EventRide Privacy Notice

In brief

Your hosts, or the planner working for them, gave us your name, your contact details and, if they noted it, which side of the couple you are here for, your part in the wedding party and whether you are invited to the evening only, from their guest list, so we could welcome you to their wedding page. The planner working for them uses that same list: they see your name, your household and, once you reply, your RSVP, whichever of the choices below you make.

Most of the rest comes from you: your RSVP, how you plan to arrive, where you are staying, any question you ask about the wedding, and anything you add to the shared album. Some records are also made as you use EventRide, such as your journey matches, the record of a consent you give or withdraw, and a note of wrong codes entered on the wedding page, each described below. Your hosts or their planner can also correct details for your household, such as the postal address.

Journey matching is opt in, and so are the four choices beside it: showing your hosts where you are staying, showing their planner your own arrival and stay, showing their planner what each guest needs to eat, and telling their planner what your household needs to get around. Five separate switches, and no answer changes another. Asking for a cot or a high chair is not one of them: it has no switch, because it says nothing about anybody's health. On their own pages, your hosts never see your own journey, whatever you switch on, and where you have not switched theirs on they see nothing of your stay either, though the link they hold opens your page as you see it. If you are matched with another household and have not yet chosen to travel together, they and their planner may see in general terms why you were matched (see Who sees what). Beyond the guest-list details above, their planner sees your arrival and stay only in the overall picture: how many households arrive where and how, on which day and at what time of day, and how many stay in each area. They can open each of those groups and see which households are in it, by name, though a household is named in an area only if it has chosen to show them where it is staying (see Who sees what).

If you join journey matching, we ask where your journey starts: the town you set off from, the airport, station or port you leave from, and when you set off. All are optional. We never sell your details and we never use them for advertising.

When your hosts are posting invitations, we ask where your hosts can post your invitation to you: with the save the date, before anyone is asked to reply, and again when you reply that someone is coming if we do not have it. Your hosts and their planner see it, so they can post it.

Your journey details are deleted within 30 days of the wedding. The shared album is deleted 12 months after the wedding.

Questions or requests: privacy@eventridegroup.com.

Who we are

EventRide looks after the guest side of a wedding: the page where you RSVP, journey coordination between guests, and a shared album. Your hosts, or their wedding planner, chose it for their wedding.

EventRide is operated by EVENTRIDE GROUP LIMITED, a company registered in England and Wales, company number 17485389, whose registered office is at 4c Egbert Street, London, NW1 8LJ. We are the data controller for the information described in this notice, which means we are responsible for looking after it. You can reach us at privacy@eventridegroup.com.

You may see the wedding page and its emails presented with the planner's own branding. EventRide provides the platform either way, and this notice applies.

This notice covers the EventRide platform. Arrangements your hosts or their planner make outside it are their own responsibility.

Where your information comes from

Two places. Your hosts, or the planner working for them, share their guest list with us, typically names, email addresses, sometimes mobile numbers, household groupings, which guests are children, sometimes postal addresses, sometimes the area or hotel where they expect you to stay, sometimes which side of the couple you are here for, sometimes your part in the wedding party, such as bridesmaid or best man, and sometimes that you are invited to the evening only, so we can recognise you when you enter the code they shared. Your hosts' planner, or we, may move you to another invitation on their list, for example to join two invitations or split one. If so, your own reply and answers go with you, the guests on that invitation see them as they see each other's, and what your old invitation shared as a household stays with it. If your hosts keep their thank-you list here, they also note what your household gave them. Most of the rest comes from you, and some records are made as you use EventRide, as below.

What we collect

From your hosts, or the planner working for them: your name, your contact details, who is in your party or household, whether each person is a child, where they tell us, sometimes the area or hotel where they expect you to be staying, and, if you have one, your part in the wedding party, such as bridesmaid or best man, and whether you are invited to the evening only.

Your RSVP: whether you are coming, and who you are replying for. If your hosts invite you to bring a guest, the name you give for them, if you give one.

Your postal address, when your hosts are posting invitations, asked with the save the date and, if we do not have it, when you reply that someone is coming: the address where your hosts can post your invitation to you, and, if anyone on your invitation lives elsewhere, their address too, with the names it is for. If your hosts or their planner already gave it to us, you see it filled in and can change it. To help you find it, what you type in the address search is sent to Google (see The services that help us run EventRide).

Which of the wedding's celebrations each person coming will be at, such as welcome drinks or a brunch, where your hosts' planner asks.

A note for the couple, if you leave one: your words and the name you sign it with. You can change it or take it away whenever you like.

Questions you ask about the wedding, if you ask any: your words, whether you asked on your page or on WhatsApp, the answer you were given, whether an AI or your hosts' planner gave it, and when.

From your hosts, if they keep their thank-you list on EventRide: a short note in their own words of what your household gave them, and whether they have thanked you. You are not asked for any of it.

A gift by card, if your hosts take gifts that way and you give one on their Gifts page: the amount, the currency, your message if you write one, which household it came from, when it was paid, and the payment's reference at Stripe. Your card details are typed into Stripe's own page and never reach us, and the money goes straight to your hosts' own Stripe account: EventRide never holds it and takes no part of it.

Which dish each person coming chose from each course, where your hosts ask guests to choose from a meal. This says nothing about what anyone can or cannot eat: that is only ever asked separately, under dietary requirements. Where you have shared dietary requirements, the choosing screen marks a dish that holds something one of your party avoids, for you alone.

When we sent you a confirmation of your reply. We keep the date and time only, so your own page can tell you it went. We do not keep the message itself.

When we sent you a reminder that something was still to add, or an email asking you to confirm your household's dietary requirements, and which of them it was. The email asking you to confirm dietary requirements is its own email rather than part of a reminder. It goes once, a set number of days before the wedding, to every household with someone coming, even where they have already been given, and it never says what anyone answered. We keep the date and time only, so we never write to you about the same thing twice. We do not keep the message itself.

When we told you that your hosts had changed something about the wedding, and which change it was. Your hosts write those lines themselves and choose to send them; we keep the date and time and which line it was, so nobody is told the same thing twice. We do not keep the message itself, and we never record whether you opened it or read it.

When your save-the-date and your invitation were emailed to your household, where your hosts, their planner or we send them through EventRide, and, if the email service tells us one could not be delivered, when that was and the address it could not reach. Their planner sees that each was sent and whether it bounced. Your hosts see how many were sent and how many bounced. We keep the email service's reference for the message, never the message itself, and we never record whether you opened it. It is kept with your household's record and goes with it.

Journey details, if you provide them: how you are travelling, the airport, station or port you will arrive through, your flight number, your arrival date and time window, your party size, your onward plan, for example car hire, taxi or transfer, your journey home, and where your journey starts.

Where your journey starts, if you join journey matching and choose to tell us: the town or city you set off from, the airport, station or port you leave from, and the day and time you set off, exactly or roughly. All are optional, and we only ask once you have joined journey matching. If you leave journey matching, all are deleted straight away.

Where you are staying, if you provide it: the name of the place, or the area, or simply "not booked yet". If you picked the name from the search or from your planner's list, we may also keep the place's position on the map, which we ask Google for when a map is opened.

Dietary requirements and allergies, if you choose to share them: for each guest in your household who is coming, what they need, for example vegetarian, gluten free, a nut allergy or halal, and anything else you tell us about it. Some of this is information about health, and some of it may say something about your beliefs, so we only record it if you switch on the choice that asks for it. We also record the answer you give for each guest, including when the answer is that they need nothing, so that a blank is never mistaken for an answer. If, when you reply, you tell us that nobody coming needs anything for the meal, we record that answer and when you gave it, without the choice above, because it says nothing about anyone's health; it is kept with your reply, and it goes if you later tell us about someone's needs or reply that nobody is coming.

What your household needs to get around or to be comfortable, if you choose to tell us: what you tick from a short list, for example step-free access, a seat at the ceremony or help hearing what is said, and anything you write in your own words, which may name the person it is for. Some of this is information about health, so we only record it if you switch on the choice that asks for it. It is optional in full: most households tell us nothing here, and nothing is missing if you do not.

Whether you are bringing a small child who needs a cot or a high chair, if you tell us. This one is NOT behind a choice you switch on and is not treated as information about health, because a cot says nothing about anybody's health. It sits with the rest of your household's arrangements, we pass it to the planner so it can be arranged, and it is deleted the day after the wedding with everything beside it.

Where you sit, if your hosts or their planner make a seating plan on EventRide: which table each guest who is coming sits at. They make it themselves; you do not give it to us.

How your name reads on your name card, if your hosts or their planner print name cards and choose to write it differently from the guest list, for example a shorter name or a title. They write it themselves; you do not give it to us.

The album: photographs and short notes you choose to upload once the celebrations begin. On EventRide's demonstration wedding, which is not a real wedding and is used to show how the platform works, anyone holding one of its codes can add them at any time; whoever added something can take it out, and so can the demonstration's planner.

Files your hosts' planner uploads about the wedding, such as a running order or a supplier's quote. These are the planner's own documents rather than anything you give us, and we do not look inside them.

A WhatsApp number, if you choose to give one, or the mobile number your hosts gave us with their guest list. You do not have to have one: everything about the wedding reaches you by email either way. You see it when you reply, on the same screen as your email, you can change or remove it there whenever you like, and removing it also stops anything being sent to it. Each guest in your household may have a number of their own instead of, or as well as, the household's one. We never keep a child's mobile number from a guest list.

Where you asked us to send your reminders on WhatsApp: whether WhatsApp delivered each one, whether it was read, and when. We keep those marks and the message's own reference, never the message itself and never anything you reply, except a question you send us about the wedding, which is kept as described above.

Technical information: sign-in activity and the device information needed to keep the platform secure and working. Error logs may include your IP address.

We never ask guests for identity documents, and we never see or keep card details: a card payment is made on Stripe's own page. Guests never pay to use EventRide. We never scan or analyse photographs to recognise faces, and there is no tagging. Photographs often record where they were taken. We remove that before the photograph is kept.

How we use your information, and our legal grounds

UK data protection law asks us to name a legal ground for each use. Plain version first, legal ground after.

Welcoming you and running RSVP for your hosts. We use your details to recognise you, record your reply and keep your hosts, and the planner working for them, informed. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to. You can object at any time.

Posting your invitation. We use the postal address you give us, or the one your hosts gave us, so your hosts or their planner can post your invitation to you. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to. You can object at any time.

Journey matching. If you opt in, we show you other guests at the same wedding who are arriving or leaving through the same place in a similar window, so you can choose to travel together and coordinate the onward journey between yourselves. Each of you sees the other's first names, how many are travelling, how and where you arrive and roughly when, how you travel on from there, roughly when you leave, and the area you are staying in. If you told us where your journey starts, they see that too, and you see theirs, so you can plan the trip there between you. We also show you guests who set off from the same town, or the same airport, station or port, at a similar time; if you do not say when you set off, we use the day you arrive. You can turn that off and still show where you set off from. Only matched guests see these details. Your planner sees which households connected. We email you when a new match is found, when a matched guest asks to connect with you, and when you are connected. If you have not joined, we may show you how many households arriving through the same airport on the same day as you, or at the wedding as a whole, have joined, only where there are three or more and never who they are. Once you have joined, your household may be counted in that number. Your hosts or their planner may also suggest another guest or household on the guest list as one you might like to travel with. Until you have both joined journey matching, you are told only that a suggestion is waiting, never who it is; once you both have, you are shown to each other as a match, marked as their suggestion, and it is yours to act on or ignore like any other. Making a suggestion shows them nothing about your journey or your stay. They may also send a message, no more than once a week, inviting households that are coming, have told us their journey and have not joined journey matching to join it. Legal ground: your consent. You can withdraw it at any time, and replying that nobody is coming has the same effect: you stop being shown to other guests, and any request still waiting is cancelled. A household you have already connected with keeps what you shared with it, as it was at that moment, and sees nothing you change afterwards. If you stopped before 4 October 2026, it keeps what you had shared in early October 2026, when we began keeping it.

Meeting other guests coming on their own. If you are coming to the wedding on your own, or travelling on your own, and your household has joined journey matching, you can choose to be shown to other guests who are too and have made the same choice, whatever your journeys. They see your first name, the day you arrive and the area you are staying in, and you see theirs. Nothing else is shared unless you both choose to be in touch, in the same way as journey matching. Your hosts and their planner see who has chosen it. Legal ground: your consent. You can withdraw it at any time from the same screen, and you stop being shown straight away.

A reminder about passport control, for you alone. If, as part of journey matching, you told us the airport you leave from, and your flight lands in one of the European countries that now run extra border checks for travellers arriving from outside them, a few hours or less before the first celebration you are coming to, your own page reminds you to allow extra time at passport control. It is worked out from what you have already told us: nothing new is asked or kept, and nobody else is shown it, not your hosts, their planner or other guests. Legal ground: your consent, the same as for journey matching. If you leave journey matching, the reminder goes with where your journey starts.

The guest list, for your hosts' planner. The planner your hosts appointed works from the list your hosts gave us, so they can run the wedding day to day: your name, your household, who is in your party, each guest's own reply as it comes in, and anything your hosts noted on that list, such as which side of the couple you are here for, your part in the wedding party or that you are invited to the evening only. This does not depend on any choice you make. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to.

An overall arrival picture for your hosts' planner. So the days run smoothly, your hosts' planner can see how the wedding is shaping: how many guests arrive through each airport, on which days and in which windows, and how stays spread across areas. Legal ground: legitimate interests.

Where you are staying, for your hosts. If you choose it, your hosts can see where your household is staying: the name of the place and the area it is in, and, if you picked the name from the search or from your planner's list, where it sits on a map of the wedding's stays. It is a separate choice from journey matching, made with its own box, and neither answer changes the other. Legal ground: your consent. You can withdraw it at any time, and your hosts stop seeing anything about your stay: the name, the area and the map pin all go.

Your own arrival and stay, for your hosts' planner. If you choose it, the planner can see how your household arrives and where it is staying: your travel method, airport, arrival date and arrival time, and the name and area of your stay. If you picked the name of your stay from the search or from your planner's list, your stay also appears on their map of the wedding's stays. This helps them plan the days around real journeys. It is its own choice, independent of journey matching and of the choice above. Legal ground: your consent. You can withdraw it at any time. The planner then sees your arrival and stay only in the overall picture described above, where they can see how many households stay in each area, without your household's name, and which households are in each arrival group, by name, including those driving the whole way or arriving another way, but not your flight, exact time or the name of your stay.

Dietary requirements, for your hosts' planner. If you choose it, the planner your hosts appointed can see what each guest in your household needs to eat, so the catering can be planned around it. It is its own choice, separate from every other box, and no answer changes another. Legal ground: your explicit consent. You can withdraw it at any time, and everything recorded is deleted when you do. It also ends if your household replies that nobody is coming, and everything recorded is deleted then too.

What your household needs, for your hosts' planner. If you choose it, the planner your hosts appointed can see what you have told us your household needs to get around or to be comfortable, so the right room or the right seat can be arranged. It is its own choice, separate from every other box, and no answer changes another. Your hosts see only that there is something recorded for your household, never what it is, on their own guest list. Legal ground: your explicit consent. You can withdraw it at any time, and everything recorded is deleted when you do, from their list as well as from the planner's.

A cot or a high chair, for your hosts and their planner. Where you have asked for one, the planner sees it so it can be arranged, and your hosts see on their own guest list that you have asked for something of the kind. If your hosts or their planner make a seating plan here, both of them see on it which of the two you asked for, so the right place can be kept at your table. There is no box to tick for this and withdrawing the choice above does not remove it, because it is not information about health and never was. Legal ground: our legitimate interests in running the wedding page you were invited to.

A seating plan, for your hosts and their planner. If they make one on EventRide, your hosts and their planner can see and change which table each guest who is coming sits at. On it the planner also sees what each guest needs to eat and what your household needs to get around, only where you chose to share those, exactly as on their own guest list; your hosts see neither. Guests do not see the plan on EventRide, their own table included. If your hosts or their planner print a table plan or place cards for the day, those show each guest's name and table to everyone at the wedding, and nothing else. The planner can also download a sheet for the people arranging the catering, described under Who sees what. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to.

The shared album. When you add a photograph or a note, the wedding's guests can see it, and you choose whether the couple and the planner can too. The album stays on EventRide until 12 months after the wedding, when it is deleted with the rest of the wedding. The couple can see everything shared with them, add photographs and notes of their own, remove anything they can see, download it and share it. The wedding planner your hosts appointed can do the same. Legal ground: your consent when you upload.

Files the planner keeps about the wedding. Your hosts' planner can upload documents about the wedding and keep them here, so the people running the day can work from one place. Whoever adds a file chooses what the other can do with it: nothing, open it, or open and remove it. So the planner decides that for the files they add, and your hosts decide it for theirs. We can open all of them. We do not read them, and we cannot tell what is inside one. If the planner puts something about you in a document, whoever can open it can read it. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to. You can object at any time.

Service messages. We send the emails needed to run the wedding page: your save-the-date and invitation where your hosts or their planner send them here, your code, confirmations, reminders, a note when your hosts change something about the wedding, your hosts' planner's answer to a question you asked, and your own link when you ask for it or when a new one is made for you. If you ask for your link on the wedding page, we use the email address you type only to look for it on that wedding's guest list and, if it is there, to send your link to that address. If you ask on EventRide's own front page, which belongs to no one wedding, we look for it in the same way on the guest list of every wedding on EventRide, and send each link we find to that address alone. We do not keep the address you typed, and the answer on the screen is the same whether or not it was found, so nobody can use it to learn who is invited. Each ask is counted, as a wrong code is, to stop the page being misused, and so that one address is not sent too many emails we keep with the count a scrambled form of the address, once on its own and once joined with the internet connection that asked. It is scrambled with a secret only we hold, so the address cannot be read from it, though we could tell whether it matches an address we already know. We delete it within about two days. The note about a change can reach you even when you have given us everything already, because it is news about the wedding rather than a reminder to you. If you would rather not have the reminders, reply to one and we will stop them for your household, by email and on WhatsApp alike, keeping only the date we stopped them. We never send marketing to guests. Legal ground: legitimate interests.

Messages on WhatsApp. If you give a WhatsApp number, your hosts' planner can message you there about the wedding, from their own phone, as they would if you had given it to them directly. That is what giving the number is for. If your hosts gave us your mobile number with their guest list instead, their planner can use it in the same way and for nothing else. Separately, and only if you tick the second box, EventRide itself sends you on WhatsApp the same reminders it already sends you by email, about what is still to add for this wedding, alongside the email rather than instead of it. A number from your hosts never ticks that box for you. Nothing is ever sent to sell you anything. Legal ground: your consent, given separately for each of the two, and you can withdraw either at any time on the same screen, or stop ours by replying STOP to a message, and we send one line back to say it is done. For a number your hosts gave us: our legitimate interests, and your hosts', in running the wedding you were invited to, and you can object at any time. Removing your number stops both at once.

Answering your questions. If you ask a question about the wedding in the search on your page, or send one on WhatsApp from a number you or your hosts gave us, we answer it. A question about anything other than the wedding is not answered, is not passed to the planner and is not kept. An AI answers straight away from what your hosts' planner has written for guests on the wedding page, and only from that; anything it cannot answer goes to the planner, who answers it here, and we email you their answer, or their change to an answer, at the addresses you gave us. If you reply to that email, your reply goes to the planner. The AI is given your question, the wedding page's own words, and the couple's names, the dates and the place, and nothing about you or any other guest: not your name, your reply, your journey or your household. Each question is also counted for your household, at most twenty a day, to keep the cost of the answers in check: the count holds the time, the wedding and a scrambled form of your household's reference, never your words, and is deleted within about two days. A message on WhatsApp too long for us to take is counted in the same way, and so that it is answered only once we also keep, for the same time, a scrambled form of WhatsApp's own reference for that message. Legal ground: our legitimate interests, and your hosts', in answering the questions you ask about the wedding you were invited to. You never have to ask, and you can object at any time.

Questions your hosts and their planner ask. Your hosts and their planner can ask the search on their own pages a question about the wedding, such as who has not replied yet, and an AI answers it straight away from what they can already see on EventRide. For the planner, that is each guest's name, invitation, reply, wedding party role and which of the couple they are a guest of, whether you are invited to the evening only, whether your invitation has been sent and your postal address given, and, only where your household chose to show the planner, when and how you arrive and where you are staying. For your hosts, it is the same names, replies and roles, whether you are invited to the evening only, whether your invitation has been sent and your postal address given, and only whether your household has given its journey and its stay, never the details. The AI is never sent what anyone needs to eat, anything about access needs, a cot or a high chair, or your code or link. The answer is shown only to the person who asked, and neither the question nor the answer is kept. Legal ground: our legitimate interests, and your hosts', in running the wedding you were invited to. You can object at any time.

Your hosts' thank-you list. If your hosts keep one here, we hold their note of what your household gave them and whether they have thanked you, so they can keep track of their thank-yous. It is for them, and their planner if they open your hosts' pages. Legal ground: our legitimate interests, and your hosts', in helping them thank their guests. You can object at any time.

A gift by card. We use what you give us to open Stripe's payment page for your gift, to know when Stripe says it is paid, to show your hosts the gift and your message on their thank-you list, and to show your own invitation, on its Gifts page, the amount and the day it was paid, so you can see that it went through. Legal ground: doing what you asked us to do when you gave.

Security and reliability. We monitor errors, sign-in activity and how often each household uses the search boxes and asks questions, to keep the platform safe and working. Legal ground: legitimate interests.

Matching is only ever a suggestion. Nothing is decided about you automatically, and choosing not to join changes nothing about your invitation or your RSVP.

Who sees what

Guests you match with see the journey and stay details you chose to share with them, including where your journey starts if you told us, and nothing more. Your hosts and their planner are not shown where your journey starts, with one exception, described in the next paragraph: where you and another household were matched because you both set off from the same town, or the same airport, station or port, they see that shared place, and never a time.

Your hosts can see the code that opens your page, the QR code that carries it and a link that opens it, and they can send you any of those so you can get in. A link or a QR code holding your code works like the code itself, so anyone holding one can open your page. Because your hosts and their planner hold your link, they can open your page themselves and see it exactly as you do, and could change your answers there. That includes, if you choose to travel with another household, the contact details you and that household shared with each other. We let them hold it because they send you your invitation; no other guest ever can. Your hosts see your RSVP and the replies you give on their wedding page, and the postal address your invitation is posted to. If you have chosen to show them where you are staying, they also see the name of your stay and the area it is in, and, if you picked that name from the search or from your planner's list, where it sits on a map of the wedding's stays. The map shows the neighbourhood, never the door. If you have not chosen it, they see nothing of your stay beyond whether you have told us where you are staying. Apart from the one case below, how you are travelling is not shown to your hosts, whichever way you answer; they see only whether you have shared your journey. If you opt in to journey matching, your hosts also see which households were introduced to one another, and which chose to travel together, by household name. Where two households were matched and have not yet chosen to travel together, your hosts and their planner also see, in general terms, why they were matched: the airport, station or port and the day both arrive or leave, that both are driving there and the day both arrive, the area both are staying in, or the town both set off from. Never a time, a flight number or the name of the place you are staying, and never for a household that said no to the other. They may encourage the two households to get in touch, which each sees as a suggestion from them.

When this notice says your hosts' planner, that includes the people at their planning business who use EventRide for them: each sees and can do exactly what the planner can. Because the planner sets the wedding up, they also hold the link to your hosts' own pages and can open them, so anything this notice says your hosts see, their planner can see that way too. Your hosts' planner can see the code that opens your page, the QR code that carries it and a link that opens it, and can send you any of those, exactly as your hosts can. If a link may have reached the wrong person, the planner, or we, can make your household a new one: the old code, link and QR code then stop working, including on any printed invitation, and we email the new link to the addresses you gave us. The planner sees the guest list your hosts gave us, whether or not you switch anything on: your name, your household, who is in your party, each guest's own reply, the postal address your invitation is posted to, and can correct it, and anything your hosts noted on that list, such as which side of the couple you are here for. They, and so the people at their planning business, also see the email addresses on your invitation, including any you add in your reply, and can take one off. They also see the overall arrival picture described above, and whether you have shared your journey and whether you have told us where you are staying, though not what either says unless you choose to show them. If you have chosen to share your own arrival and stay with them, they also see how your household arrives and where it is staying, on their pages and, if you picked the name of your stay from the search or from your planner's list, on their own map of the wedding's stays. The same pin also appears, on its own, on the page the planner opens about your household. The map shows the neighbourhood, never the door. If you have chosen to show them your arrival and have given us a flight number, then close to the day they can also see how that flight is running, such as whether it is on time, late or cancelled and when it now lands, and which of the celebrations you are coming to it may make you late for. They never see the flight number itself, or where your flight took off. If you have not chosen it, they see your arrival and stay only inside the overall picture: how many households arrive at each airport, station or port, drive the whole way or arrive another way, on each day and at each time of day, and how many stay in each area. They can open any one of the arrival groups and see the names of the households in it, so they can tell, for example, that your household arrives at a particular airport, or is driving, or arrives on a particular day. For each area they see only how many households stay there, and your household is named in an area only if you have chosen to show them where you are staying. They never see your flight, exact time or the name of the place you are staying unless you choose to show them. If you have chosen to share dietary requirements, they also see what each guest in your household needs to eat, and if you have chosen to tell us what your household needs to get around, they see that too. They also see a cot or a high chair you have asked for, which needs no choice of yours. Your hosts see NEITHER of those in full: they see nothing at all of what anyone eats, and, where you chose to tell us what your household needs to get around, on their own guest list they see only that there is something recorded for your household, and they can never open it. The guests you match with see none of it at all. Your planner sees which households connected, by name, and nothing of what they said.

The wedding's guests see the shared album. So do the couple, who can also add photographs and notes of their own, remove anything in it, download it and share it, and the wedding planner your hosts appointed, who can do the same. When you add a photograph or a note, the wedding's guests always see it, and you choose whether the couple and the planner see it too. Both do unless you say otherwise, and you always see your own. We can see everything in the album whatever you choose, because we look after it.

Your hosts' planner can also upload files about the wedding and keep them here: a running order, a floor plan, a supplier's quote. Whoever adds a file chooses what the other one can do with it: nothing at all, open it, or open and remove it. The planner decides that for the files they add, and your hosts decide it for theirs. We can open all of them. The wedding's guests never see any of them. We cannot see inside a file, so we cannot promise what any of them holds. If the planner puts something about you in one, your hosts can read it there, and that includes things this notice says elsewhere your hosts are not shown, such as how you are arriving or where you are staying. We ask planners, and your hosts, on the screen itself not to put guests' personal details in these files. If you would rather this did not happen, tell us at privacy@eventridegroup.com and we will take it up with them.

Your hosts and their planner can send us ideas for improving EventRide, and can add a picture, a screenshot, a file or a voice note to one. We ask them on that screen to leave guests' details out, but a screenshot of this platform can still show yours. Only we see what they send.

Your hosts' planner can download one spreadsheet covering the whole wedding, to work from away from this platform, and can also download the guest list itself, as a spreadsheet or as a PDF. Each file is made when they ask for it. Once it is downloaded, that copy is the planner's to look after: they must keep it safe, share it only with those who need it, and delete it when it is no longer needed. We cannot reach it after that, so anything we delete later is deleted from EventRide and not from their copy. The spreadsheet covering the whole wedding holds what they gave us about you, the code that opens your page, the postal address your invitation is posted to, including any address for someone on your invitation who lives elsewhere, and where you have got to: whether we recorded you opening it, your own reply, and whether you have shared your journey. If you have chosen to show your journey and stay to the planner, it also holds how and when you arrive, and the area and place you are staying. If you have chosen to share dietary requirements, it also holds what each guest in your household needs to eat. If you have chosen to tell us what your household needs to get around, it holds that too, in your own words where you wrote any, and it holds a cot or a high chair you asked for whether or not you chose anything. It is not for the people arranging the catering: they get only the caterers' sheet described below, which never holds what your household needs to get around. The guest list files, one of households and one of each guest, hold what they gave us about you, the code that opens your page and a link that opens it, the postal address your invitation is posted to, including any address for someone on your invitation who lives elsewhere, each guest's own reply, whether we recorded you opening your page, whether you have shared your journey, whether you have told us where you are staying, the day your household last confirmed its dietary requirements, and whether you have given a WhatsApp number, never the number itself. If you have chosen to show your arrival and stay to the planner, they also hold the day and time you arrive, how, and through which airport, station or port, and the name and area of your stay, never a flight number. If you have chosen to share dietary requirements, the file of each guest holds what each guest needs to eat, and the file of households shows only that there is something about food to look at. What your household needs to get around, and a cot or a high chair, are only ever shown as something to look at, never what they are. They can also download one more spreadsheet, of ways in rather than of answers, to send your invitation or to have it printed: it holds your household's name and the guests in it, your code, the QR code that carries it, a link that opens your page and a message holding that link, and nothing about what you have told us. Every one of these files is the planner's to look after once it is downloaded, in the same way.

Your WhatsApp number, if you or your hosts give one, is seen by your hosts' planner, so they can message you there, and by nobody else. Your planner can also see which households have given a number at all, as a yes or a no on their list, and, where you asked us to send your reminders on WhatsApp, whether each one was delivered or read. No other guest is shown it, it is never used for matching, and it is never put in any file they can download.

If your hosts or their planner make a seating plan on EventRide, both of them see which table each guest who is coming sits at, a cot or a high chair you asked for, and, where it was noted on the guest list, which side of the couple you are here for. Only the planner sees, beside a name, what that guest needs to eat or what your household needs to get around, and only where you chose to share it. Guests, you included, do not see the plan on EventRide.

If your hosts or their planner note your part in the wedding party, such as bridesmaid or best man, both of them see it on their guest list, on their wedding party page and in the guest list files they download. No other guest is shown it, and for now it is not shown on your own page. It is deleted with the rest of your record.

If your hosts invite you to the evening only, they and their planner see that on their guest list and in the files they download, and it is counted in their budget and left out of their seating plan. Your own page then shows the celebrations you are invited to. No other guest is shown it, and it is deleted with the rest of your record.

If your hosts note that you are giving a reading at their wedding, they see your name beside it on their own planning page, and so does their planner if they choose to share their readings. No other guest is shown it. It is kept until your hosts remove it or the wedding is deleted.

Either of them can download the seating plan to print: a table plan to stand at the venue, and place cards. Those hold each seated guest's name and table and nothing else, and on the day everyone at the wedding can read them. On a guest's own place card the name is written as your hosts or their planner chose, where they changed how it reads; nowhere else shows that. The planner can also download a sheet for the caterers: table by table, each seated guest and what they need to eat where you chose to share it with the planner, and a high chair you asked for. It never holds what your household needs to get around. The planner may give it to the people arranging the catering. Your hosts cannot download it. Every one of these files is the planner's to look after once it is downloaded, kept safe, shared only with those who need it and deleted when no longer needed, and we cannot reach it after that.

A note you leave for the couple can be read by the couple and their planner, and nobody else. Their planner's own pages show how many notes have been left, never what they say, though the planner can also open your hosts' pages (see Who sees what). No other guest sees yours.

A question you ask about the wedding, and its answer, is seen by your hosts' planner, with your household's name, so they can answer it or correct an answer the AI gave, and by your household on its own page. Your hosts do not see it, and no other guest is shown it, with one exception: your hosts' planner may add a question like yours, in their own words and without your name, to the wedding's Questions and answers, which every guest can read.

If your hosts keep their thank-you list here, only they and their planner can see it: what your household gave them, in their words, and whether they have thanked you. Their planner's own pages do not show it, though the planner can also open your hosts' pages (see Who sees what), and no guest, you included, is shown it. Your hosts can print it or save it as a PDF, and that copy is theirs.

If you give a gift by card, your hosts see your household's name, the amount and your message, on their thank-you list and in their own Stripe account. Their planner's own pages do not show it, though the planner can also open your hosts' pages (see Who sees what), and no other guest is shown it. The one exception is your own invitation: its Gifts page shows the amount and the day it was paid, never your message, to whoever opens that invitation's page.

Where your hosts ask guests to choose from a meal, their planner sees which dish each person chose, by name, and how many chose each, so the caterers can be told.

Where your hosts' planner asks who is coming to each celebration, the planner sees each person's answer, by name. A celebration can be for only some households: the planner chooses which, and no other household is shown it or told about it.

Nobody else sees your information in the ordinary course. We never sell personal information, never share it for advertising, and never show it to guests of any other wedding. Beyond that, we would share information only where the law required it, with our professional advisers under confidentiality, or, if EventRide were ever sold or restructured, with the new owner under the protections of this notice.

The services that help us run EventRide

Trusted providers process information on our instructions: Supabase, our database, hosted in the United Kingdom; Vercel, which hosts the website; Resend, which delivers our emails; Sentry, which monitors errors; Google Workspace, which holds our own email and the weekly copy of the database described under How long we keep things. Google, whose Places service powers the searches that help you enter the name of where you are staying and, if you choose to give them, the town you set off from and the airport, station or port you leave from, and the search that helps you find your postal address. When you type in any of those boxes, your search is sent to Google to find the name. We ask Google for the name of the place and Google's own reference for it. If you tap a result, we keep both. For the address search, if you tap a result, we ask Google for that address's lines and fill them in for you to check, and we keep only the lines you save, not Google's reference. To put addresses near you first, we also tell Google which country your internet connection is in, as our hosting company works it out. We do not keep it. What you type in any of those boxes goes through our own server on its way to Google, and we do not keep it. So that the searches cannot be misused, we count how many your household makes in an hour, keeping only the time and a scrambled form of your household's own reference, and we delete the count within about two days. Google also helps with the maps of the wedding's stays described under Who sees what. When one of those maps is opened, we ask Google where a place a guest picked sits, using Google's own reference for it. We ask about the place, never about you, and nothing about you is sent with the request. Google uses these searches under its own privacy policy, at policies.google.com/privacy, rather than on our instructions.

AirLabs tells us how a flight is running. Where you have given us a flight number, we send that number to AirLabs and it tells us whether that flight is on time, in the air or landed, and, close to the day, its times, terminal, gate and baggage belt, which we show you on your own weekend itinerary. If your flight there is running late or has been cancelled, your itinerary also says which of the celebrations you are coming to you may be late for. That line is worked out from what you have already told us each time you open the page, is not kept, and is not shown to your hosts or other guests. Your hosts' planner may see the same about your flight only if you chose to show them your arrival, as set out under Who sees what. We send nothing else with it: not your name, not your household, not which wedding you are coming to, and not the fact that you are a wedding guest at all. AirLabs is never told whose flight it is. The request is made by our own server, so your phone never talks to AirLabs. If you give us no flight number, nothing about you ever goes to them.

WhatsApp, which is part of Meta, carries a message only where you ticked the second box asking EventRide to send your reminders there, or where you send EventRide a question about the wedding on WhatsApp yourself and we answer it. WhatsApp then holds your number and the message, as it does for every WhatsApp message anyone sends you. If you never give a number, never tick that box and never write to us there, nothing about you goes to WhatsApp from us.

Stripe takes the card for a gift by card, on its own page, for your hosts' own Stripe account. What you type there is held by Stripe under its own privacy notice, at stripe.com/privacy, not by us. We receive only the payment's reference and whether it was paid.

Anthropic, whose AI reads the words of each idea your hosts or their planner send us for improving EventRide, only to group it with others asking for the same thing. It is sent those words and nothing else: no name, no email address, no picture, no voice note, and nothing about the wedding.

Anthropic's AI also reads a guest list your hosts or their planner give us, where it is not laid out in a way EventRide can read on its own, only to sort out who is invited together. It is sent the list as they gave it, which can include your name, your email address and anything else they wrote beside it, and nothing else. It is told never to put people together just because they share a surname, and EventRide checks what it returns against the list before your hosts or their planner see it and choose to add it. Anthropic does not use it to train its AI and deletes it within 30 days. A list laid out in EventRide's own template is never sent.

Anthropic's AI also answers the questions guests ask about the wedding. For each question it is sent your words, the wedding page as your hosts' planner wrote it, and the couple's names, the dates and the place, and nothing else: nothing about you, your household or any other guest.

Anthropic's AI also answers the questions your hosts and their planner ask in their search. For each question it is sent their words, the wedding page, their plan, how EventRide works, and the guest list as the person asking sees it, as described under How we use your information. Anthropic does not use it to train its AI and deletes it within 30 days.

Some of these providers process limited information in the United States. Where information leaves the UK, it is protected by safeguards recognised under UK law: the UK's data bridge for certified US organisations, or the Information Commissioner's international data transfer agreement or addendum, with the checks the law asks for. Ask us at privacy@eventridegroup.com which applies to a provider.

If you use your browser's own translation to read these pages in another language, such as Translate in Chrome or in Safari's page menu, your browser may send the words on the page, including what it shows about your household, to the company that makes it, such as Google, Apple or Microsoft, under that company's own terms. That is your choice and your browser's service, not one of ours: EventRide never sends your pages anywhere to be translated, and nothing is translated unless you ask your browser to.

Anthropic's AI also reads documents, quotes and emails your hosts or their planner choose to have read while planning, such as a supplier's quote, to fill in their plans for them. These are about the wedding rather than about you, but they can mention guests by name. Anthropic does not use them to train its AI and deletes them within 30 days.

Wherever you are in the world

Wedding guests come from everywhere. We apply UK data protection standards as our baseline for every guest, wherever you live: the same rights, the same care.

How long we keep things

Journey and matching details are deleted within 30 days after the wedding ends, and so is a choice to meet other guests coming on their own. They are needed for the journey, not beyond it. Where your journey starts goes with them, and it is also deleted straight away if you leave journey matching.

Everything recorded about what your household needs to eat, including the answers you gave for each guest, is deleted the day after the wedding ends. It is deleted straight away if you stop sharing it, if your household replies that nobody is coming, or if an administrator stops it for you. Where one guest is marked as not coming, that guest's answers are deleted and the rest of your household's are kept. Where you have typed something on that screen and not saved it, that copy sits on your own device, and it is cleared the next time you open the screen after the answers have been deleted. This covers what EventRide holds, and not a copy your hosts' planner has already downloaded, which we cannot reach.

Everything recorded about what your household needs to get around or to be comfortable is deleted the day after the wedding ends, and straight away if you stop sharing it or an administrator stops it for you. A cot or a high chair you asked for is deleted the day after the wedding too, but stopping the choice above does not remove it, because it was never held under that choice. This covers what EventRide holds, and not a copy your hosts' planner has already made.

A place's map position is kept for up to 30 days from the moment Google gave it to us, then deleted. If a map still needs it after that, we ask Google again.

Taking a photograph or a note out of the album hides it rather than deletes it. It stops being shown to anyone, and whoever took it out can put it back. We keep it so an accident can be undone, and it is deleted with the album 12 months after the wedding. If you want something of yours deleted outright, ask us at privacy@eventridegroup.com and we will do it.

Files the planner uploaded are kept while the wedding is on EventRide and are deleted with it. No separate clock removes them sooner, because they are the planner's working documents rather than anything you gave us.

Pictures, screenshots, files and voice notes sent with an idea for improving EventRide are deleted 30 days after they arrive, and sooner if the wedding is removed. The words of the idea are kept until we delete them.

Your name, contact details, postal address and RSVP are deleted six months after the wedding, and which celebrations each person will be at, the dishes each person chose, a note you left for the couple, your hosts' note of what your household gave them, a gift you gave by card, the questions your household asked about the wedding and their answers, where you sit on a seating plan, how your name reads on a name card, and which guests you connected with, with any phone number you shared when you did, go with them. Both are also deleted straight away if your hosts or their planner take you off the guest list or replace you, except that, while other guests stay on your invitation, what belongs to the whole invitation stays with them, including the postal address it is posted to, as the paragraph on being replaced below says. If your reply changes to not coming, you stop being shown at any table. A gift by card you started and did not pay is deleted within about two days, unless Stripe cannot yet tell us whether it was paid, when it is kept until it can, and at most until the six-month deletion. Stripe and your hosts' own Stripe account keep their own record of a payment, under their own rules, and deleting ours does not reach theirs.

If something goes wrong, the screen shows a short reference for that error. It matches our own record of the error, which we keep as described under Security and error logs.

Everything else about a wedding, including the album and the files your hosts and their planner shared, is deleted 12 months after the wedding. Our record of wrong codes entered on a wedding page is deleted after 90 days.

Security and error logs are kept for no more than 30 days: Sentry deletes our record of an error after 30 days, and Vercel's own logs of visits to these pages, which can include your IP address, are kept for less. Our record of wrong codes is kept for 90 days, as above, and the scrambled email addresses described under Service messages, the count of searches described under The services that help us run EventRide and the count of questions described under Answering your questions are deleted within about two days.

Once a week we keep a copy of the database, and of the photographs and files stored with it, in EventRide's own Google Workspace storage, so the platform can be put back if something goes wrong. Each copy is deleted after two weeks, and Google empties its bin 30 days later, so anything deleted from EventRide, including at your request, is gone from every copy within about seven weeks. Nobody else can open these copies.

If your hosts or their planner replace you on the guest list, for example because you are no longer coming and someone else is, everything recorded about you is deleted at that moment: your reply, what you need to eat, your own journey if you travelled on your own, any suggestion or link naming you, an address added for someone on your invitation who lives elsewhere if it names only you, and the phone number your household shared with guests it connected with, because we cannot tell whose it was. What belongs to the whole invitation stays with the guests still on it, including your hosts' note of what your household gave them, a gift given by card with its message, and the questions your household asked about the wedding. So do the postal address your invitation is posted to and any other address on it that does not name only you, which your hosts' planner can change. A guest you were bringing stays on the invitation, as the guest of the person who replaces you. If you were the only guest on your invitation, everything else on it goes too: its email addresses, postal addresses and WhatsApp number, its journey and stay, its matches and connections, its other answers, a note left for the couple, your hosts' note of what it gave them, its gifts by card, and its questions. Photographs and notes you added to the shared album stay in it under your first name. The record that you gave or withdrew a consent is kept for six years, without your name, and your household may be given a new code.

If their planner, or EventRide, takes you off the guest list, or removes your whole household from it, everything recorded about you is deleted at that moment in the same way. Removing a household also deletes its journeys, where it is staying, its matches and connections with other guests, and its photographs and notes in the album, with their files, and its code stops working. The record that you gave or withdrew a consent is kept for six years, without your name.

If a wedding is removed from EventRide, everything we hold about that wedding is deleted with it, including everything about you described in this notice. This does not reach a copy already downloaded by your hosts or their planner, and it does not reach our security and error logs, or our record of a request to delete your information (see Your rights).

Your rights

You can ask for a copy of your information, ask us to correct or delete it, object to our use of it, ask us to restrict it, or ask for it in a portable form. Where you gave consent, you can withdraw it at any time. When you ask us to delete your information, we keep the email address the request came from, which wedding it was about, when it arrived, when we dealt with it and what we did, as our record that we carried it out. That record is kept for six years, even after the wedding is removed. An EventRide administrator can also end any of these choices on your behalf, and your page then says so. An administrator can only ever end a choice, never make one for you.

If someone has uploaded a photograph of you that you would rather was not there, tell us or the couple and we will take it down.

Write to privacy@eventridegroup.com and we will respond within one month. If you are unhappy with how we have handled your information, write to the same address: we will acknowledge your complaint within 30 days and tell you what we have done about it. You can also complain to the Information Commissioner's Office at ico.org.uk, though we would welcome the chance to put things right first.

Children

EventRide is not directed at children. Where children are part of a household on the guest list, their details are provided and managed by a parent or guardian, and household RSVPs are made by an adult.

Replying for others

If you RSVP for your household, please make sure the guests you are replying for are happy for you to share their details.

Where your hosts or their planner have switched it on, your household's page can make a link for one of its guests to give their own reply. The link opens only that person's reply: not anyone else's answers, not the journey or the stay, and not your household's code. It works until the wedding ends unless it is cancelled on your household's page, and making a new link cancels the old one. Anyone holding the link can use it, so send it only to that guest. We keep only a scrambled form of it, which cannot be turned back into the link.

Cookies and what stays on your device

We use only the essential cookies needed to sign you in and keep the platform secure. No advertising, analytics or tracking cookies.

While you are filling in a form, we also keep what you have entered on your own device, so that it is still there when you come back. This covers your reply, your postal address, your journey, where you are staying, dietary requirements and a note for the album, and it includes the choices you have switched on. It stays on your device. It is never sent to us, and no other guest can see it.

It goes when you save, it goes if you tap Log out on your own page, and it goes when a different code is entered on that device. For dietary requirements it is also cleared the next time you open that screen, once the answers have been deleted or the wedding has passed. Nothing else removes it, so it stays on that device until one of those happens or until you clear your browser's storage.

Your device also remembers when it last opened the wedding page, so the page can tell you whether your hosts have changed anything since. It is a time and nothing else: it says nothing about you, it is never sent to us, and we never know what you have read. It goes with everything else above when you tap Log out or when a different code is entered on that device.

The first time you open a page, a short tour shows you around it. Your device remembers which pages' tours you have seen, so each tour shows only once. On the couple's and the planner's own pages, it also remembers which groups of cards you have folded away, so they stay folded next time. If you put away the note about keeping the page on your phone or bookmarking it, your device remembers that too, so the note does not come back. It says nothing about you, and it is never sent to us.

So that your pages can still be read with no signal, at an airport or somewhere with a poor connection, your device also keeps a copy of the wedding pages you open, and of The weekend, Getting there, Contact, Before you travel and Questions and answers where your hosts have filled them in, as each was when it was saved, including what it shows about your household. A copy is shown only when the page cannot be reached, and it says when it was saved, so it may be out of date. It stays on your device. It is never sent to us or anyone else.

Each copy goes after 30 days, and every copy goes when you tap Log out, when a different code for the same wedding is entered on that device, or when you clear your browser's storage. Nothing is kept on a device where no code has been entered.

Changes to this notice

We will post any changes here and update the date above. The date is how you can tell whether anything has changed since you last read this.