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POPIA COMPLIANCE STATEMENT

The Wedding Studio · a division of Regi Health Pty Ltd · Last updated 19 July 2026

1. INTRODUCTION

1.1 The Wedding Studio is committed to protecting the privacy and personal information of our Clients, Guests, and website visitors.

1.2 This POPIA Compliance Statement outlines our commitment to complying with the South African Protection of Personal Information Act, 2013 (POPIA) .

1.3 POPIA is South Africa's data protection law that regulates how organisations collect, use, store, and share personal information.

1.4 This Statement should be read together with our:

  • Terms and Conditions
  • Privacy Policy
  • Cookies Policy
  • Data Breach Response Plan

2. OUR COMMITMENT

2.1 The Wedding Studio is committed to:

  • Lawful Processing: Collecting and processing personal information only for lawful, legitimate purposes.
  • Transparency: Being open and honest about how we collect, use, and store personal information.
  • Security: Implementing appropriate technical and organisational measures to protect personal information.
  • Accountability: Taking responsibility for our data processing activities.
  • Data Subject Rights: Respecting and facilitating the rights of individuals regarding their personal information.
  • Continuous Improvement: Regularly reviewing and updating our data protection practices.

2.2 We view compliance with POPIA not just as a legal obligation, but as a fundamental aspect of building trust with our Clients and Guests.

3. INFORMATION OFFICER

3.1 In accordance with POPIA, The Wedding Studio has appointed an Information Officer.

Information Officer:

  • Vince Willett
  • Email: info@theweddingstudio.co
  • Phone: 079 471 9268

3.2 The Information Officer is responsible for:

  • Ensuring compliance with POPIA
  • Overseeing data protection practices
  • Handling data subject requests
  • Managing data breach responses
  • Liaising with the South African Information Regulator

3.3 Any questions, concerns, or requests regarding personal information should be directed to the Information Officer.

4. LAWFUL GROUNDS FOR PROCESSING

4.1 The Wedding Studio processes personal information only on the following lawful grounds:

Performance of a Contract:

  • Processing Client and Guest information to provide the Service
  • Generating QR Codes, storing Content, and enabling uploads
  • Processing payments and sending invoices

Legitimate Interest:

  • Improving our website, services, and user experience
  • Communicating with Clients about their bookings
  • Moderating Content (either by us or by the Client's appointed moderator)

Consent:

  • Sending marketing communications (only with explicit consent)
  • Any processing beyond what is necessary for the Service

Legal Obligation:

  • Complying with POPIA, tax laws, and other legal requirements
  • Responding to lawful requests from authorities

5. DATA SUBJECT RIGHTS

5.1 Under POPIA, individuals have the following rights regarding their personal information:

RightDescription
Right to AccessYou may request a copy of the personal information we hold about you.
Right to CorrectionYou may request that we correct or update inaccurate or outdated information.
Right to DeletionYou may request that we delete your personal information (subject to legal retention obligations).
Right to ObjectYou may object to our processing of your information for marketing purposes.
Right to Withdraw ConsentYou may withdraw your consent to marketing communications at any time.
Right to Lodge a ComplaintYou may lodge a complaint with the South African Information Regulator if you believe your rights have been violated.

5.2 To exercise any of these rights, please contact our Information Officer:

  • Email: info@theweddingstudio.co
  • Phone: 079 471 9268

5.3 We will respond to all requests within 30 days as required by POPIA.

6. SECURITY MEASURES

6.1 The Wedding Studio implements reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access, disclosure, or use
  • Accidental loss, alteration, or destruction
  • Cyberattacks, malware, or hacking attempts

6.2 Our security measures include:

  • Encryption: Data is encrypted in transit and at rest.
  • Access Controls: Access to personal information is restricted to authorised personnel only.
  • Password Protection: All systems are password-protected with strong password policies.
  • Regular Monitoring: We regularly monitor our systems for security threats.
  • Secure Payment Processing: All payments are processed via trusted, secure payment gateways.
  • Third-Party Vetting: We only work with third-party providers who have adequate security measures in place.

6.3 While we take reasonable steps to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to continuous improvement of our security practices.

7. DATA RETENTION

7.1 The Wedding Studio retains personal information only for as long as necessary to fulfil the purposes for which it was collected.

  • Client Information: Retained for as long as necessary to provide the Service and comply with legal obligations (e.g., tax records).
  • Guest Content: Stored for 6 months from the wedding date, after which it is permanently deleted.
  • Marketing Data: Retained until you withdraw your consent.
  • Communication Data: Retained as necessary for record-keeping and legal purposes.

7.2 After the retention period expires, all personal information is securely deleted or anonymised.

8. DATA SHARING

8.1 The Wedding Studio does not sell, rent, or trade personal information to third parties.

8.2 We may share personal information only in the following circumstances:

  • Payment Gateway: To process payments securely.
  • Cloud Storage Provider: To store uploaded Content and Client data.
  • Our Moderators: To review and approve/reject Content (if you choose our moderation service).
  • Legal Authorities: If required by law or to protect our rights.
  • Your Appointed Moderator: If you choose to appoint your own moderator.

8.3 We ensure that all third-party providers comply with POPIA and have appropriate security measures in place.

9. INTERNATIONAL DATA TRANSFERS

9.1 The Wedding Studio may transfer personal information to countries outside South Africa (e.g., where our cloud providers are based, such as AWS or Google Cloud).

9.2 We ensure that such transfers comply with POPIA requirements, including:

  • Ensuring the recipient country has adequate data protection laws
  • Implementing appropriate contractual safeguards
  • Obtaining consent where required

9.3 By using our services, you consent to the transfer of your information to these jurisdictions.

10. DIRECT MARKETING

10.1 The Wedding Studio will only send marketing communications (e.g., newsletters, special offers, updates) with explicit consent.

10.2 You may opt out of marketing communications at any time by:

  • Clicking the "Unsubscribe" link in our emails
  • Contacting our Information Officer directly

10.3 We do not share your contact details with third parties for marketing purposes.

11. CHILDREN'S PRIVACY

11.1 Our services are not directed at children under the age of 18.

11.2 We do not knowingly collect personal information from children without parental consent.

11.3 If a Guest uploads Content that includes images of children, we rely on the Guest to ensure they have the necessary consent from the child's parent or guardian.

12. DATA BREACH RESPONSE

12.1 In the event of a data breach that is likely to result in harm to data subjects, The Wedding Studio will:

  • Contain the breach: Take immediate steps to stop further unauthorised access.
  • Assess the impact: Determine what personal information was compromised.
  • Notify affected individuals: Inform data subjects as soon as reasonably possible.
  • Notify the Regulator: Report the breach to the South African Information Regulator as required by POPIA.
  • Mitigate harm: Take all reasonable steps to reduce the risk of harm.
  • Review and improve: Update security measures to prevent future breaches.

12.2 If you suspect a breach has occurred, please contact our Information Officer immediately:

  • Email: info@theweddingstudio.co
  • Phone: 079 471 9268

13. COMPLAINTS

13.1 If you are not satisfied with how we have handled your personal information, you have the right to lodge a complaint with:

  • South African Information Regulator
  • Website: https://www.justice.gov.za/inforeg/
  • Email: inforeg@justice.gov.za
  • Phone: 012 406 4818

13.2 We encourage you to contact us first to resolve any concerns before escalating to the Regulator.

14. REVIEW AND UPDATES

14.1 The Wedding Studio will review this POPIA Compliance Statement regularly to ensure it remains accurate and up to date.

14.2 Updates will be published on our website at theweddingstudio.co/popia-compliance-statement.

14.3 We encourage you to review this Statement periodically.

15. CONTACT US

  • If you have any questions, concerns, or requests regarding this POPIA Compliance Statement or how we handle your personal information, please contact our Information Officer:
  • The Wedding Studio
  • A division of Regi Health Pty Ltd
  • Information Officer: Vince Willett
  • Email: info@theweddingstudio.co
  • Phone: 079 471 9268
  • Address: 236 Vaandrager, Dorandia, Pretoria, 0182, South Africa
  • Last Updated: 19 July 2026