Privacy policy

1. Who is responsible for your data

The controller of personal data in Wedding Guests is Piotr Makowiec, Binarowa 469, 38-340 Biecz, a private individual running unregistered activity under Polish law (art. 5(1) of the Entrepreneurs' Law). Contact: contact@wedding-guests.com.

2. Couples: what we use and why

• Account (first and last name, email, password stored only as a secure hash, language): to provide the service under our contract (GDPR art. 6(1)(b)).
• Wedding details (names, date, places, contact details you choose to show guests, page texts and cover photo): to provide the service (art. 6(1)(b)).
• Purchases (plan, amount, tax, date, payment status, and the name, email and billing country entered at checkout): to provide the paid plan and to meet tax and accounting duties, including keeping a record of sales and checking the limits of the Provider's activity (art. 6(1)(b) and (c)). Stripe collects the full billing address; we keep only the country. To convert euro payments we use the National Bank of Poland's published rates, which are not personal data.
• Records of acceptance and consent (which version of the terms you accepted and when; when a guest consented to sharing diet and allergy details): to show that the contract was concluded and that consent was given, as the law requires us to (art. 6(1)(c) and art. 7(1) GDPR, and our legitimate interest in establishing and defending claims, art. 6(1)(f)).
• Sign-in security (when you last signed in, how many devices are signed in, failed password attempts and a temporary pause after too many of them): to protect your account, our legitimate interest (art. 6(1)(f)).
• Service emails (confirming your address, password reset, guest replies, retention notices): to provide the service (art. 6(1)(b)).
• Security and technical records (such as IP address, time and type of request): to keep the service secure and working, our legitimate interest (art. 6(1)(f)).

2a. Help with your account and payments

When you write to us or something goes wrong, the Provider's administrator can see your account (name, email, whether it is confirmed, sign-in records, accepted terms), your weddings (name, date, page address, who manages them, and only the number of guests, invitations and replies) and your payments and plans. The administrator does not see guest lists, guests' replies, diets or contact details.

The administrator can confirm your email address, send you a password reset link (never seeing your password), unlock sign-in, sign you out of all devices, check a payment with Stripe, refund a payment, give a plan for free, and block an account temporarily in case of abuse or at your request. For a refund, a free plan or a block, we record who did it, when and why.

Legal basis: providing the service and handling withdrawals and complaints (art. 6(1)(b)), our legal duties as a seller (art. 6(1)(c)) and our legitimate interest in supporting users, preventing abuse and being able to account for what we did (art. 6(1)(f)).

To run the business we also look at overall statistics, such as the number of accounts, weddings, replies and sales. They are counts, not data about a particular person.

3. Guests: what we use and why

Guests' data comes from two places: the couple, who add guests to their list, and the guests themselves, who reply on their personal page.

• Entered by the couple: names, the invitation a guest belongs to and, optionally, a phone number or email the couple uses to remind guests themselves. Legal basis: the legitimate interest of the couple and of us in organising the wedding and providing the service for it (art. 6(1)(f)).
• Given by guests: who is coming, a plus-one's name, children's ages on the wedding day, extra events, accommodation and transport. Legal basis: the same legitimate interest (art. 6(1)(f)).
• Diets and allergies: information such as gluten-free or lactose-free and allergy notes can concern health. We process it only with the guest's explicit consent, given on the reply page (art. 9(2)(a)). Giving it is optional and the consent can be withdrawn at any time by asking the couple or us.

4. Who can see the data

• The couple (the account holder and the partner they invited) sees their wedding's guests and replies. Allergy notes and guest contact details are visible only to them.
• Guests see only their own invitation.
• The Provider's administrator, as described in section 2a, without access to guest lists and replies.
• Companies that help us run the service, under data processing agreements: server hosting in the European Economic Area, email delivery, file storage for cover photos and technical monitoring (which receives no guest replies or contact details).
• Google Ireland Limited, which provides consent-based Google Analytics on marketing and registration pages as described in section 9.
• Stripe, which processes payments as a separate controller under its own privacy policy.
• Accounting services and public authorities, when the law requires it.

5. Transfers outside the EEA

Some providers (for example Google, Stripe, Cloudflare, which stores cover photos in the EU and delivers them through its worldwide network, or the monitoring provider) may process data in the United States. In that case the transfer is based on the European Commission's adequacy decision for the EU-US Data Privacy Framework or on standard contractual clauses.

6. How long we keep data

• A wedding with its guests and replies: until a year after the wedding date, or until paid access ends if that is later. The couple can delete it earlier (deletion happens after 7 days).
• An account: until it is deleted. Accounts never confirmed are deleted after 7 days.
• Exported files with guest lists: 7 days.
• Records of sent emails and internal messages: 30 days.
• Payment and tax records, including the record of sales and the notes on refunds and plans given for free: 5 years from the end of the year in which the payment was made.
• Which terms you accepted, sign-in records and the reason for a block: until the account is deleted (a block reason is removed when the account is unblocked).
• A guest's consent to sharing diet and allergy details: as long as the reply it concerns, so until the wedding is deleted.
• Technical logs and monitoring data: up to 30 days.
• Backups (encrypted, kept in the European Economic Area): up to 30 days, so data deleted from the service disappears from backups within 30 days at the latest.

7. Your rights

You have the right to access your data, correct it, delete it, restrict its processing, receive it in a portable format, object to processing based on legitimate interest, and withdraw consent at any time (without affecting processing before the withdrawal). Write to contact@wedding-guests.com. Guests can also ask the couple directly.

You can also lodge a complaint with the President of the Personal Data Protection Office (Prezes UODO), ul. Stawki 2, 00-193 Warszawa, Poland, or with the data protection authority in your EU country.

8. Is giving data required?

Account data is needed to use the service. Guests' replies are voluntary, and diets, allergies and contact details are always optional. We do not make automated decisions or create profiles.

9. Cookies

Sign-in uses necessary cookies: wedding_rsvp_access (a short-lived sign-in token) and __Host-wedding_rsvp_refresh (keeps your session, inaccessible to page scripts). Guest reply pages do not load Google Analytics. On public marketing pages and registration, Google Analytics 4 (Google Ireland Limited) loads only after you choose to allow analytics. It measures page visits, demo use, signup clicks and completed registrations, with language, plan and campaign labels. The legal basis is consent (GDPR art. 6(1)(a)).

Analytics uses browser and device information and cookies such as _ga and _ga_R6X3RY6HW1, configured to expire after 60 days without renewal. We store your consent choice in browser local storage for up to 180 days. You can change or withdraw it through Privacy settings; declining does not limit the service. Withdrawal stops analytics and removes accessible Google Analytics cookies.

We do not use it on dashboards, guest pages, sign-in or token-bearing verification/reset links, and do not send names, emails, invitation tokens, diets or allergy details. Advertising storage, Google signals and ad personalisation are disabled. Analytics reports cover only consenting visitors.

Event-data retention depends on the Google Analytics property settings; you can contact us to ask about the current retention period. Google may process data outside the EEA under its applicable data-processing and transfer terms.

10. Security

Connections are encrypted (HTTPS), passwords are stored as secure hashes, guest links contain only a random code, guest pages are excluded from search engines, and access to the data is limited to what each person needs.

11. Changes

We will update this policy when the service or the law changes, and tell account holders about important changes by email.