Privacy Policy

White Sands Weddings is committed to protecting your privacy and being fully transparent about how we collect, use, and safeguard your personal information. Please read this policy carefully.

White Sands Weddings, operated by Mighty Oakes Productions LLC ("we," "us," or "our"), is a wedding photography and videography company based in Destin, Florida, serving couples throughout the Gulf Coast, across the United States, and internationally. We are deeply committed to protecting your privacy and being fully transparent about how we collect, use, store, share, and protect your personal information.

This Privacy Policy applies to all personal information collected through our website at whitesandsweddings.com, our contact and inquiry forms, our email and SMS communications, our client management systems, and any other channel through which you interact with White Sands Weddings.

By using our website, submitting an inquiry, signing a contract, communicating with us via SMS or email, or otherwise engaging with our services, you agree to the practices described in this Privacy Policy. If you do not agree with this policy, please discontinue your use of our website and services.

1. Information We Collect

We collect several categories of information depending on how you interact with us.

1.1 Information You Provide Directly

When you fill out a contact or inquiry form, communicate with us, sign a contract, or book our services, you may provide:

• Full legal name (and your partner's name)
• Email address
• Phone number (used for voice calls and SMS text messaging)
• Wedding date, venue name, and event location
• City, state, and country of your event
• Mailing address (if required for contracts, invoicing, or physical deliverables)
• Budget range and package preferences
• Referral source (how you found us)
• Personal details about your wedding vision, story, or preferences that you voluntarily share
• Payment information (processed securely by a third-party payment processor; we do not store full card numbers on our own systems)

1.2 Sensitive Categories of Information

In the course of documenting your wedding day, you may voluntarily share or we may observe information that falls into sensitive categories, such as religious or faith-based practices and ceremonies, cultural background and traditions, health or mobility considerations relevant to photography and filming logistics, and family structure and relationships. We collect this type of information only to the extent necessary to serve you well, and we treat it with heightened discretion.

1.3 Information Collected Automatically

When you visit our website, certain information is collected automatically through cookies and similar tracking technologies:

• IP address and approximate geographic location
• Browser type, version, and language settings
• Device type and operating system
• Pages visited, time spent on each page, and navigation paths
• Referring website or source (e.g., Google, Instagram, Pinterest, The Knot)
• Date and time of your visit
• Links clicked and form interaction data

1.4 Information Collected Through SMS Communications

If you opt in to receive SMS text messages from White Sands Weddings, we collect and store your mobile phone number, the content of messages sent and received, opt-in timestamp and method of consent, opt-out requests and timestamps, and message delivery status and carrier metadata.

1.5 Information From Third-Party Sources

We may receive information about you from third-party platforms including social media platforms (Instagram, Facebook, Pinterest, TikTok), wedding directories and marketplaces (The Knot, WeddingWire, Zola, Junebug Weddings, etc.), Google Business Profile interactions, and referrals from other vendors or past clients.

2. SMS Text Messaging — Opt-In, Opt-Out & Compliance

2.1 How We Use SMS

White Sands Weddings uses SMS text messaging to communicate with inquiring couples and booked clients for the following purposes:

• Responding to initial inquiries submitted through our website, social media, or directories
• Sending booking confirmations, payment reminders, and contract notifications
• Coordinating logistics, timelines, and day-of details
• Delivering links to online galleries, contracts, invoices, or scheduling tools
• Sending follow-up communications after your wedding day
• General client care communications throughout your experience with us

2.2 How to Opt In

You may opt in to receive SMS communications from White Sands Weddings through any of the following methods:

• By submitting your phone number through our website contact or inquiry form and indicating your consent to receive text messages
• By texting our business number directly to initiate a conversation
• By providing verbal or written consent at the time of booking or contract signing

By opting in, you expressly consent to receive text messages from White Sands Weddings. Your consent to receive SMS is never a condition of purchasing any service from us.

2.3 How to Opt Out

You may opt out of SMS communications at any time by replying STOP to any text message received from us. You may also reply HELP for assistance, or contact us directly via email. Upon receiving your STOP message, we will send one final confirmation and immediately cease all SMS communications. Opting out of SMS does not affect your contracted services or our ability to reach you via email or phone.

2.4 Message Frequency & Carrier Rates

Message frequency varies based on your inquiry status and proximity to your wedding date. Active booked clients may receive more frequent messages during the final weeks before their event. Standard message and data rates may apply depending on your mobile carrier plan. We are not responsible for charges incurred from your carrier.

2.5 SMS Infrastructure & Provider Independence

Our SMS messaging is delivered through a third-party communication platform. Our current provider is Twilio, Inc. (twilio.com). If we change SMS providers in the future, we will update this section to reflect that change. Regardless of which platform we use, the following standards always apply:

• We comply with the Telephone Consumer Protection Act (TCPA) and all applicable federal and state regulations governing text message communications
• We comply with CTIA (Cellular Telecommunications Industry Association) messaging guidelines
• We register our business phone numbers under 10DLC (10-Digit Long Code) standards as required by U.S. carriers
• We honor all opt-out requests immediately and maintain opt-out records
• We never share your phone number with third parties for their own marketing purposes
• We do not send unsolicited commercial text messages

3. Email Communications

3.1 Transactional Emails

We send transactional emails as a necessary part of our business relationship with you. These include inquiry responses, booking confirmations, contracts, invoices, gallery delivery notifications, and other communications directly related to your services. These emails are not marketing and cannot be opted out of while you have an active booking with us.

3.2 Marketing Emails

With your consent, we may send occasional marketing emails including newsletters, seasonal content, or updates we believe are relevant to engaged couples or past clients. You may opt out of marketing emails at any time by clicking the unsubscribe link in any email or by contacting us directly.

3.3 Email Platform

Our email communications are sent through our business email system. Direct client communication is handled through Google Workspace (Gmail). If we use a dedicated email marketing platform (such as Flodesk, Mailchimp, ConvertKit, or a similar service), that platform will be identified in the footer of any marketing emails we send. All providers handle your data in accordance with standard email service provider privacy practices.

4. How We Use Your Information

4.1 To Provide and Manage Our Services

• Processing your inquiry and responding to your questions
• Preparing and delivering contracts and invoices
• Coordinating your wedding day coverage including logistics, timelines, and vendor communication
• Delivering your final photo galleries and video films
• Managing your client record within our CRM and booking systems

4.2 To Communicate With You

• Sending booking confirmations, reminders, and important updates via email or SMS
• Answering questions about your package, timeline, or deliverables
• Providing important day-of information and follow-up after your event

4.3 To Improve Our Business

• Analyzing website traffic to understand how clients find and engage with our services
• Reviewing inquiry and conversion data to improve our offerings and client experience
• Collecting testimonials and client feedback (only with your explicit permission)

4.4 For Marketing Purposes (With Consent)

• Sharing your wedding photographs and films on our website, blog, and social media — only with your prior written consent as outlined in your signed contract
• Submitting your wedding for feature consideration in publications or directories — only with your explicit consent
• Sending our email newsletter or promotional updates if you have opted in

We will never sell your personal information to third parties for use in their own marketing.

4.5 Legal and Compliance Purposes

• Maintaining business, tax, and accounting records as required by law
• Responding to legal requests, subpoenas, or regulatory inquiries
• Enforcing our contracts and protecting our legal rights and interests

5. Photography, Videography & Use of Your Likeness

5.1 Your Images and Films

The images and films we create are the primary product of our services, and their use is governed by your signed contract. Generally, you receive a personal use license for non-commercial use including printing, sharing on personal social media, and gifting. White Sands Weddings retains full copyright ownership of all photographs and films created. We may use your images and films for portfolio and promotional purposes unless you have specifically restricted this in writing.

5.2 Marketing Use Consent

We honor the image consent preferences outlined in your contract. If you have requested a private or restricted arrangement, we will not publicly publish your images or films without your explicit written permission. If your preferences change after your wedding, please contact us and we will update our records accordingly.

5.3 AI-Assisted Editing Tools

We may use artificial intelligence-assisted editing tools as part of our post-production workflow, including AI-powered color correction, image culling, retouching, video stabilization, or noise reduction. Any AI tool used processes your images solely for the purpose of editing and delivering your final product. We do not use AI tools that train on your images or share them with third parties for model development purposes. If our use of AI editing tools changes materially, we will update this section.

5.4 Guest Photographs

Your guests who appear in images and films captured on your wedding day have not individually consented to our terms. As the contracting couple, you represent that you have the authority to authorize photography and videography at your event, including the incidental appearance of guests. We take reasonable care not to publish images in a manner that would be harmful to identifiable individuals. If a guest contacts us with a concern about an image in which they appear, we will handle that request in good faith.

6. How We Share Your Information

We do not sell, rent, or trade your personal information. We share your information only in the limited circumstances below.

6.1 Service Providers (Current Vendor List)

We work with trusted third-party vendors to operate our business. Below is our current vendor list by category. This list will be updated as our provider relationships change.

Communication & Messaging:

• SMS platform (currently Twilio, Inc.) — phone number, message content, opt-in/opt-out records
• Email platform (currently Google Workspace / Gmail) — email address, message content
• Email marketing platform (identified in email footer when used) — email address, name, opt-in status

Website & Client Experience:

• Website platform (currently Showit) — website visitor analytics, form submissions
• Scheduling platform (currently Calendly or similar) — name, email, phone, availability
• Client gallery delivery platform (currently Pixieset, Pic-Time, or similar) — name, email, gallery access

Business Operations:

• CRM / client management system (currently Google Sheets with Google Apps Script, or similar) — full client record
• Accounting platform (currently QuickBooks / Intuit) — name, email, payment records, invoices
• Payment processor (currently Stripe, Square, or similar) — payment data processed under PCI-DSS compliance
• Cloud storage (currently Google Drive) — contracts, files, media

Analytics & Marketing:

• Google Analytics — anonymized website usage data
• Meta Business Suite (Facebook/Instagram) — anonymized advertising data via Meta Pixel
• Pinterest — anonymized ad performance data via Pinterest Tag

6.2 Other Wedding Vendors

In the normal course of coordinating your wedding, we may share limited information — such as your name, wedding date, and venue — with other vendors involved in your event (e.g., your wedding planner, venue coordinator, DJ, or florist). We share only what is necessary for coordination purposes.

6.3 Legal Requirements

We may disclose your personal information if required by law, court order, subpoena, or government regulation, or if we reasonably believe disclosure is necessary to protect the rights, property, or safety of White Sands Weddings, our clients, or others.

6.4 Business Transfers

In the event of a merger, acquisition, or sale of assets involving Mighty Oakes Productions LLC, your personal information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website prior to your information becoming subject to a different privacy policy.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy and to meet our legal, accounting, and contractual obligations.

• Inquiry data (non-booked leads): up to 2 years from date of inquiry
• Client contract and booking records: minimum 7 years from contract date
• Payment and invoicing records: minimum 7 years, per IRS and accounting requirements
• Photographs and video files: backup copies retained for a minimum of 1 year post-delivery; long-term archival is not guaranteed and is not a substitute for maintaining your own copies
• SMS message logs: up to 3 years for compliance and TCPA record-keeping purposes
• Email communications: minimum 3 years
• Website analytics data: determined by platform retention settings (typically 14–26 months for Google Analytics)

After the applicable retention period, we will securely delete or anonymize your personal information.

8. Cookies & Tracking Technologies

8.1 Types of Cookies We Use

• Essential cookies: Required for the website to function. Cannot be disabled and do not collect personal information.
• Analytics cookies: Collect anonymized data about how visitors use our website. Currently powered by Google Analytics.
• Marketing and retargeting cookies: Allow us to show relevant advertisements on platforms such as Facebook, Instagram, and Google. Currently implemented via Meta Pixel and Pinterest Tag.
• Preference cookies: Remember your settings or choices on our website to improve your experience.

8.2 Do Not Track Signals

Some browsers transmit a "Do Not Track" (DNT) signal to websites. Our website does not currently respond to DNT signals in a standardized way, as no uniform industry standard has been established. We encourage you to use the opt-out tools described below.

8.3 Managing Cookies

You may control and delete cookies through your browser settings at any time. You may opt out of Google Analytics at tools.google.com/dlpage/gaoptout. For Meta advertising preferences, visit facebook.com/adpreferences. For Pinterest, visit pinterest.com/settings.

9. Payment Information & PCI Compliance

All payment transactions are processed through a third-party payment processor that maintains Payment Card Industry Data Security Standards (PCI-DSS) compliance. We do not directly collect, transmit, or store your full credit card number, CVV, or bank account number on our own systems or servers.

Our current payment processor(s) may include Stripe, Square, QuickBooks Payments, or similar PCI-compliant platforms. If you believe your payment information has been compromised through any interaction with White Sands Weddings, please contact us immediately and notify your financial institution.

10. Your Privacy Rights

We honor the following rights for all clients, regardless of location.

10.1 Right to Access

You may request a copy of the personal information we hold about you. We will respond within 30 days.

10.2 Right to Correction

If any information we hold is inaccurate or incomplete, you have the right to request that we correct it.

10.3 Right to Deletion

You may request deletion of your personal information. We will honor this request to the extent permitted by applicable law and contractual obligations. Certain records may be required for legal or accounting purposes.

10.4 Right to Opt Out of Marketing

You may opt out of marketing emails at any time using the unsubscribe link in any email. You may opt out of SMS at any time by replying STOP. Opting out of marketing does not affect transactional communications related to your active booking.

10.5 Right to Data Portability

Upon request, we will provide your personal information in a commonly used, machine-readable format to the extent technically feasible and legally required.

10.6 California Residents (CCPA / CPRA)

California residents have rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including the right to know what personal information is collected, the right to delete and correct personal information, the right to opt out of the sale or sharing of personal information (we do not sell personal information), the right to limit use of sensitive personal information, and the right to non-discrimination for exercising your privacy rights.

10.7 European & UK Residents (GDPR / UK GDPR)

If you are located in the European Economic Area or United Kingdom, you have rights under GDPR or UK GDPR including the right to access, rectification, erasure, restriction of processing, data portability, and the right to object to processing. Our lawful basis for processing is primarily contract performance and legitimate business interest. You have the right to lodge a complaint with your local data protection supervisory authority.

10.8 Exercising Your Rights

To exercise any of the rights described above, please contact us at the email address listed in Section 18. We will verify your identity before processing your request and will respond within the timeframe required by applicable law (generally 30 to 45 days).

11. Data Security

We implement reasonable technical, administrative, and physical safeguards to protect your personal information, including HTTPS/TLS encryption for all data transmitted through our website, password-protected and access-controlled systems for client files and records, use of reputable security-audited third-party platforms, and access controls that limit team member access to personal information on a need-to-know basis.

Despite these measures, no method of internet transmission or electronic storage is 100% secure. In the event of a data breach reasonably likely to affect your personal information, we will notify you in accordance with applicable law.

12. Children's Privacy

Our services are intended for adults — specifically engaged couples and their families. We do not knowingly collect personal information from children under the age of 13. Children may appear in wedding photographs and films as guests or members of the wedding party. We treat images of minors with heightened discretion and do not individually highlight minors in our marketing without the explicit consent of their parent or guardian. If you have a concern about an image of a minor in our public portfolio, please contact us promptly.

13. Third-Party Links & External Platforms

Our website may contain links to third-party websites including social media platforms, wedding directories, vendor websites, and online galleries. This Privacy Policy applies only to our own website and direct communications. We are not responsible for the privacy practices of any third-party site and encourage you to review their policies before providing personal information. Social media platforms including Instagram, Facebook, Pinterest, and TikTok collect their own data about your interactions with our profiles, governed by their respective privacy policies.

14. International Clients & Cross-Border Data Transfers

White Sands Weddings serves clients from across the United States and internationally. If you are located outside the United States, please be aware that your personal information will be transferred to, stored, and processed in the United States, where our business operations are based. U.S. data protection laws may differ from those in your home country. By using our services or providing us with your information, you consent to this transfer. We take reasonable steps to ensure your information receives appropriate protection consistent with this Privacy Policy.

15. Governing Law & Dispute Resolution

This Privacy Policy and any disputes arising from it are governed by the laws of the State of Florida, without regard to its conflict of law provisions. Any dispute related to this Privacy Policy will be resolved in the courts of competent jurisdiction located in Okaloosa County, Florida, unless otherwise required by applicable law.

Before initiating any formal legal action, we encourage you to contact us directly to attempt to resolve your concern informally. We will make a genuine effort to address any privacy-related concern within 10 business days of receiving your written complaint.

16. Accessibility

We are committed to making this Privacy Policy accessible to all individuals, including those with disabilities. If you experience difficulty accessing this policy on our website or need this information in an alternative format, please contact us and we will provide a reasonable accommodation.

17. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time to reflect changes in our business practices, legal requirements, technology, or service providers. All changes will be reflected in an updated effective date at the top of this policy.

For material changes — those that meaningfully affect your rights or our data practices — we will provide notice via email to active clients and/or a prominent notice on our website at least 14 days before the changes take effect. Your continued use of our website or services after the updated policy takes effect constitutes your acceptance of the revised terms.

18. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or the handling of your personal information, please reach out. We will respond to all privacy-related inquiries within 10 business days.

Disclaimer: This Privacy Policy was prepared for Mighty Oakes Productions LLC d/b/a White Sands Weddings and reflects our current business practices as of the effective date above. This document does not constitute legal advice. Laws governing privacy, data protection, and electronic communications change frequently. We recommend periodic review of this policy with a licensed attorney familiar with Florida law, federal privacy regulations including TCPA, CAN-SPAM, and COPPA, and any applicable state or international privacy laws relevant to your client base.