Privacy Policy

Reverbs is a wedding audio capture and interactive gallery service based in Ontario, Canada. We take privacy seriously because the work we do — recording the voices, atmosphere, and emotional moments of a wedding day — is built on trust.

This policy explains, in plain language, what personal information we collect, why we collect it, how we use it, who we share it with, how long we keep it, and the choices you have. It applies to:

• Visitors to the Reverbs website (reverbs.app and any associated subdomains);
• Couples who book Reverbs (“Clients”);
• Guests, family, and others whose voices may be recorded at a Reverbs wedding;
• Wedding planners, photographers, and other vendors we interact with through the booking process;
• People who join a Reverbs waitlist; and
• People who contact us through email, social media, or our support channels.

If you have questions about this policy or about how we handle personal information, please contact our Privacy Officer. Contact details are at the end of this policy.

1. Who we are and who is responsible for your information

Reverbs is a wedding audio capture and interactive gallery business based in Ottawa, Ontario, Canada.

For the purposes of Canadian privacy law, Reverbs is the organization responsible for the personal information described in this policy. Our Privacy Officer is the person accountable for our compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law.

You can reach our Privacy Officer at:

• Email: privacy@reverbs.app
• Mail: Reverbs Privacy Officer, 1210 Southwood Dr, Ottawa, ON K2C 3C3

2. The personal information we collect

We collect personal information only when we have a reason to. The categories below describe what we collect and the situations in which we collect it.

2.1 Information you give us directly

When you interact with Reverbs, you may give us:

• Contact and identity information — your name, email address, phone number, and (where you book) the names of both members of the couple;
• Wedding details — the date and city of your wedding, the venue if you have one, your photographer and planner’s name and contact details if you choose to share them, and the names of expected speech-givers;
• Photos — the final edited wedding photographs you upload through your client portal after the wedding;
• Account credentials — your portal email and password, or your Google account if you sign in with Google;
• Payment information — billing details processed through our payment provider, Stripe. Reverbs does not store your full credit card number;
• Shipping address — if you purchase or receive a physical edition (LP);
• Communications — anything you send us through email, support tickets, contact forms, or messages; and
• Waitlist information — the wedding date, city, email, and (optionally) planner contact you provide if you join a waitlist for a city we have not yet launched in or for a date that is full.

2.2 Information we capture at your wedding

If you are our Client, we capture audio at your wedding. This audio inevitably includes personal information about other people, including:

• Voices — of the couple, the officiant, speech-givers, family members, friends, and guests who speak in our recording range during the wedding day;
• Names and other identifying details — to the extent these are spoken aloud (for example, during introductions, toasts, or vows); and
• Ambient sound — room tone, atmosphere, and any incidental sound captured as part of the wedding environment.

We treat audio recordings of identifiable people as personal information, including for guests who are not our Client. Section 8 of this policy explains how we handle guest information specifically.

2.3 Information we generate during production

To deliver the gallery and physical editions, we create:

• Transcripts of captured audio, used to find vows and speeches, identify speakers, and prepare clips;
• Audio clips prepared for use in the gallery and for physical editions;
• Face groupings — a technical step that groups visually similar faces from your uploaded photos so we can connect voices to the right people in the gallery (described further in Section 8);
• Production metadata — labels, categories, timestamps, and quality notes used internally; and
• Records of your booking, payments, and account activity.

2.4 Information collected automatically when you visit our website

When you visit reverbs.app, our servers and the third-party services we use automatically receive:

• Device and browser information — your IP address, device type, operating system, browser, and language;
• Usage information — the pages you visit, the time and duration of your visit, the links you click, and the website you came from;
• Cookies and similar technologies — small files placed on your device that let us recognize you across visits and measure how the site is used.

Our Cookie Policy explains what cookies and similar technologies we use, the categories they fall into, and how you can manage your preferences. You can change your cookie choices at any time through the “Cookie preferences” link in the website footer.

3. Why we collect personal information

PIPEDA requires us to identify the purposes for which we collect personal information at or before the time of collection. Here are the purposes Reverbs relies on:

3.1 To provide the Reverbs service

• Confirming your booking and reserving capacity for your wedding date;
• Assigning a Reverbs audio artist and a gear kit;
• Capturing audio at your wedding;
• Producing your interactive gallery, processed audio downloads, and any physical editions you have purchased;
• Hosting your gallery and processing your subscription;
• Communicating with you about your booking, your gallery, your downloads, and your physical editions; and
• Providing customer support.

3.2 To operate our business

• Processing payments and managing payment plans;
• Keeping records of bookings, transactions, and tax filings;
• Detecting fraud, abuse, and security incidents;
• Maintaining our internal admin systems; and
• Complying with our legal obligations.

3.3 To improve our service (where we have your consent or a reasonable basis)

• Analyzing how the website is used so we can improve it;
• Improving our production workflow, gear, training, and quality; and
• Developing the Reverbs product over time.

3.4 For portfolio, demo, and marketing — only with your permission

If you are a Client and your portfolio-use permission is enabled in your client portal, we may use audio captured at your wedding and the photos and gallery visuals you upload for portfolio, demo, and marketing purposes, including on the Reverbs website, in social media, in planner-facing materials, and in other promotional materials. You can revoke this permission at any time through your portal account, as set out in your Client Services Agreement.

If your portfolio-use permission is not enabled, we do not use your wedding for these purposes.

3.5 For waitlists and direct communications you have asked for

If you join a Reverbs waitlist, we use the information you provide to contact you about availability in your city or for your date. You can ask to be removed from the waitlist at any time by emailing hello@reverbs.app.

3.6 For marketing emails, only with your consent

We send marketing emails (newsletters, launch announcements, special offers, planner updates) only to people who have given us consent under Canada’s Anti-Spam Legislation (CASL). Every marketing email we send identifies Reverbs, includes our mailing address and contact information, and includes a one-click unsubscribe link. We process unsubscribe requests within ten business days, and usually much faster.

If you are a current Client, we may also send you transactional emails about your booking, your gallery, your subscription, and your physical editions. These are not marketing emails and you receive them as part of the service.

4. The legal basis for collection and use

Under PIPEDA, we rely on consent — express where the information is sensitive or the use would not be obvious, and implied where the use is necessary to provide the service you have asked for.

• Express consent is the basis for capture of audio at your wedding (in your Client Services Agreement), for the portfolio-use permission (a separate toggle in your client portal), for marketing emails (a separate opt-in at signup), and for non-essential cookies (through our cookie banner).
• Implied consent is the basis for ordinary service delivery — for example, using your contact email to send you a booking confirmation or a gallery link.
• Other lawful bases apply in narrow circumstances permitted by PIPEDA, including responding to a court order, investigating a breach of our agreements, addressing a privacy or security incident, or any of the other situations listed in section 7 of PIPEDA.

You can withdraw your consent for any non-essential use at any time. Some uses are essential to provide the service — for example, we cannot process a booking without your contact information — and withdrawing consent for those uses means we cannot continue to provide the service.

5. How we share personal information

We do not sell your personal information. We share it in the following situations.

5.1 With service providers who help us run Reverbs

We use third-party service providers to deliver parts of the Reverbs service. Each one only receives the information it needs, only uses it for the purpose we have engaged it for, and is required to handle it in a manner consistent with this policy and applicable law.

The categories of service providers we currently use, or may use, include:

• Payment processing — Stripe Inc., to process credit card payments and manage payment plans;
• Hosting and storage — cloud service providers for website hosting, file storage, audio storage, and gallery hosting;
• Email delivery — providers for transactional and marketing email;
• Transcription and audio processing — providers used as part of internal production;
• Analytics — providers used to measure how the website is used (where you have consented to analytics cookies);
• Customer support tools — used to manage support tickets and communications;
• Physical fulfillment — vinyl LP manufacturers and Canadian shipping carriers; and
• Audio artists — independent contractors engaged to capture audio at your wedding, who work under written agreements that include confidentiality and privacy obligations.

5.2 With other people involved in your wedding

If you ask us to communicate with your planner, photographer, or another vendor about your booking, we will share only the information needed to do so.

5.3 With other people for legal reasons

We may disclose personal information without your consent in the limited situations described in section 7 of PIPEDA, including:

• To comply with a court order, subpoena, or other valid legal process;
• To investigate a suspected breach of our agreements or to protect our rights, property, or safety, or those of others;
• In an emergency that threatens the life, health, or security of an individual; and
• In connection with a sale, merger, or reorganization of our business — in which case the buyer or successor would be subject to obligations equivalent to those in this policy.

6. Where your information is stored and processed

Reverbs is based in Canada and we prefer Canadian hosting where it is practical. Some of our service providers are based in or process personal information in the United States or other countries. When this is the case:

• We use providers with strong security and contractual privacy commitments;
• We are accountable for the personal information regardless of where it is processed; and
• Personal information processed outside Canada may be subject to lawful access by foreign authorities under the laws of the country where it is processed.

If you have specific questions about where your information is stored, contact our Privacy Officer.

7. How long we keep personal information

We keep personal information only as long as we need it for the purpose we collected it for, or as required by law.

8. Guests, family, and friends recorded at a wedding

Reverbs captures audio at weddings, and that audio inevitably includes the voices and incidental personal information of people who did not directly book the service. We treat that information with care.

The legal basis for capture. Our Client (the couple) authorizes capture at the wedding under their Client Services Agreement. The couple is best positioned to know who will be present at their wedding, and they have the relationships and authority to authorize a third party to record audio in that context.

Your rights as a guest. If you were recorded at a wedding produced by Reverbs and you have questions about how your information is being used or want to ask us to discuss removal of identifiable references to you from the gallery or from any portfolio material, please contact our Privacy Officer at privacy@reverbs.app. Tell us the couple’s names and the wedding date so we can locate the recording. We will work with you and the couple in good faith.

On-site discretion. Our audio artist works discreetly. If a guest indicates at the time of capture that they do not wish to be recorded, our audio artist will respect that.

The faces-with-audio feature. To power the section of the gallery where viewers can hover or tap a face and hear a voice, we use a face-grouping technology that groups visually similar faces in your uploaded photos. The connection between a face and a name is created by the couple or by Reverbs, with human review. We do not publish a face-to-voice connection in the gallery unless that connection has been confirmed.

No biometric identification. We do not run face recognition against any external database, and we do not use this technology to identify strangers. The grouping exists only within the photos uploaded for a single wedding.

9. Your privacy rights

Under PIPEDA and applicable Ontario law, you have the following rights. To exercise any of them, contact our Privacy Officer.

9.1 The right to access your information

You can ask us what personal information we hold about you, how we use it, and to whom we have disclosed it. We will respond within thirty (30) days.

9.2 The right to correct your information

If your information is inaccurate or incomplete, you can ask us to correct it. If we agree, we will correct the information and, where appropriate, tell any third parties that received the inaccurate information.

9.3 The right to withdraw consent

You can withdraw consent for any non-essential collection or use, subject to legal or contractual restrictions.

9.4 The right to complain

If you are not satisfied with how we have handled your information, please tell us first — most issues can be resolved quickly. If you remain unsatisfied, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada:

• Website: priv.gc.ca
• Toll-free phone: 1-800-282-1376
• Mail: 30 Victoria Street, Gatineau, Quebec K1A 1H3

10. How we protect your information

We use safeguards appropriate to the sensitivity of the information we hold, including:

• Technical safeguards — encryption in transit (HTTPS/TLS) and at rest where feasible, access controls and authentication, and secured cloud storage;
• Organizational safeguards — confidentiality obligations in every Reverbs audio artist agreement and service provider contract, and an internal Privacy Officer responsible for compliance;
• Physical safeguards — secure handling of any physical media (gear kits, storage cards) before upload; and
• Incident response — procedures to detect, investigate, and respond to security incidents.

PIPEDA requires us to report breaches where there is a “real risk of significant harm” to the Privacy Commissioner of Canada and to affected individuals. If a breach affects you, we will notify you as soon as feasible.

11. Children

Reverbs is not directed at children. Our service is aimed at adults planning weddings. We do not knowingly collect personal information from children under the age of majority in their province of residence for any purpose other than incidental capture of a child’s voice or name at a wedding event.

12. Changes to this policy

We may update this policy from time to time. When we do, we will update the “Last updated” date at the top of this page. For material changes, we will post a clear notice on our website at least thirty (30) days before the change takes effect. For changes that affect your rights as a Client, we will contact you directly.

13. How to contact us

For privacy-related questions, requests, or complaints, contact our Privacy Officer:

• Email: privacy@reverbs.app
• Mail: Reverbs Privacy Officer, 1210 Southwood Dr, Ottawa, ON K2C 3C3

For general questions, contact us at hello@reverbs.app.

This Privacy Policy works alongside our Terms of Use, Cookie Policy, and Accessibility Statement.