Privacy Policy

The controller for the data Fotia processes for its own purposes is Fotia (support@fotia.events). For any privacy matter: support@fotia.events.

Roles depend on the data:

• Account data, security, reports and website statistics: the controller is Fotia.
• Event data (guest lists and entries in Gate, photographs in Gallery, websites and guest replies in Weddings): the controller is whoever creates and manages the event — the organiser, the photographer, the wedding planner or the couple. Fotia processes these data on their behalf, as processor (Art. 28 GDPR), only to make the service work.
• The module sections say, for each one, which data belong to which role.

• Account: name, email, phone (optional), password (stored only in encrypted form), email verification status, acceptance of the Terms and, if you belong to one, your role in an organisation or event.
• Acceptance of the Gate Terms: for the owner of an organisation, the version accepted and the date and time. They serve to prove the acceptance.
• Security: IP address and technical request data (browser, operating system, device type), used to limit abuse and protect uploads.
• Error logs: technical description of the error and, if the error concerns a user, their identifier or email. Serious errors trigger an internal alert with the same data.
• Reports (Digital Services Act): reporter's email, name (optional), IP address, relationship to the content, description and category of the report.
• Contact requests from the presentation pages: name, email, message and IP address, forwarded by email to Fotia.
• Visit statistics: Vercel Web Analytics counts visits per page with referrer, country, device type and browser, without cookies and without identifying visitors.
• Sponsor views: a numeric, anonymous and aggregate counter, without cookies.

Fotia does not profile for commercial purposes, does not sell data, and does not use it for advertising or to train artificial intelligence systems.

• Providing the service to account holders (creating and managing the account, module features): performance of a contract (Art. 6(1)(b) GDPR).
• Proving acceptance of the Terms and defending against claims: Fotia's legitimate interest (Art. 6(1)(f)).
• Security, abuse prevention and error diagnosis: Fotia's legitimate interest in protecting the service and its users (Art. 6(1)(f)).
• Handling reports and other legal obligations: legal obligation (Art. 6(1)(c)), in particular the Digital Services Act.
• Answering contact requests: pre-contractual steps requested by the data subject (Art. 6(1)(b)).
• Anonymous statistics: legitimate interest in understanding which pages are useful (Art. 6(1)(f)); the data identify no one.

Fotia uses these providers, appointed as processors (Art. 28 GDPR):

• Supabase: database and authentication. Data in the European Union.
• Cloudflare: storage of photographs and files, content delivery network and attack protection. Photographs and files stored in the European Union.
• Vercel: application hosting and visit statistics. Company based in the United States.
• Resend: sending emails. Company based in the United States; sending from infrastructure in the European Union.
• Upstash: anti-abuse limits (IP addresses, for a few minutes). Data in the European Union.
• Telegram: internal technical alerts on serious errors, which may contain the email of the user concerned. Company based outside the European Union.

Fotia announces changes to this list by updating this notice.

Database, photographs and files are stored in the European Union. Some providers (Vercel, Resend, Telegram) are based outside the European Union, and data passing through their services may be processed outside the Union. These transfers take place only with the safeguards of Art. 44 et seq. GDPR: an adequacy decision (such as the EU-U.S. Data Privacy Framework for certified companies) or the European Commission's standard contractual clauses.

• Account: until it is closed. On closure the account and the data of the events the user is controller of are deleted.
• Gate Terms acceptances: for as long as the organisation exists.
• IP addresses of uploads and reporters: automatically deleted after 30 days.
• Error logs: automatically deleted after 30 days.
• Administrative action log (who changed the status of an event, organization, gallery or report, and an account's rights, email and verification): deleted automatically after 12 months. It keeps only the fields that changed, not the content.
• Reports and moderation log: for the time required by the Digital Services Act and to defend rights in court.
• Contact requests: for the time needed to handle the request and any relationship arising from it.
• Unaccepted team invitations: the link expires after 7 days.

Event data retention times are in the module sections.

Fotia adopts appropriate technical and organisational measures (Art. 32 GDPR), including:

• role-separated access to data, enforced by the database: everyone sees only what concerns them;
• passwords and gallery and album access codes stored only in encrypted form;
• invitations and QR codes based on random, unpredictable identifiers;
• encrypted communications, anti-abuse limits and logging of security-relevant events;
• automatic deletion according to the times in this notice.

You can ask to access your data, correct it, delete it, restrict its processing, object to processing based on legitimate interest and receive it in a readable format (Arts. 15–22 GDPR). Where processing is based on consent, you can withdraw it at any time.

Write to support@fotia.events: we reply within one month. For event data (for example if you are on a guest list or replied to a wedding invitation) the controller is whoever created the event: you can contact them, or us, and we will forward the request and give them the necessary technical assistance.

You can always lodge a complaint with the Italian Data Protection Authority (garanteprivacy.it).

You must be at least 18 to create an account. Photographs depicting minors may be uploaded only with the consent of those holding parental responsibility, which the organiser declares to have obtained.

Fotia uses only technical cookies, needed for access and preferences. Details are in the Cookie Policy.

Fotia may update this notice if the service or the law changes. The date at the top shows the last change; important changes are announced on the website or in the account.

The controller of the data entered in Gate is the organisation running the event. Fotia processes them on its behalf, as processor, under the agreement in the Gate Terms (Article 8).

When the organiser or one of their PRs adds a guest to a list, Fotia processes:

• the guest's name (or the group representative's);
• the number of plus-ones and complimentary entries, the list type and any organisational notes;
• who added the guest (the PR or the organiser).

These data usually concern people without a Fotia account and are not collected from them: the organisation, as controller, must inform them and ensure the collection is lawful. The QR the guest receives is an image, sent by whoever manages the list: it shows only their name, the event, the list and the PR.

If the QR is sent via WhatsApp, the message leaves from the phone of whoever manages the list: Fotia shares no data with WhatsApp.

An organisation can open a list to sign-up by link: whoever receives the link puts themselves on the list. In this case the guest provides the data, and Fotia processes:

• first name, last name and email, to recognise the request (one per night for each email address) and send the guest their entry QR;
• the confirmation of being at least 18, with date and time;
• if the guest chooses it, consent to receive the organiser's next nights, with date and time. It is optional and changes nothing about the sign-up;
• the status of the request (to confirm, to decide, accepted, declined, cancelled), who decided it and when, and when the email was sent.

The controller is the organisation that opened the list; Fotia processes the data on its behalf, as processor. The legal basis is the guest's request to get on the list (art. 6.1.b GDPR); for the next nights it is consent (art. 6.1.a), which can be withdrawn at any time by writing to the organiser or to support@fotia.events.

The two sign-up emails (the confirmation and the QR) are sent by Fotia, through Resend, on behalf of the organisation. Fotia sends no promotional emails, does not use this data for its own purposes and does not share it between organisations.

The email of whoever signs up is seen only by the organisation and its administrators, not by PRs. From their personal link the guest sees where the request stands and can cancel it at any time.

• Check-ins: date and time of entry, the operator who recorded it and the entry type (paying or complimentary). A check-in cannot be changed or deleted individually: this keeps counts consistent.
• Scan log: for each scan attempt at the door, the outcome, time, operator and guest scanned. It serves only to diagnose entries not recorded because of network problems.

For team members the organisation sees their role and, for PRs, the figures of their work: lists, guests brought, paying and complimentary entries, commissions and the list revenue generated, night by night and over the season. The organisation uses these data to manage its team and calculate commissions; it decides whether to show each PR their own commissions. Fotia does not use these data for its own purposes and does not compare them across organisations.

• Lists, guests, check-ins and night figures: until the organisation deletes the event or the organisation, or its owner closes their account. They are then permanently deleted.
• Sign-ups by link not accepted (declined, cancelled or never confirmed): deleted automatically 30 days after the last change, and in any case 30 days after the night, even if nobody decided them.
• Sign-ups by link accepted: they stay with the guest on the list, under the same rules as lists. Consent to the next nights lasts as long as the sign-up exists or until the guest withdraws it.
• Scan log: automatically deleted after 90 days.
• QR in the personal link (people who sign up themselves): no longer shown once the night closes, at noon the next day.

The controller of an event's photographs is whoever created the gallery. Fotia processes them on their behalf, as processor. The rules of use are in the Gallery Terms.

• Photographs, in the original version and the one optimised for the web. Photographs are not analysed with facial recognition nor processed as biometric data.
• Photo metadata (EXIF): date taken, device model and any GPS coordinates. They are not removed on upload and remain visible to whoever downloads the original: anyone who does not want to share them must remove them before uploading.
• Guests without an account: no name or email is requested. For upload security Fotia processes the IP address and the device's technical data (see the common part).
• Members and requests: for account holders, membership of a gallery, invitations and activation requests.

• Photographs: for the period of the gallery's plan, from 30 to 365 days from its creation, unless deleted earlier. At expiry, originals, optimised versions and exports are permanently deleted.
• Exports (ZIP): download links expire after 7 days.

The controller of a website's content and of guest replies is whoever created the wedding website — usually the wedding planner, on behalf of the couple — who decides what to publish and which replies to collect. Fotia processes these data on their behalf, as processor. Each wedding has its own notice for guests, linked in the reply form, with the couple's names. The rules of use are in the Weddings Terms.

• Website content: the couple's names, the date, the venues, the programme, accommodation, photographs and, if the controller adds them, gift details (for example an IBAN).
• Guest replies: first and last name of whoever replies and of the attendees, attendance, who is a child, the menu chosen, any message to the couple, and whether the reply came from the website or was entered by the planner.
• Dietary requirements: allergies, intolerances and other needs given by guests. They are health data (Art. 9 GDPR): they are collected only with the guest's explicit consent, which can be withdrawn at any time.

• A website can be reached only by those who have its address, after it has been published and activated, and is not indexed by search engines.
• The wedding planner who owns the website sees the replies and can share them with the couple and, where needed, with the caterer and the venue.
• Guests see the website content, not other guests' replies.

• Dietary requirements: automatically deleted 30 days after the wedding.
• Guest replies: automatically deleted 180 days after the wedding.
• Website content: until the controller deletes the wedding or the account.