THEEM · Documents
Privacy policy
What we collect, why, where it is kept and who we work with.
Last updated: 2026-09-30
We collect the minimum needed to make your invitation and never sell your data. This page says exactly what we keep, why, for how long, who processes it with us, and how to get a copy of your data or have it deleted.
1. Who is responsible for your data
THEEM studio in Doha, Qatar, is responsible for the personal data it receives through theem.digital, WhatsApp or Instagram. For anything about privacy: hello@theem.digital.
2. What we collect
The occasion details you type (names, date, venue, texts, and photos if you send them), the contact you choose (WhatsApp number or e-mail), and the order and payment record (package, amount, transaction id, receipt number). Card details stay with the Whop payment gateway and never reach us.
Your conversations with the THEEM assistant on WhatsApp, Instagram and the site, and a short order card (name, occasion, date, what we sent you, what we promised). Voice notes are turned into text and photos into a short description kept with the chat text; we keep neither the audio nor the image.
Reference files you upload with your order (pictures or PDFs such as brand guidelines and logos) are forwarded straight to the studio on WhatsApp and e-mail for your design, and are not stored on the site. With the order we keep only the file name, type, size, your note and a short description. Before you send the order, or if forwarding fails, a temporary copy is kept for 24 hours at most and then deleted.
On interactive invitations: guests’ RSVP replies (name, attendance, plus-ones, an optional message), shown to the host only.
Limited technical data: your IP address is used in the moment to limit abuse (turned into a one-way fingerprint and not stored), and a partner code if you arrived through a partner link.
3. Why we use it
To carry out your order (design, delivery, running the invitation link and RSVP board, and talking to you about it), to keep payment records and receipts for accounting, to protect the site from abuse and automated messages, and to improve the assistant’s answers (a short internal daily review that never leaves the team).
Ad measurement through the Meta Pixel happens only after you accept it in the privacy bar, and we never send your order details (names, numbers, occasion details) to any advertiser.
4. Offers by e-mail (optional)
We send season offers and new ideas by e-mail only to people who chose it themselves with the unticked box on the order form, the designer, the cards page or the chat, and we keep the time they agreed. The customer list (name, contact, occasion and date, package, design link and order stage) is kept in HubSpot to serve you, never the text of your conversations. Unsubscribe from the link at the bottom of any offer e-mail or by asking us; your contact is deleted when you ask for deletion.
5. Automated replies
The THEEM assistant replies automatically using AI and hands the conversation to a person on the team when needed or when you ask. Important decisions (refunds, special pricing, exceptions) are made by the studio owner, not the assistant.
6. Who processes data with us
We use service providers who process data on our behalf, each only as far as its role requires:
| Provider | Role | Where |
|---|---|---|
| Cloudflare | Site hosting and storage, voice-note transcription (Workers AI), protection from automated messages (Turnstile), anonymous visit statistics | Global network |
| Anthropic | Generating the THEEM assistant’s replies from the conversation text (not used to train models) | United States |
| Meta (WhatsApp, Instagram, Meta Pixel) | Delivering messages; the pixel measures ads only after your consent | United States and Europe |
| Whop | Card payment gateway | United States |
| Resend | Sending e-mail (confirmations and receipts) | United States |
| Notion | The team’s internal order board | United States |
| HubSpot | Customer list (contact and order stage, no conversation text), and season-offer e-mails to those who agreed only | Europe |
| Metricool | Scheduling our posts and measuring our accounts; it receives none of your order data | Europe |
7. Transfers outside Qatar
These providers process data on servers outside the State of Qatar (including the United States, Europe and Cloudflare’s global network). We transfer only what the service needs and choose providers bound by contract to protect and keep it confidential.
8. How long we keep it
Data is deleted or anonymised automatically after these periods:
| Data | Kept for |
|---|---|
| Uploaded reference files (pictures, PDFs) | Not stored on the site: forwarded to the studio at once; a temporary copy for 24 hours at most before the order is sent or for a retry |
| Chat memory with the assistant | 24 hours after the last message |
| The full text of the chat (your messages and our replies; a voice note as text only) | 12 months |
| A text copy of the chat the team requests to follow up, and the studio's messages to you | 30 days |
| Short order card and team action log | 30 days |
| A saved design that was not paid | 90 days |
| A published invitation and the order tracking page | 400 days from publishing; we remind you a month and a week before the end and it can be extended; deleted within 30 days after |
| Guest replies | Deleted automatically 12 months after the event date |
| How many devices opened an invitation (a random number per device) | Deleted with the guest replies 12 months after the event date |
| An invitation's guest list (names and numbers) | Phone numbers erased 30 days after the event; the list deleted 12 months after it |
| Invitations sent from the «THEEM invitations» number (the status of each message) | Deleted with the guest list 12 months after the event; a «STOP» is kept as an encrypted fingerprint without the number |
| Operational event log | After 90 days only the last 4 digits of a phone number remain |
| Daily quality review of the assistant’s replies | 90 days |
| Payment record and receipts | Kept for accounting |
| Guests' wishes and photos on the invitation («Memory page») | Deleted automatically 12 months after the event date, photos from the store and wishes alike; the host can delete any wish or photo at any time from their board |
| Voice notes and photos sent to the assistant | Not stored |
9. Your rights and how to use them
You can ask for a copy of your data, a correction, or deletion (including the invitation link and guest replies), withdraw your consent to the pixel at any time, and object to any marketing message.
Send your request to hello@theem.digital with the subject “Privacy request”, or message THEEM on WhatsApp, from the same number or e-mail you used for the order (so we can confirm the data is yours). We answer within 7 working days.
Deleting order data does not include the payment record and receipt we must keep for accounting.
10. Cookies and analytics
Essential (no consent needed): your language, your progress in the order form, the chat session in your browser, and a partner code for 90 days if you came through a partner link. Cloudflare’s visit statistics use no cookies and do not follow you across sites.
Optional (only with your consent): the Meta Pixel measures our Instagram and Facebook ads (page views, starting and completing checkout, taps on the WhatsApp button) without names, numbers or occasion details. Change your choice any time from “Privacy settings” at the bottom of the page.
11. Guests
If you received a THEEM invitation: your RSVP reaches the host only and is deleted 12 months after the event. Your browser keeps a small token that lets only you change your reply later. To have your reply deleted, contact the host or us.
Your browser also keeps a random number that says nothing about you, so the host can see how many devices opened the invitation: a count only, without your name, address or device type, deleted with the guest replies.
If you received an invitation link in your name: the host added your name (and, if they chose, your number) to their guest list to send you the invitation from their own phone, or to have the THEEM team send it for them from the «THEEM invitations» WhatsApp number after they confirmed to us that you expect it. We use your number for this invitation, its reminder and its thank-you only, never for marketing. Reply «STOP» to the invitations number and it will not message you again (we keep only an encrypted fingerprint of your number to honour that). The invitation greets you by name and records once that you opened it; your number never appears on it. We delete the number 30 days after the event, and the list and the sending status 12 months after it.
If you ask the guest assistant inside the invitation: it answers from the details the host published and does not keep your question; it stays in your browser only, and we keep a count of questions without their text or your address. A question the invitation does not answer may pass through an AI model to phrase the reply from the invitation's details alone, and is not stored.
12. Children
The service is for adults. Newborn and children’s invitations are ordered by parents, who are responsible for what they publish.
Questions about these documents: hello@theem.digital or THEEM on WhatsApp.