Privacy Policy
Last updated 7 September 2026
Privacy Policy
Weddings by Library (“we”, “us”, “our”) is a collective of independent wedding photographers, based in Collingwood, Victoria. This policy explains what personal information we collect through weddingsbylibrary.com and our booking process, why we collect it, and what you can do about it.
We’re not a large business, and we’re not trying to sound like one. If anything here is unclear, email info@weddingsbylibrary.com and ask — we’ll give you a straight answer.
A note on who this covers
Weddings by Library is a joint booking platform for a small group of photographers. When you enquire through our site, your information is initially handled by whichever of us is matched to your wedding, using our shared systems. This policy covers that shared handling. It doesn’t cover what happens to your information after your wedding day if a photographer keeps working with you privately, outside our shared tools.
Our size, and why that matters
Under the Privacy Act 1988, businesses with turnover under $3 million are generally exempt from most of the obligations in this policy. We’re below that threshold. We’re choosing to follow the Australian Privacy Principles anyway, because it’s the right way to handle the kind of information a wedding involves. If our situation changes — turnover, or how we use your data — we’ll update this policy to reflect it.
What we collect
When you enquire with us
- Your name and the name of your partner
- Email address and phone number
- Wedding date, venue, and general details about the day (guest numbers, timeline, style preferences)
- Anything else you tell us in your enquiry message or during a call/meeting
When you book
- Everything above, plus
- Billing details for invoicing (name, address if you provide one)
- Payment information — if you pay by card through our online invoice, Stripe processes and stores that; if you pay by direct bank transfer, we see your bank details only as far as they appear on the transfer itself
- Your signed contract and any notes from planning meetings
Photos and video from your wedding
- The photos and any video we take on the day, which include images of you, your partner, and your guests
When you browse our website
- Cookies and similar tracking from Google Analytics and the Meta Pixel — full detail in “Cookies and tracking” below
We don’t collect anything beyond what’s needed to plan, book, deliver and be paid for a wedding.
How we use it
- To respond to your enquiry and arrange a meeting or call
- To plan and deliver your wedding photography — timeline, shot list, logistics
- To invoice you and process payment
- To deliver your final gallery
- To use a selection of images from your wedding in our portfolio, on our website, and on social media — this is opt-out under your client contract, not opt-in; see below
- For our own internal records — accounting, scheduling, and the ordinary running of the business
We don’t use your information for anything else. We don’t sell it, and we don’t run a mailing list or newsletter that you’d be added to without asking first.
Using your photos
This is the part that matters most for a photography business, so we want to be direct about it.
Under your signed client agreement: the individual photographer who shoots your wedding retains full copyright over the images. You’re granted a personal-use licence to print, share and use them for non-commercial purposes. The photographer and Weddings by Library may use a selection of images from your wedding for portfolio, social media, website and marketing purposes — this is opt-out, not opt-in. If you don’t want your photos used publicly, you need to tell us in writing, and we’ll honour that.
If you’ve already signed and want to change your mind either way — opt out after the fact, or ask us to take something down that’s already published — email info@weddingsbylibrary.com and we’ll action it.
We don’t use your photos for anything beyond what your contract describes — no stock licensing, no third-party sale, no use outside our own marketing.
Cookies and tracking on our website
Cookies are small text files a website stores on your device to remember things between pages and visits. We also use localStorage, which works similarly but stays in your browser rather than being sent with each request, and a tracking pixel, a small invisible image that tells a third party you’ve loaded a page.
Some of what these tools collect — your IP address, the pages you view, an identifier assigned to your browser — can be linked back to you by the company receiving it. We treat it as personal information rather than claiming it’s anonymous.
Google Analytics — helps us understand which pages people read and how they found us.
| Name | Purpose | Type | Expires |
|---|---|---|---|
| _ga | Distinguishes one browser from another | Cookie | 2 years (capped at 400 days in Chrome) |
| _ga_D56K4WV4G4 | Maintains session state | Cookie | 2 years (capped at 400 days in Chrome) |
Meta Pixel — tells us whether our Instagram and Facebook advertising is reaching anyone, and lets us show ads to people who’ve visited the site.
| Name | Purpose | Type | Expires |
|---|---|---|---|
| _fbp | Identifies your browser to Meta for ad measurement and targeting | Cookie | 90 days |
| lastExternalReferrer | Records the site you arrived from | localStorage | Until you clear it |
| lastExternalReferrerTime | Records when you arrived | localStorage | Until you clear it |
We don’t send Meta your name, email address or phone number.
We also run first-party website performance analytics (page views, load speed) through our hosting provider. It sets no cookies and doesn’t track you between sites.
Controlling it: your browser can block or delete cookies — Chrome, Safari, Firefox, Edge. You can also go to the source: Google’s opt-out add-on, or adjust ad preferences directly in your Facebook or Instagram account settings. Blocking cookies won’t break the site.
We don’t use Flash cookies, device fingerprinting, or session recording.
Who else sees your information
We use a small number of services to run the business. Here’s what each one does and what it can see:
| Service | What it’s for | What it sees |
|---|---|---|
| Our booking and client management system | Enquiry forms, contracts, invoices, scheduling | Everything you give us during enquiry and booking |
| Stripe | Processes online invoice payments (card) | Your card and payment details directly; we only see that a payment was made |
| Google & Meta | Website analytics and advertising, as described above | Standard analytics/advertising data — see the cookie tables above |
Each of these providers only gets what it needs to do its specific job. None of them is allowed to use your information for their own purposes.
Where your information is stored
Some of the services above are based overseas — our booking and client management system, Stripe, and Google and Meta’s analytics/advertising tools all store and process data in the United States as part of their standard infrastructure. If you pay by direct bank transfer instead, that transaction stays within your bank and ours, in Australia. When information leaves Australia, it’s protected by that provider’s own privacy and security terms. We choose providers with solid privacy practices, but we can’t control what happens to data once it’s with them beyond what our agreements require.
How we keep it secure
We limit access to your information to the photographer(s) working on your wedding and whoever’s handling admin for that booking. Our systems use their own security measures — encryption in transit, access controls — which we rely on rather than build ourselves. No online system is completely risk-free, but we don’t do anything careless with your information: no spreadsheets emailed around, no shared logins beyond what our tools require.
How long we keep it
- Booking and contract records: kept for 7 years to meet standard business and tax record-keeping practice
- Your online gallery: stays active for a minimum of 3 months from delivery, per your contract; we may keep an archived copy of your edited images longer for our own records unless you ask us to delete it
- Enquiries that don’t turn into a booking: deleted after 12 months of no further contact
- Cookies: lifespans are in the tables above; aggregated Google Analytics reports are retained for 14 months, after which the underlying data is deleted
Your rights
You can ask us to:
- Tell you what personal information we hold about you
- Correct anything that’s wrong
- Delete your information, once we no longer need it for tax/record-keeping purposes
- Stop using your photos in our portfolio or marketing
- Block or opt out of the analytics and advertising cookies described above, using your browser or the tools linked in that section
Email info@weddingsbylibrary.com and we’ll sort it out directly — no formal request process needed for a business our size.
If you’re not happy with how we’ve handled it
Email us first — info@weddingsbylibrary.com — and give us a chance to fix it. If you’re still not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992, even though we fall outside their formal jurisdiction given our size — they’re still the right people to raise a concern with.
Changes to this policy
We’ll update this policy if what we collect or how we use it changes — a new tool, a new payment provider, anything material. The date at the top tells you when it last changed.
