Privacy policy

This policy explains what Hollow Oak Films ("we", "us") collects when you use our website, inquire about a wedding, book with us, or use your couple portal, and what we do with it.

What we collect

When you inquire: your names, email, phone, wedding date, venue and city, guest count, the package and add-ons you're interested in, how you heard about us, and anything you tell us in your message.
When you book: the details on your proposal and agreement, your typed name and drawn signature, and the date, time, IP address and browser used when you signed. We keep this as a record of the agreement.
When you pay: card payments are handled by our payment processor (Stripe or Square). We see the amount, the date and the last digits of the card, but we never receive or store your full card number.
Planning details: your answers to the planning questionnaire, such as your timeline, addresses, the names of family members and the wedding party, music choices, and notes you share with us.
Your wedding: the footage and films we make of your day, which include you, your guests and your venue.
Reviews: if you leave a review, your rating, the text and the name you choose to show.
Messages: the emails and text messages we send you and whether they were delivered.

Cookies

We use a small number of cookies the site needs to work, such as the one that keeps you signed in to your couple portal. We don't use advertising or tracking cookies. Some pages load fonts from Google Fonts, and films play through embedded YouTube or Vimeo players, which may set their own cookies when you press play. Their privacy policies apply to those services.

How we use it

To reply to your inquiry, check our availability and send you a proposal.
To prepare your agreement and payment schedule, take payments, and send receipts and reminders.
To plan and film your wedding. Your timeline, addresses and key people are shared with the filmmakers assigned to your day.
To edit, preview and deliver your films, and to handle the changes you request.
To show our work. We may use footage and films in our portfolio and marketing as described in your agreement, unless you ask us not to.
To keep the records we're required to keep for tax and accounting.

Who we share it with

We don't sell your information or share it for advertising. We share only what's needed with:

the filmmakers and editors who work on your wedding;
the companies that run parts of our service for us: website hosting, our payment processor, and the services we use to send email and text messages;
anyone we're required to share it with by law.

How long we keep it

We keep inquiries that don't turn into bookings for up to two years, and booking, agreement and payment records for as long as the law requires (usually seven years). We keep your films and footage for as long as your agreement says, and we may keep a copy of your film for our archive.

Your choices

You can ask us to show you the information we hold about you, correct it, or delete it, unless we need to keep it for a booking, a legal requirement or our records. You can opt out of having your film used in our portfolio by telling us in writing. Depending on where you live, privacy laws may give you other rights, and we'll honor them. To make a request, email [email protected].

Children

Our website isn't meant for children under 13, and we don't knowingly collect their information online. Children may appear in footage of a wedding.

Security

We protect your information with secure connections, limited staff access and password-protected accounts. No system is perfectly secure, so please keep your portal and film links to yourself.

Changes to this policy

If we change this policy, we'll post the new version here and update the date at the top.

Contact us

Hollow Oak Films
Austin, TX
[email protected]
(512) 555-0186