Privacy Policy

1. Overview

This Privacy Policy explains how The Willow Book (“we,” “us”) collects, uses, and shares information when you use the personal event guestbook service at toastboard.web.app (the “Service”). Guests do not create accounts. Hosts sign in with Google or email to create and keep guestbooks; the host link remains a spare credential for moderation.

2. Information we collect

Depending on how you use the Service, we may process:

• Event details you provide when creating a guestbook, such as the event or host display name (for example couple names, a celebrant name, or an honoree name), optional event date, welcome message, theme color, and sign design.
• Guest Content submitted to a guestbook: optional guest name, note text, photos, and short videos (under 10 MiB).
• Host account data when you sign in: email address and authentication identifiers from Google or email/password sign-in, used to tie guestbooks to your account.
• Host credentials: a host token associated with your guestbook. We store a cryptographic hash of the host token so we can verify the host link; we do not store the raw token on our servers after creation.
• Technical data typical of web services, such as IP address, browser type, and request logs processed by our hosting and infrastructure providers.
• Browser storage on your device: a local “keepsafe” copy of host details and optional slideshow preferences for a guestbook. This stays in your browser unless you clear site data.

We do not ask guests for email, phone number, or payment card details as part of ordinary guestbook use. Hosts provide an email address (or use Google) when signing in.

3. How we use information

We use information to:

• Operate guestbooks, guest forms, live guestbooks, and slideshows
• Process uploaded videos into a browser-compatible display copy using Firebase Cloud Functions (including transcoding or remuxing as needed)
• Verify host links and signed-in host access, and allow hosts to hide or remove Guest Content
• Secure, maintain, and improve the Service
• Comply with law and enforce our Terms

4. Public guestbook content

Guest Content posted to a guestbook is intended to appear on that event’s public guestbook and may appear in a slideshow. Anyone with the guest or guestbook link can view it. Do not submit information you do not want shown publicly for that event.

5. Sharing and processors

We use Google Firebase (including Hosting, Firestore, Storage, and Cloud Functions) to host and run the Service. Video uploads are stored temporarily in Firebase Storage and processed by Cloud Functions on Google’s infrastructure. We also load fonts from Google Fonts. These providers process data on our behalf to deliver the Service. We do not sell your personal information.

6. Retention and deletion

Event and Guest Content remain available while the guestbook exists, subject to host moderation and Service availability. When a host hides Guest Content, we mark it hidden and, when possible, delete associated photos, processed videos, and raw upload files from storage. After a video is processed, we delete the original raw upload when possible and keep the display copy needed to show the message in the guestbook. Browser keepsafe and slideshow settings remain until you clear them. We may retain limited technical logs for security and operations for a reasonable period.

7. Security

We use reasonable technical measures appropriate to a guestbook service, including hashed host tokens and access rules on our data stores. No method of transmission or storage is completely secure. Protect your host link; anyone who has it can moderate that guestbook.

8. Children’s privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided information, stop using the guestbook and remove Guest Content via the host link where possible.

9. International processing

The Service is hosted on infrastructure that may process data in the United States or other countries where our providers operate. By using The Willow Book, you understand that information may be transferred to and processed in those locations.

10. Your choices

Guests choose what name, text, photos, and videos to submit. Hosts can hide Guest Content with the host link or from their signed-in account. You can clear local keepsafe and slideshow data in your browser. Hosts can sign out and request account deletion through ordinary Service features as we make them available.

11. Changes

We may update this Privacy Policy by posting a revised version with a new effective date. Continued use of the Service after changes means you accept the updated policy.

12. Related terms

Use of the Service is also governed by our Terms and Conditions.

13. Contact

Privacy questions may be directed to The Willow Book through the site at toastboard.web.app.