Privacy policy

This is a courtesy translation. The Italian version of this privacy policy is the legally binding one; if there is any discrepancy, the Italian text prevails.

Thank you for using Balance.

Our mission is to help you run an event like a true professional.

We have written this policy to help you understand what information we collect, how we use it and what choices you have. Some of what follows is necessarily technical, but we have done our best to explain it simply and clearly. Any questions or comments about this policy are welcome.

We collect information in several ways:

1. When you give information to us, or allow us to obtain it.

Specifically, when you buy and use Balance, you provide us with:

• your first name and surname;
• your Italian tax code (codice fiscale);
• your email address;
• billing information;

2. If you connect your WhatsApp Business number

Balance lets you connect the WhatsApp Business number you use for work. If you choose to do so, we receive a copy of the messages exchanged on that number with couples, their family members and suppliers, along with any attachments (images, documents, voice notes) and the profile name your contacts have set on WhatsApp.

We use this data for one purpose only: to file each message with the event it relates to, alongside the emails and notes, so that each wedding has a single record. We do not sell it, and we do not disclose it to third parties for their own purposes, nor do we use it for advertising. We never write to anyone of our own initiative. The only exception is the providers we need in order to run the service, listed further down: they process the data only on our instructions.

You can revoke the connection at any time: disconnect the number from the Balance settings and, from that point on, we receive nothing further. To request the erasure of messages already filed, write to [email protected].

You can also exclude individual numbers: messages from an excluded number are deleted, and no further messages from it are collected.

3. When you use Balance, we also receive technical information

Whenever you use a website, mobile application or other internet service, some information is created and recorded automatically. The same applies when you use Balance. These are some of the kinds of information we collect:

• Log data. When you use Balance, our servers record certain information ("log data"), including the information your browser sends automatically when you visit a website. This log data includes your IP address, your browser’s address, type and settings, the date and time of the request, how you use Balance, cookie data and device data.
• Cookie data. We also use "cookies" (small text files sent from your computer every time you visit our website, unique to your Balance account or your browser) or similar technologies to capture log data. When we use cookies or other similar technologies, we use session cookies (which last until the browser is closed) or persistent cookies (which last until you or your browser delete them). For example, we use cookies to store language preferences or other settings, so that you do not have to set them every time you use Balance. Some of the cookies we use are linked to your Balance account (including information about you, such as the email address you gave us); others are not. For detailed information on how we use cookies, see our Cookie Policy.

What we do with the information we collect:

We use the information we collect to provide you with the Service. To do this, we need to use your information to:

• Identify you when you use Balance and process your requests.
• Respond to your questions or comments.

We also have a legitimate interest in using your information in this way, for similar reasons. That interest is essential to the nature of the Service we provide. In short, we need to do this to make the Service relevant, engaging and personal, exactly as we promise, and that is in both our interests.

We also have a legitimate interest in improving Balance, maintaining our relationship with you and protecting our users. We both benefit when we use your information to:

• Improve Balance and offer new features.
• Send you updates about what happens in your workspace, and news, by email, depending on the settings you have chosen. You can stop these at any time by updating your settings.

We have a legitimate interest in using the information we collect to personalise your experience on Balance.

In addition to the specific circumstances set out above, we will also use the information, with your consent, to:

• Send you marketing material by email, based on your account settings. Every time we send marketing material, we include a way to unsubscribe.

We also rely on your consent when we use cookies to:

• Measure how the site is used and how our campaigns perform, through the analytics and marketing cookies described in the cookie policy. They are set only if you consent, and you can change your mind at any time.

To find out more about how we use cookies and the options available to you, see our Cookie Policy.

How we transfer information:

Balance is an Italian service, and your data stays within the European Economic Area: the infrastructure that hosts your workspace and the service that sends transactional emails are both in the European Union.

There are three exceptions, and we list them. Stripe, which handles subscription payments. Meta, only if you enable the WhatsApp Business connection. OpenAI, only if you use the artificial intelligence features. In each case the transfer takes place under the safeguards set out in Chapter V of the GDPR. If you do not enable WhatsApp, none of your event data reaches Meta; if you do not use the AI features, no content reaches OpenAI.

Your choices about your information:

Our aim is to give you simple, meaningful choices about your information. If you have a Balance account, many of those choices are built directly into Balance or its settings. For example, you can:

• Change the information in your profile at any time.
• Close your account at any time. When you close your account, we deactivate it and remove the data you entered in Balance, except for anything we are required to keep by law — billing records, for instance — or to defend ourselves in a dispute. The section on retention explains what data this is and how long we keep it.
• Disconnect your WhatsApp number in the settings at any time.

How to ask us to delete your data: write to [email protected], giving the email address for your Balance account. We will delete it within 30 days and confirm this in writing once it has been done. This does not include data we are required to keep by law, or to defend a legal right of our own: if there is any, we will say so in the confirmation.
We honour the Global Privacy Control (GPC) signal if your browser sends it: we treat it as a request not to share your data for advertising purposes. The older “Do Not Track” signal is no longer supported consistently across browsers and offers no equivalent guarantee.

Other choices are provided by the device or software you use to access Balance. For example:

• Your browser lets you control cookies and other locally stored data.
• Your device lets you choose whether and how to share files and photos with us when you upload them to Balance. Balance does not collect your location or use advertising identifiers.

For more on these options, see the guidance from your device or software provider.

When and how we share information:

No one can see the information in your profile. To run the service, we do rely on a small number of providers. In some cases, the law may also require us to disclose data. We list both below.

We share your information with:

• Law enforcement authorities and government agencies. We share information only where we believe disclosure is reasonably necessary to comply with a law, regulation or legal request; to protect the safety, rights or property of the public, any person or Balance; or to detect, prevent or otherwise address fraud, technical issues or security issues.
• Providers that process data on our behalf, on our instructions and only to the extent needed to run the service:
  • the infrastructure that hosts your workspace and the files you upload, which is located in the European Union;
  • the service that sends transactional emails (confirmations, reminders and payment notices), which is located in the European Union;
  • the artificial intelligence service that processes content when you use the AI features, based in the United States.
• Two parties that, for the data they receive, decide for themselves why and how to process it, and are directly responsible for it under their own privacy policies:
  • Stripe, which collects subscription payments. It receives billing and payment data — not the contents of your events — and also processes it to meet obligations of its own, such as fraud prevention and anti-money-laundering rules. Stripe is responsible for that data under its own privacy policy.
  • Meta, in two distinct cases and only with your consent: measuring advertising campaigns, if you accept marketing cookies, and WhatsApp messages, if you connect your WhatsApp Business number. If you do neither, Meta receives nothing. It answers for what it receives under its own privacy policy.

How long we keep information:

We will keep your information only for as long as we need it to provide the Balance service and to fulfil the purposes described in this policy. The same applies to the parties we share information with and to the providers that perform services on our behalf. When we no longer need to use your information, and no longer need to keep it to meet legal or regulatory obligations, we will delete it from our systems or anonymise it so that you can no longer be identified.

How we protect your data:

Balance takes a Privacy by Design and by Default approach. We implement technical and organisational measures appropriate to ensure the security of personal data in accordance with Articles 25 and 32 of the GDPR. Data is encrypted using advanced algorithms (AES-256 at rest and TLS 1.2+ in transit) to prevent unauthorised access, alteration or improper disclosure.

Access to data follows the principle of least privilege: each person can reach only what their role requires. Multi-factor authentication (MFA) is available on request for administrative access. Access to the storage and processing systems is logged.

We also use Data Loss Prevention (DLP) and incident response procedures to detect, report and mitigate any security breaches, in line with the obligations set out in Article 33 of the GDPR on personal data breach notification.

Our policy on children's information:

Balance may not be used by anyone under 13. If you live in the EEA, you may use Balance only if you have reached the age at which you can consent to data processing under the laws of your country. Otherwise, you may use it only if you can give us verifiable consent from your parent or legal guardian. If you are a parent or legal guardian and you discover that your child is using Balance without permission, contact us.

Options available to you:

The options available to you for the data we hold are set out below. To exercise them, contact us. If you are resident in the EEA, you can:

• Access the data we hold about you. We will normally provide it within 30 days of your request.
• Request the correction or erasure of your data. You can update your information in the settings. If you have any difficulty updating it, or you want it deleted, contact us.
• Object to the processing of your information. You can ask us to stop using your data, including where it is used to send you marketing email. If you opt out of marketing you will still receive service messages about your account, such as subscription renewal notices. We send marketing material only with your consent; if you would rather not receive it, you can unsubscribe at any time.
• Ask us to send your information to another company, where we hold it with your consent or to perform a contract with you, and where this is technically feasible.
• Lodge a complaint with a supervisory authority. If you live in the EEA and believe we have not complied with data protection law, you can contact the supervisory authority in your own country, or the Italian authority — the Garante per la protezione dei dati personali — since that is where we are established.

If you are a US resident:

If you live in California, Virginia, Colorado, Connecticut, Utah, Texas or Oregon, your state law gives you certain rights over your personal data. We give you those rights wherever you are. The section Options available to you above already lists them, and they apply in the same way.

We do not sell your personal data, and we do not share it for cross-context behavioural advertising. We never have, and we have no intention of starting. That is why you will not find a “Do Not Sell or Share My Personal Information” link: there would be nothing to opt out of.

We do not treat you differently if you exercise any of these rights: no reduced service, no different price. To exercise them, write to the address given at the foot of this page. We will reply within the time limits set by your state law.

How we change this policy:

We may change this policy from time to time. If we do, we will publish the changes on this page. If you use Balance after those changes, you accept the new policy. If the changes are substantial, we may publish a notice or ask for your consent, as required by applicable law.

Contact us:

The best way to contact us is through our website. The data controller is LEYDEN S.R.L., with its registered office in Lonato del Garda (BS) 25017, Italy. For any question about personal data, please contact Valeria Ferrari.

You can send any request to this email address: [email protected]

Effective from 1 April 2025