Privacy Policy
Last updated: 29 April 2026
Folio (folio.wedding) is a wedding planning platform that takes privacy seriously. Your wedding day is yours, and so is your data. This privacy policy explains what data we collect, why, and what we do with it. Short and readable, not a wall of legal text.
Folio is operated by Stef Appelhof, sole proprietor based in Breda, the Netherlands. KvK (Chamber of Commerce) number: 56285876.
What data do we collect?
Waitlist
When you sign up for the waitlist, we store:
- Email address
- Preferred language (Dutch or English)
- Submission source (e.g., which page you signed up from)
Legal basis: consent. You give active consent when signing up for the waitlist. You can withdraw this consent at any time by unsubscribing.
Wedding instance
Each couple gets their own isolated environment. The following data is stored within it:
- Guest data: names, email addresses, dietary requirements, RSVP status
- Budget and expenses: amounts, descriptions, vendor details
- Tasks: your wedding checklist and progress
- Timeline: day schedule and program
- Vendors: contact details and agreements
- Seating chart: seat assignments and groups
- Registry: gift wishes and links
Legal basis: contract performance. This data is necessary to deliver the service you signed up for.
Account and authentication
- Email address and password (password stored encrypted using bcrypt)
- Session via a localStorage token (no cookies)
Guest RSVP
Guests receive a personal link (magic link) to fill in their RSVP. We store:
- Name, attendance status, dietary requirements
- Plus-one details if applicable
Guests do not need to create an account.
Planner Hub
Wedding planners using Folio to manage weddings have an account on the Planner Hub portal. We store:
- Name, email address, and encrypted password
- Business name, logo, and brand colour (optional)
- Credentials for linked wedding instances (encrypted)
- Timestamp of the last successful login (timestamp only, tied to your account)
Server logs and security events
To protect your account and investigate abuse, we record a limited set of technical data. This data is not used for analytics, not shared with third parties, and not retained longer than strictly necessary.
- Planner Hub login attempts: timestamp, account ID, whether the attempt succeeded, and a short reason on failure. No IP address, no browser information, no email address. Retention: 90 days, then automatically deleted.
- Web server logs (Caddy): timestamp, requested host and path, status code, and a truncated IP address (last octet zeroed, e.g.
192.168.1.0). Single-use tokens in URL parameters (such as reset and magic links) are replaced withREDACTEDbefore being written to disk. Retention: 14 days, then automatically overwritten.
Legal basis: legitimate interest (Article 6(1)(f) GDPR): security of the service, account protection, and prevention and investigation of abuse. You can object to this processing by contacting privacy@folio.wedding.
Analytics
We use Umami, a self-hosted, cookieless analytics tool. Umami:
- Collects no personal data
- Places no cookies
- Does not track visitors across websites
- Is fully GDPR-compliant
- Runs on the same server as Folio (in Germany)
Cookies
Folio uses no cookies. Period.
Where is your data stored?
All data is stored on Hetzner Cloud servers in Falkenstein and Nuremberg, Germany. Your data never leaves the EU.
Do we share data with third parties?
We do not sell data, share it with advertisers, or send it to external analytics services. We do use a limited number of processors (sub-processors) required to run the service:
| Party | Role | Location |
|---|---|---|
| Hetzner Online GmbH | Hosting and server infrastructure (processor) | Germany |
| Umami | Analytics (self-hosted on Hetzner, no personal data) | Germany |
| Brevo (Sendinblue) | Transactional email (SMTP relay) | France/EU |
| Stripe Inc. (future) | Payment processing | EU/US under SCCs |
How long do we retain data?
| Data | Retention period |
|---|---|
| Waitlist | Until unsubscribe or maximum 2 years after signup (whichever comes first); removed immediately on request |
| Wedding instance | As long as the instance is active; automatically deleted 6 months after the wedding date if not manually archived earlier |
| Deleted environment | Data is retained for 30 days after confirmed deletion, then permanently removed. Immediate deletion can be requested via privacy@folio.wedding. |
| Analytics | Only aggregated, anonymous data |
| Planner Hub login attempts | 90 days |
| Web server logs (Caddy) | 14 days |
Your rights
Under the GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate data
- Erase your data
- Data portability: receive your data in a common format
- Data export: you can download all your data as a ZIP file at any time through the platform
- Object to processing based on legitimate interest
- Withdraw consent at any time for processing based on consent (such as the waitlist)
- Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)
We respond to all requests within 30 days.
Security
- Passwords are stored encrypted (bcrypt)
- Each wedding instance is fully isolated from others
- Admin panel access is restricted to private networks
- Rate limiting protects against brute-force attacks
- HTTPS on all connections
International data transfers
All data is stored and processed within the EU/EEA (Hetzner, Germany). No personal data is transferred to countries outside the EU/EEA. When we process payments via Stripe, this falls under the Standard Contractual Clauses (SCCs) that Stripe maintains for EU data.
Automated decision-making
Folio does not use automated decision-making or profiling.
Children and minors
Folio is not intended for persons under 16 years of age. We do not knowingly collect data from minors.
Data deletion
Deleting a wedding environment requires email confirmation. After submitting a deletion request, you will receive a confirmation email with a link valid for 1 hour. Only after confirmation is the environment archived and permanently deleted after 30 days.
If you want your data deleted immediately and completely, contact us at privacy@folio.wedding.
Changes
If we update this privacy policy, we will publish the revised version on this page with a new date. For significant changes, we will notify you by email.
Contact
Questions about your privacy or data? Get in touch:
- Email: privacy@folio.wedding
- Website: folio.wedding
- Responsible party: Stef Appelhof
- KvK: 56285876
- Location: Breda, the Netherlands
Folio has not designated a Data Protection Officer as this is not required given the nature and scale of our processing activities. For all privacy inquiries, contact privacy@folio.wedding.