge a complaint with the Hellenic Data Protection Authority.

Children’s data

The platform is not intended for minors to independently create an account. Information relating to children may be entered by an adult guest or by the couple only to the extent necessary for RSVP, accommodation or special requirements and under the responsibility of the adult.

Changes to this Privacy Policy

This Policy may be updated to reflect changes to our services, technology or applicable law. The current version will always be published on this page, together with the date of the latest update.