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, 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.

Everything else comes from you: your RSVP, how you plan to arrive, where you are staying, and anything you add to the shared album.

Journey matching is opt in, and so are the three choices beside it: showing your hosts where you are staying, showing their planner your own arrival and stay, and showing their planner what each guest needs to eat. Four separate switches, and no answer changes another. 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. 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 nothing named about your arrival or stay, only your arrival counted in the overall arrival picture.

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 ask for your home address. We never sell your details and we never use them for advertising.

Your journey details are deleted within 30 days of the wedding. The shared album stays with the couple.

Questions or requests: privacy@eventride.uk.

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 Tom Abbotts, trading as EventRide, and is not yet a registered company. 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@eventride.uk.

You may see the wedding page 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, household groupings, sometimes the area or hotel where they expect you to stay, and sometimes which side of the couple you are here for, so we can recognise you when you enter the code they shared. Everything else comes from you.

What we collect

From your hosts, or the planner working for them: your name, your contact details, who is in your party or household, and sometimes the area or hotel where they expect you to be staying.

Your RSVP: whether you are coming, and who you are replying for.

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.

Journey details, if you provide them: the airport, station or port you will arrive through, your arrival date and time window, your party size, and your onward plan, for example car hire, taxi or transfer.

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, we only ask once you have joined journey matching, and we never ask for your home address. 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.

The album: photographs and short notes you choose to upload once the celebrations begin.

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. You do not have to: everything about the wedding reaches you by email either way. You give it on your own page, you can change or remove it whenever you like, and removing it also stops anything being sent to it. Each guest in your household may give a number of their own instead of, or as well as, the household's one.

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.

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

What we deliberately do not collect: your home address, identity documents, or payment details. 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.

Journey matching. If you opt in, we show you other guests at the same wedding who are arriving through the same place in a similar window, or staying in the same place or area, so you can choose to travel together and coordinate the onward journey between yourselves. 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. 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 and have not joined journey matching to join it. Legal ground: your consent. You can withdraw it at any time, and your details stop being shown.

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.

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. 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 nothing named about your arrival or stay beyond the guest-list details described above, and sees your arrival only as part of the overall arrival picture.

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.

The shared album. Photographs and notes you upload are visible to the wedding's guests, and the album remains with the couple after the wedding. The couple can see all of it, add photographs and notes of their own, remove anything in it, 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 code, confirmations and reminders. We never send marketing to guests. Legal ground: legitimate interests.

Messages on WhatsApp. If you give a WhatsApp number, your hosts and their planner can message you there about the wedding, from their own phones, as they would if you had given it to them directly. That is what giving the number is for. 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. 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. Removing your number stops both at once.

Security and reliability. We monitor errors and sign-in activity 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 never shown where your journey starts, whatever else you switch on.

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. Your hosts see your RSVP and the replies you give on their wedding page. 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. How you are travelling is never 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, 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.

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. 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, and anything your hosts noted on that list, such as which side of the couple you are here for. 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 not chosen it, they see nothing named about your arrival or stay beyond the list details above, and your arrival appears only inside the overall picture. If you have chosen to share dietary requirements, they also see what each guest in your household needs to eat. Nobody else sees that: not your hosts, and not the guests you match with. 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.

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@eventride.uk and we will take it up with them.

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, and it is theirs once it is downloaded. 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, 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. The planner may share it with the people arranging the catering. The guest list files hold less: what they gave us about you, the code that opens your page and a link that opens it, each guest's own reply, whether we recorded you opening your page, whether you have shared your journey, and whether you have told us where you are staying. If you have chosen to share dietary requirements, they show only that there is something about food to look at, and never what it is. 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 theirs once it is downloaded.

Your WhatsApp number, if you give one, is seen by your hosts and their 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.

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; and Google, whose Places service powers the search that helps you enter the name of where you are staying. When you type there, 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. 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.

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

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.

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.

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 we do not delete it on a timer. If you want something of yours deleted outright, ask us at privacy@eventride.uk 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.

Your name, contact details and RSVP are deleted six months after the wedding.

Security and error logs are kept until we delete them. No automatic clock removes them.

We do not keep backups of the database at the moment, so when something is deleted there is no copy of it left behind.

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, and any suggestion or link naming you. The record that you gave or withdrew a consent is kept, without your name, and your household may be given a new code.

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.

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. 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@eventride.uk and we will respond within one month. 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 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 Not you? 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.

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.