Your project is shared only with its authorized team.

Optional email-code sign-in

When enabled, approved project members can request an eight-digit sign-in code at their invited email address. It expires after ten minutes, works only once in the requesting browser or app, and does not create public project access. Codes are delivered through our Google Apps Script and Gmail work-account service; only hashed verification values are stored in Project Room, not the code itself. Short-lived challenges include the requested email and a hashed network address to help prevent abuse.

An encrypted-connection, HTTP-only cookie keeps you signed in for up to thirty days. The server stores a hashed session token and rechecks project eligibility. Sign out revokes that session; removing project access or completing account erasure also prevents it from opening the project. Do not share sign-in codes. Website Sign in with ChatGPT remains available and never shares your ChatGPT password with The KL Media.

Assigned review passwords

The owner can assign a revocable password only to a dedicated fictional Client invitation for independent app review. It does not create public sign-up or grant staff access. Passwords expire after thirty days; their signed-in sessions last at most twenty-four hours. Only salted password hashes and hashed session tokens are stored. Every request rechecks the invitation and its single-project Client scope. Revocation, rotation, lost eligibility, or account erasure prevents further access. Ordinary invitation-only email-code and website ChatGPT sign-in remain available.

Optional Home Screen photo

The iPhone widget can show a small thumbnail of your latest available couple profile photo only when you turn on its photo option, which is off by default. The thumbnail can be seen by anyone who can see your Home Screen. It is downloaded through the same signed-in project-access checks as the original photo.

The app and widget keep the thumbnail in their local shared cache, excluded from cloud synchronization and device backups. Saved widget information is valid for thirty minutes without a successful refresh. Turning off the option or signing out clears the app’s cached thumbnail and requests a widget refresh. iOS controls when its rendered Home Screen image updates. Open the app to refresh changes made elsewhere, including photo removal or revoked project access.

What is stored

• Invitation and role information needed to unlock the correct client, producer, or editor workspace.
• Questionnaire responses, creative direction, schedule details, messages, milestone history, review notes, and delivery links.
• Photos, title-card references and PNGs, wedding films, and project materials you intentionally upload or link.
• Notification delivery status and device subscriptions you explicitly enable.
• Safety reports, the reported content version or file reference, and the owner’s review history.

Who can see it

• Clients see their own project workspace.
• Project producers manage the active record and approvals.
• The assigned editor receives only the approved, released handoff and the project conversation needed for the edit.

Our Love Story & AI

Each client has separate story answers. Shared answers are visible to the project’s clients and producer. Producer-only answers stay hidden from other clients and editors. Surprise answers stay hidden from other clients; an assigned editor receives the exact note only when its author explicitly allows it and the producer releases the reviewed blueprint.

Only shared answers with the separate AI permission checked are sent to OpenAI to prepare a Film Blueprint. Private answers and surprise notes are excluded. The request does not ask OpenAI to store a reusable response, but provider processing and retention policies still apply. The draft requires client review and producer release before editor access.

Changing an answer or its privacy removes access to the earlier blueprint inside Project Room. Previously downloaded copies cannot be recalled. Producers retain confidential internal version history until project deletion; their full project export is not a client or editor handoff.

Optional browser dictation may send audio to the browser’s speech service. Project Room stores only the text you review and save, not the recording. Typing remains available without microphone permission.

Title Card Image Studio

Saving a design or uploading an inspiration image does not, by itself, send it to AI. Before generation, you confirm permission to send the saved design direction and selected reference to OpenAI. A refinement uses the selected generated concept, which can include names and dates, instead of the original inspiration image. Private love-story answers are not included.

Only upload references you have permission to use. AI concepts are drafts that you must check for spelling, visual quality, and suitability. Provider processing and retention policies apply. KL’s questionnaire-based design tips are fixed guidance, not an AI analysis of your story.

Approved PNGs are versioned and preserved while you request revisions. Editors can download only the assets in their approved, producer-released brief. A new draft does not recall previously released or downloaded files. Ask the producer to coordinate replacements.

Editor Story Assistant

The assigned editor and project producers can use an internal story workspace after the editor brief is released. A separate, optional permission on each shared story answer allows AI editor suggestions. Earlier Film Blueprint-only permissions do not automatically include this use. Only current, approved, producer-released answers with both permissions may be sent to OpenAI again. Private and surprise answers are always excluded.

A producer can save a transcript as a private draft, review it for editor access, and separately confirm permission from the people represented for AI use. Saving or searching transcripts does not call AI. Only approved, AI-permitted transcript text is sent when a team member requests an outline; audio files are not uploaded or transcribed by this feature. Client revision notes stay in Project Room and are not sent to AI.

AI structures are suggestions that require human verification, not approved films or exact quotations. Source or permission changes hide earlier outlines in the workspace. Previously downloaded copies cannot be recalled. Superseded outlines remain in confidential producer backups until project deletion. Removing a transcript replaces the current saved text; producer exports and previous downloads cannot be recalled. Provider processing and retention policies still apply, even though requests ask not to store reusable responses.

Illinois team handoffs in Global Workforce

After your questionnaire is submitted, your project producer can share a read-only wedding packet with an eligible Illinois shooter or editor in The KL Media Global Workforce. Roster membership alone does not grant project access. Shooter packets include the couple profile and photo, wedding-day logistics, contacts, vendor credits, and capture preferences. Editor packets include couple names and photo, film preferences, selected event context and vendor credits, and may include approved direction and matching released title-card or LUT files when available. Editor packets omit the dedicated contact-email and phone fields; other shared notes may still contain contact information.

Confidential Our Love Story records, private producer notes, HR records, and pay information are not part of these packets. Access is checked against the linked Workforce account on each request. Producers can revoke access; changed or reopened source information pauses the packet until a producer shares an updated version. Previously downloaded copies cannot be recalled. The grant and snapshot history remains in the producer’s confidential project export until project deletion.

Manually invited wedding team

A producer can also invite a lead shooter, second shooter, or editor directly by email without requiring a Global Workforce account. The invitation is limited to its selected wedding packet and role; it does not grant general access to the project workspace. Access requires signing in with the exact invited email. Shooter packets can contain couple contact details, photos, wedding-day addresses, schedules, vendor credits, and capture preferences. Editor packets omit the dedicated contact-email and phone fields; other shared notes may still contain contact information. They may include approved film direction and released assets when available.

Producers can revoke packet access. A changed or reopened questionnaire pauses the packet until the producer shares an updated version. Previously downloaded copies cannot be recalled. Invitation records and their saved packet snapshots remain in the producer’s project record until project deletion.

Photos, films, and metadata

Couple profile photos uploaded through the questionnaire photo uploader are re-encoded as private JPEG or PNG references before storage. This removes embedded location and device metadata from those stored copies.

Message attachments and directly uploaded films are stored as uploaded and may retain original location, device, author, creation-date, or other file metadata. Remove any information you do not wish to share before uploading. Project files are served only after signed-in, role-based access checks; authorized recipients may download their own copies.

Direct film playback in Project Room uses private application storage and the device’s video player. The iPhone app excludes Vidflow galleries and gallery-management controls. The website also offers optional Vidflow galleries, which load only when you choose to load them. Uploading a film does not grant permission for public marketing.

Reviews and optional public testimonials

Your submitted experience review is shared with The KL Media. The separate, optional checkbox “The KL Media may share this review publicly with our names” is unchecked by default. Only when you select it may The KL Media use that written review and your names in public marketing.

This permission does not authorize publication of your private story answers, messages, photos, or wedding films. You can submit a review without granting public-use permission. To ask us to stop future use or remove a testimonial from channels we control, contact info@theklmedia.com. Copies already downloaded or shared by others cannot be recalled automatically.

Services that help run Project Room

Project Room uses Sites and Sign in with ChatGPT for hosting and sign-in, and Cloudflare services for application records, private file and video storage, and image processing. The application receives your signed-in name, email, and account identifier to check invitations and project access.

When email notifications are configured, recipient addresses and notification content are processed through Google Apps Script and Gmail. Optional browser push uses the browser’s push service and a saved device subscription. These are not SMS messages, and browser push is not native iPhone push.

Choosing an external delivery link sends a request to that provider, which operates its own playback, download, and privacy practices. Removing a legacy gallery link from Project Room does not delete its videos from Vidflow. OpenAI and optional speech processing are described above. These service providers may retain their own records under their applicable policies; deleting a Project Room record does not recall emails, downloads, or external copies.

Website-only embeds and preview links

On the website, project producers and the assigned editor with a released brief can save an external embed or preview link for Review & delivery. Only a validated address is stored; pasted HTML, scripts, and event handlers are not executed. Project Room does not automatically embed Vidflow galleries or other external players. A supported embedded player loads only after you select its load button. Preview links open the external website separately. These controls and external players are not available inside the iPhone app; direct film uploads, playback, and downloads remain available.

Loading an embed or opening a preview link contacts that provider. It may receive your IP address, browser or device details, identifiers, and cookies, and record playback or download activity under its own privacy practices. Project Room access does not replace the external provider’s sharing settings, password, or invitation requirements. The producer or editor must configure those permissions separately. Removing a saved source only unlinks it from Project Room; it does not delete external films or change their permissions.

When you choose to use Vidflow, its service can provide video-view and download counts to the gallery owner. These statistics are separate from Project Room’s approval and activity history. Vidflow’s privacy policy describes automatic collection such as IP addresses, browser or device details, identifiers, and cookies when its external service is used. See Vidflow’s privacy policy and video statistics guide before loading or opening its service.

Export, archive, and deletion

• A producer can export the project record as JSON. The export lists secure photo paths but does not embed photo binaries.
• Archiving removes a project from active workspaces and is reversible.
• Only the KL Media owner can permanently delete an archived project. Permanent deletion removes its Project Room records and stored project files and cannot be recovered through the app.

Your account deletion request

You can initiate deletion of your own Project Room account and associated personal information in Account & deletion requests, including when you no longer have an active project. The request uses your signed-in identity. It does not delete your ChatGPT account or automatically erase another participant’s shared wedding project.

The KL Media owner reviews an inventory of your profile, access, messages, uploads, notification subscriptions, and saved project information. Exact-record review can remove your personal fields and requester-only files while preserving a partner’s information. Being the uploader does not make a shared film safe to erase. A necessary retention exception requires a specific reason, a finite deadline, and notice to you; retained information is identified as retained, not erased, and remains in the owner’s follow-up queue. Changed records require a fresh review. The manual process has a 30-day target, and any necessary extension must be explained to you.

Before erasure, save and acknowledge your private request-status link. It works after sign-in closes and displays only minimal status and the verified receipt; anyone with the link can read that status, so keep it private. It never grants project access. Completion is confirmed there, not by an automatic email, and the link expires ninety days after verified completion.

When the reviewed scope has no unresolved shared-record or ownership blockers, the owner can explicitly start erasure. Project Room freezes app access, performs durable cleanup of eligible personal records and private files, and verifies that cleanup before recording a receipt. A pending request or review alone is not completed deletion. You can cancel a pending request before review starts.

The verified receipt covers active Project Room application records and private storage only—not your ChatGPT account, Google or other provider records and backups, previously sent emails, external galleries, or copies others downloaded. Minimal non-content receipt information and one-way account/email hashes are retained while Project Room operates to document erasure and prevent automatic account recreation. Exact retained-record coordinates and review reasons remain owner-only until follow-up is verified. Requests and review details are visible only to you and the bound site owner. Removing an entire project does not itself complete a personal account deletion request.

Reports and blocked senders

Use “Report or block” beside a message, “Report this content” beside shared content, or open Reports & blocked senders. Project members can report content they are authorized to view, including photos, title-card PNGs and examples, questionnaire answers, creative direction, released editor briefs, films, film review notes, shared story answers, current Film Blueprints, submitted experience reviews, and external gallery links. Reporting does not grant access to private or unreleased material.

A report stores your account identifier, the target and its exact content version, its author when known, your reason and optional explanation, evidence or a private file reference, and review history. The KL Media owner can inspect evidence and hide or reinstate that version in Project Room. An older report cannot hide a newer replacement. Owner-only evidence remains available for review while its file is retained; hiding content is not deletion. Reports are not anonymous to the owner; other participants are not shown your report. Minimal report and review alerts contain no reported text, file name, or reporter identity.

A limited rule-based text check screens shared messages, planning text, film feedback, experience reviews, shared story answers, released transcript text, and generated story text before sharing. Narrow explicit patterns for violent threats, violent hate advocacy, sexual exploitation of minors, encouragement of self-harm, or sexual solicitation hold a matching submission unshared and save its exact text privately in the owner’s moderation queue. The author receives an error and keeps their unsaved text. The owner reviews context and can keep it unshared or approve only that exact author, project, surface, and text for an explicit retry. Approval never publishes automatically. Ordinary names and profanity alone are not blocked.

Blocking is private and project-specific. It hides that sender’s messages and message attachments from you and suppresses subsequent message alerts while the block remains active. It does not revoke their project access or remove shared film materials. Previously delivered email or phone alerts cannot be recalled. You can unblock a sender in the same controls. Moderation records stay with the project until project deletion and are included in an account-deletion scope review when applicable.

Project Room also rejects executable links and embedded scripts in messages. These checks are not comprehensive abuse detection and do not inspect image or film pixels/audio; files remain reportable for owner review and are never silently deleted by this text filter. Report harassment, inappropriate material, or other concerns to the owner through these controls or contact info@theklmedia.com. Hiding an external gallery link does not remove content from that provider’s service, which also has its own controls and policies.

Questions or corrections

Ask The KL Media to correct access, restore an archive, or review a deletion request before anything permanent happens. Email info@theklmedia.com.