Terms of Service

Last updated: 10 July 2026

These terms govern your use of quolby (“quolby”, “we”, “us”), the software available at quolby.com that lets wedding photographers build a catalogue, send an interactive quote link to a couple, and collect a booking deposit. By creating an account or using quolby, you agree to these terms.

1. What quolby is — and isn’t

quolby is software only. When a couple accepts a quote and pays a deposit, that agreement — for the deposit and for the photography services — is strictly between the photographer and the couple. quolby is not a party to it, is not your agent, and is not the merchant of record for the deposit.

Deposits are processed by Stripe and paid directly into the photographer’s own connected Stripe account. quolby never holds, controls, or takes a cut of a couple’s deposit. Only the quolby Pro subscription is a payment to us.

2. Accounts

• You must be a professional (or acting on behalf of a business) and at least 18.
• Keep your login secure and your information accurate. You are responsible for activity under your account.
• You are responsible for the content you create — package descriptions, prices, messages and the client information you enter.

3. Free and Pro plans

• The Free plan lets you build a catalogue and send quotes couples can accept, with a small “made with quolby” credit shown to the couple.
• Pro costs €15/month, billed through Stripe, and renews automatically each month. It removes the credit and enables online deposit collection.
• You can cancel anytime from Settings → Manage billing; your Pro features continue until the end of the paid period, and you are not billed again.
• We may change plan pricing with reasonable advance notice; changes never apply to a period you’ve already paid for.

4. Your responsibilities as a photographer

• Your own invoicing, taxes, and bookkeeping for the deposits and payments you receive.
• Refunds, cancellations, disputes and chargebacks with your couples — handled in your own Stripe account. quolby is not involved.
• The accuracy of the deposit terms and prices you set on each quote.
• Complying with the law where you operate, including consumer-protection and tax rules.

5. Acceptable use

Don’t use quolby for anything unlawful, deceptive, or infringing, and don’t attempt to break, overload, or reverse-engineer the service. We may suspend accounts that do.

6. Availability & changes

quolby is provided “as is”. We work hard to keep it running but don’t guarantee uninterrupted availability, and we may add, change or remove features. We’ll give notice of material changes where we reasonably can.

7. Liability

To the maximum extent permitted by law, quolby is not liable for indirect or consequential losses, lost bookings, or disputes between you and your couples. Nothing in these terms limits liability that cannot be limited by law. Where liability is permitted to be capped, it is capped at the amount you paid us in the 12 months before the claim.

8. Termination

You can stop using quolby at any time. We may suspend or close accounts that breach these terms. On closure, you can request export or deletion of your data as described in our Privacy Policy.

9. Governing law

These terms are governed by Italian law. Where you deal with quolby as a consumer, mandatory consumer protections of your country of residence still apply.

10. Data processing (Art. 28 GDPR)

This section is the data processing agreement between you (the photographer, as controller) and quolby (as processor) for the personal data of the couples/clients you enter into quolby. It applies automatically when you use quolby and forms part of these terms; you don't need to sign anything separate. For your own account data, quolby is the controller as described in the Privacy Policy.

Subject-matter & purpose: quolby processes the client data only to provide the service — building and sending quotes, collecting deposits, sending booking-related emails, and storing your catalogue and bookings.
Duration: for as long as your account is active, plus any period required to meet legal obligations.
Type of data: couple/client names, email, wedding date and venue, and the quote/booking details you enter.
Data subjects: the couples and clients you serve.

As processor, quolby will:

• Process only on your instructions — use the client data solely to run the service for you, and not for our own purposes, unless the law requires otherwise (in which case we'll tell you where permitted).
• Confidentiality — ensure people authorised to process the data are bound by confidentiality.
• Security — keep appropriate technical and organisational measures in place (database-level access rules, encrypted connections, least-privilege access), as described in the Privacy Policy.
• Sub-processors — you authorise quolby to use the sub-processors listed below to deliver the service. We impose data-protection obligations on each of them equivalent to those in this section (flow-down), and we'll give reasonable notice before adding or replacing one so you can object.
• Assist with data-subject rights — help you respond to requests from couples/clients to access, correct, delete or port their data, taking into account the nature of the processing.
• Assist with security, breaches & DPIAs — notify you without undue delay after becoming aware of a personal-data breach affecting your client data, and reasonably help you meet your breach-notification and impact-assessment duties.
• Delete or return — on termination, delete or return the client data at your choice, except where the law requires us to keep it.
• Audits — make available the information reasonably needed to show compliance with this section and allow for audits, which may be satisfied through documentation and written responses.

International transfers. Some sub-processors are outside the EU (for example DeepSeek in China, and providers with US/global infrastructure). Where client data is transferred outside the EU, it is covered by appropriate safeguards such as the EU Standard Contractual Clauses.

Authorised sub-processors:

If anything in this section conflicts with the rest of the terms, this section governs for the processing of client personal data. Questions: privacy@quolby.com.

11. Contact

Questions about these terms: hello@quolby.com.