Your people. Your videos. Your Wave.

What information do we collect?

When you create a Wave, we save your name, email, any optional WhatsApp number, contact preference, recipient’s name, occasion, prompt, dates and organiser reminder choice. Your Wave also has a reference and a record of its progress. Email is the primary organiser contact method.

On the Wave contribution page, we save the exact agreement wording and its version, a timestamp and the Wave reference before making the recorder available. The agreement includes confirmation of parent or guardian permission for children shown. If you request a reminder, we save your email address, your request for one reminder, its timestamp and its status. Requesting a reminder is separate from agreeing to contribute.

If you leave feedback, we save your selected role, rating, optional comment and submission date. Current feedback is private and internal to Wavellama; the form does not ask for your name, email or public-sharing permission. Older feedback records may contain fields from the earlier form.

Who can see your clips and finished Wave?

Wavellama needs access to the clips to put the Wave together. The contribution agreement allows the clip to be included in the Wave and the finished video to be shared with the organiser and recipient. The organiser and recipient can share the finished video, so agree with them about the intended audience before recording.

Collection links can be forwarded. Once someone has the finished video, they may be able to save or forward it. Please share links with people you trust.

Submitting a clip does not give permission for Wavellama to publish it. Featuring footage on the Wave Wall or in public content needs separate permission; customer submissions are not automatically published.

What happens when children take part?

Only include children with permission from their parent or legal guardian. An adult should manage a contribution involving children. Before recording, the contribution-page agreement asks you to confirm parent or guardian permission for children shown; this is part of the same agreement, not a separate checkbox.

Include only what you are comfortable sharing, and respect the child’s wishes. Permission for this Wave is separate from permission to feature a clip publicly.

Which services help us make your Wave?

This website uses OpenAI’s Sites hosting and a Cloudflare database for Wave details, permission records, reminder registrations and feedback. Attached sneak-peek videos are stored in private Cloudflare object storage. Resend handles internal new-Wave notification emails and reminders sent through the older reminder tool. Requested reminders on the current Contribution Page are prepared and sent manually by Wavellama. Our fonts are loaded from Google Fonts.

Our current contribution pages embed VideoAsk to show the example and collect your recording, including its recording, review and submission steps. VideoAsk processes submitted recordings for Wavellama. Read VideoAsk’s official privacy information. Wavellama downloads clips to edit and assemble the Wave. The website stores permission and reminder records separately from the VideoAsk recording. Agreement and Wave references are passed to the recorder; matching them to individual submitted responses is still being tested.

Wavellama uses ChatGPT Work to develop the website. The website stores Wave details and contact information in its hosted database; the current recording flow sends submitted videos to VideoAsk. The website code contains no automated video-editing, transcription or clip-analysis integration. Manual use of external editing tools is separate from this website’s recording flow.

How long do we keep videos?

Recordings are held through VideoAsk and the editing workflow. Making a Wave can involve downloaded clips, editing copies and a finished-video copy. If a sneak peek is attached, a preview copy may also be stored privately by the website. Contact us with your Wave reference to ask about copies held for your Wave or to request their removal.

There is no automatic deletion schedule currently for recordings, editing copies or our finished-video copy. The website also does not automatically delete permission records, Wave records or reminder registrations. A fixed deletion period is not yet implemented or verified. Wave records are used to arrange, make and deliver the Wave and respond to questions. Reminder registrations are used to manage the requested reminder and cancellation. We also retain a per-Wave record of the normalised email, request reference and sending status so a repeated request cannot create an additional reminder. Cancelling a request does not clear an already-sent record. Permission records are kept separately to document the agreement given for the Wave; deleting video files does not automatically delete these records. Copies that an organiser or recipient has already saved cannot be removed remotely by Wavellama.

How can someone request removal?

Email hello@wavellama.com with the Wave reference, or enough information to identify the Wave and your clip. You do not need to attach the video. Tell us whether your request concerns a clip, contact details or public footage.

You can ask to withdraw permission for future use of your clip, cancel a reminder, or request removal of your clip or stored details. We’ll review the request and explain what can be removed from the services and copies we control. We can stop future use of copies we control, but cannot recall a finished video or other copies already saved or shared by others.

How do reminders work?

Reminders are optional and separate from permission to contribute. You can continue without an email if you do not want reminder emails. Choosing reminders does not add you to a marketing list.

On the current contribution pages, selecting “Email me one reminder” requests one reminder before the displayed submission deadline, for that Wave only. During our pilot, Wavellama sends requested reminders manually. Each person who requests one receives one reminder before clips close.

After requesting a reminder on the current contribution page, you can use “Cancel my reminder” in the confirmation, or email us to stop. The organiser’s reminder choice is collected separately on the Create form.

Read the full reminder information →