Privacy Policy
Last updated: 9 June 2026
Plain-English summary
Essentially Events is built for meaningful celebrations, not public social feeds. We collect only what is needed to run invitations, RSVPs, communications, and photo sharing — and we keep guest data scoped to each event.
Who we are
Essentially Events ([Legal entity name to be confirmed]) is the data controller for personal data we collect when you visit our website, create an account, or contact us.
When planners, agencies, or hosts use our platform to manage events, they are typically the data controller for guest information. In those cases, we act as a data processor and our processing is governed by our Data Processing Agreement.
Who this policy applies to
We interact with three groups of people:
- Planners and agencies — professionals who configure and manage events on behalf of clients.
- Hosts — individuals organising a celebration who may access a permission-gated portal.
- Guests — people who receive an invitation link and interact with RSVP, event hub, or photo features without creating an account.
Personal data we collect
The data we collect depends on how you use Essentially Events:
- Account data — name, email address, agency or organisation details, billing information.
- Event data — event names, dates, guest lists, RSVP responses, dietary requirements, seating, and communications you send through the platform.
- Guest data — names, email addresses, phone numbers, RSVP status, and photos uploaded via secure magic links.
- Technical data — device type, browser, IP address, and essential cookies required for authentication and security.
- Support and marketing enquiries — information you submit through contact or presentation request forms.
Lawful bases for processing
We process personal data under UK GDPR on the following bases:
- Contract — to provide the service you or your agency has signed up for.
- Legitimate interests — to secure the platform, prevent abuse, and improve reliability, where those interests are not overridden by your rights.
- Legal obligation — where we must retain records for tax, accounting, or regulatory purposes.
- Consent — for optional marketing communications and non-essential cookies, where required.
How we use personal data
We use personal data to:
- Provide invitations, RSVPs, guest communications, live photo walls, and post-event memory collection.
- Authenticate planners and hosts and enforce permission guardrails.
- Send transactional messages such as magic links, RSVP reminders, and account notifications.
- Process payments and manage event credits.
- Respond to support requests and legal enquiries.
- Maintain security, detect fraud, and comply with applicable law.
International transfers
Some subprocessors may process data outside the UK. Where this occurs, we rely on appropriate safeguards such as UK International Data Transfer Agreements or adequacy regulations.
Retention
We retain personal data only for as long as necessary to provide the service, meet legal obligations, and honour account retention settings.
Guest and event data may be deleted or anonymised after the event retention period configured for the account, or earlier on verified request from the data controller.
Your rights
If we are the data controller, you may have the right to access, rectify, erase, restrict, or object to processing, and to data portability where applicable.
If your data was submitted as part of an event managed by a planner or host, please contact them in the first instance. We will assist the controller with verified requests.
You may lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
Contact us
Privacy enquiries: privacy@essentiallyevents.com
[Registered address to be confirmed]