Last updated: September 22, 2026
WedTrack is a wedding timeline management app operated by Justin Roth Media, doing business as WedTrack ("WedTrack", "we", "our", "us"). This policy explains what we collect, how we use it, and the choices you have.
It covers the WedTrack iOS app and its Apple Watch companion, the web app at app.wedtrack.app, this website, and the read-only timeline links we generate.
Account information. Your email address, display name, vendor role (coordinator, photographer, videographer, DJ, florist, caterer, or other), and how you signed in — email, Apple, or Google. Passwords are stored only as a salted bcrypt hash. With Apple or Google sign-in we receive a provider user ID, your name, and your email address — never your password.
Wedding and timeline data. Couple names, venue, dates, time zone, day labels, and the name, time, category, status, and notes of every event you enter or import.
Contacts and people. Names, roles, phone numbers, email addresses, Instagram handles, websites, and notes for the vendors, staff, and participants you add to a wedding. See "Information About Other People" below.
Documents and uploads. PDFs, images, and files you upload — timelines, questionnaires, shot lists, and similar — along with the filename, file size, and file type. Files are stored in Cloudflare R2.
Content from other apps. If you send a file or text into WedTrack through the iOS share sheet, or tap the paste prompt after copying a timeline, we receive that content the same way as any other import. We do not read your clipboard unless you tap the prompt.
Connected email accounts. If you choose to connect an email account, we read mail from it to find wedding timelines. What we read and keep is described under "Connected Email Accounts" below.
Device information. Device platform, device model, a device and session identifier, and push notification tokens, including the Live Activity tokens used to update your lock screen during an event.
Location. If you grant permission, the app reads your device's approximate location to show the weather and sunset time at your venue. The request is foreground-only and low-accuracy. Coordinates are sent directly from your device to Open-Meteo — they are never sent to, or stored on, WedTrack's servers. You can decline or revoke this permission in your device settings and the rest of the app works normally.
Subscription data. Purchase and renewal status, processed through Apple and RevenueCat. We send your email address and display name to RevenueCat so subscriptions can be matched back to your account for support.
Collaboration and activity. Team and collaborator membership, invite codes, and an activity log recording which account created or changed which item on a shared wedding.
Referral data. If you arrive through a referral link, we record the referral code and which surface captured it (web or iOS) so we can attribute the signup.
Usage analytics, session recordings, and crash reports. Described in the next section.
WedTrack can find wedding timelines in your email so you do not have to forward or upload them. This is optional, and nothing in this section applies unless you connect an email account.
What you grant. Connecting an account means signing in with Google through Unipile, the service that holds the mailbox connection on our behalf. Gmail is the only provider supported today. Google will ask you to let WedTrack read your email and view and edit events on your calendars. We only read your email: WedTrack never sends, deletes, or changes anything in your mailbox. We do not currently read or change your calendar; we request that access now so a future calendar feature works without asking you to reconnect. We never see your Google password.
What we read. When you connect, we scan up to the last twelve months of mail, and we keep checking new mail as it arrives for as long as the account stays connected. Once a wedding is identified, we run targeted searches for that wedding — the couple's names, the venue, correspondence with the planner — in a window from twelve months before the wedding date to one month after.
What we keep. For every message we look at, we store its envelope: sender, recipients, subject, date, and the names and sizes of attachments. We store message text from threads that pass our initial filters as possible wedding timelines. Mail rejected by those initial filters is indexed without its message body. Text already stored may remain even if later AI classification finds no timeline or processing stops. Attachments from threads that pass our first filters (PDFs and documents) are copied to our file storage together with the text extracted from them. We also keep the timelines we extract, a log of scan activity, and counts of how much mail was scanned and how much AI processing it used.
AI processing. To decide whether a thread contains a timeline and extract its events, we send message text or excerpts, sender and recipient information, subjects, dates, attachment names and extracted text, and relevant wedding details to Anthropic's Claude API. For selected scanned PDFs or images, we may send the complete attachment so Claude can read it. This processing follows the same terms as the "AI Processing" section below. Anthropic does not use this data to train its models.
Disconnecting. You can disconnect an email account at any time from WedTrack, or by emailing support@wedtrack.app. Disconnecting revokes the connection at Unipile and deletes the connection record, the stored envelopes and message text, classifications, extractions, and scan history for that account. Copies of attachments may remain in our file storage after you disconnect; email us and we will erase them. Timelines you have already imported into a wedding are part of that wedding and stay until you delete them or the wedding.
Retention. Data from a connected account is kept for as long as the account stays connected; it does not expire on its own. Deleting your WedTrack account does not disconnect your email accounts — disconnect them first, or email us and we will revoke the connection for you.
We use PostHog for product analytics, error and crash reporting, and session recording. This data is linked to your account ID along with your display name and vendor role. It is not anonymous.
Session recording captures a replay of your screens as you use the app. That includes:
Text you type into input fields is masked and is not recorded.
Because the timelines you view can contain your clients' names and your vendors' contact details, that content may appear in recordings. We use recordings only to diagnose bugs and to understand where the app fails during a live event. We do not use them for advertising, and we do not sell them.
If you would rather not be recorded, email us at support@wedtrack.app and we will exclude your account.
Separately from PostHog, our own servers record basic usage events — app opens, imports and whether they succeeded, timeline changes, and Live Activity starts. These are tied to your session and, through your weddings, to your account. We use them to support you (for example, to see that an import failed before you tell us) and to measure how reliably the app performs on a wedding day.
WedTrack is a small company. The founder and the engineers who build and operate the service, including outside engineering contractors, can access production data — including timelines, couple names, venues, and contact details — to run the service, fix bugs, answer support requests, and understand how the app is used.
We use AI-assisted tools, including Anthropic's Claude, to help review that data and prepare internal reports. Those tools process it on our behalf and do not use it to train models.
When you import a timeline or upload a document (text, PDF, or photo), the content is sent to Anthropic's Claude API to extract event information. The same applies to emails and attachments from a connected email account, as described under "Connected Email Accounts". Anthropic does not use this data to train its models. AI parsing can be incomplete or wrong — review every imported timeline before relying on it. See our Terms & Conditions.
We do not sell your personal data, and we do not share it for cross-context behavioral advertising. We share it with service providers who process it on our behalf:
We may also disclose information if required by law, or where necessary to protect the rights, property, or safety of WedTrack or our users.
WedTrack lets you store details about people who are not WedTrack users — couples, vendors, staff, and participants. You are responsible for having the right to give us that information and for telling those people how it will be used. We process it on your behalf. If you connect an email account, the senders, recipients, and subjects of the mail we scan — planners, vendors, and couples you correspond with — are stored as described under "Connected Email Accounts".
If someone asks us to remove their information, email support@wedtrack.app and we will work with you to handle the request.
Share links are long, unguessable URLs. You can optionally protect a link with a 4-digit PIN. A 4-digit PIN is a deterrent, not strong security. If you do not set one, anyone who has the link can view that timeline read-only — treat a share link as public. You can turn sharing off at any time from the app.
Wedding planners who use WedTrack can send WedTrack Wedding Texts to guests about their wedding. The planner collects each guest's agreement to receive event texts and records it in WedTrack by ticking a consent box when they add the guest. Texts only go to guests with that recorded consent.
We use a guest's mobile number only to send WedTrack Wedding Texts about that event, such as logistics and schedule changes. Reply STOP to any text to opt out, or HELP for help. Message frequency varies. Message and data rates may apply. See our Texting Terms.
We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.
We keep your data for as long as your account is active. You can delete your account from the app under Settings > Account > Delete Account. Doing so removes your account record, weddings, events, contacts, people, document records, checklists, activity history, devices, and subscription records.
Files you uploaded may remain in our document storage after account deletion. If you want those erased as well — or if account deletion does not complete for any reason — email support@wedtrack.app and we will finish the deletion manually.
Usage events recorded on our own servers are kept after account deletion, but once your account, weddings, and devices are gone they can no longer be linked to you.
Analytics, session recordings, and crash reports held by PostHog are not deleted automatically when you delete your account. Session recordings expire on their own after a limited retention period; to have everything PostHog holds about you deleted sooner, email support@wedtrack.app.
Data from a connected email account follows the rules under "Connected Email Accounts": it is kept while the account stays connected, deleted when you disconnect, and is not removed by deleting your WedTrack account alone.
Database backups are retained for a limited period of no more than 30 days, after which deleted data ages out of the backups as well.
Depending on where you live, you may have the right to:
California residents. Under the CCPA and CPRA, we do not sell your personal information and do not share it for cross-context behavioral advertising, and we have not done so in the preceding 12 months. You may exercise the access and deletion rights described above.
EEA and UK residents. Under the GDPR, our legal bases for processing are: performance of a contract (providing the service you signed up for), legitimate interests (securing, debugging, and improving the app), consent (location and push notifications), and legal obligation. You may lodge a complaint with your local supervisory authority.
To exercise any of these rights, email support@wedtrack.app.
WedTrack is operated from the United States, and our service providers process data in the United States and other countries. If you use WedTrack from outside the United States, your data will be transferred to and processed in the United States.
Sessions are authenticated with cryptographically signed tokens, all traffic is served over HTTPS, and passwords are stored only as salted bcrypt hashes. No system is perfectly secure. If we become aware of a breach affecting your personal data, we will notify affected users without undue delay.
WedTrack is not intended for anyone under 13, and we do not knowingly collect data from children. If you believe a child has provided us with personal data, email support@wedtrack.app and we will delete it.
We may update this policy from time to time. We will announce material changes in the app or by email, and the "last updated" date above will change.
For privacy-related inquiries, contact us at support@wedtrack.app.