How we handle your data
A plain description of what this software does. It is not legal advice, and it is not a claim of compliance with any law.
Who can read your answers
Every question shows, by name, who can read your answer before you give it. The rules are the same ones the server uses to decide what to send to each person:
- The event owner can read every answer.
- Co-organisers can read answers, except sensitive ones (health, access, money) unless the owner has allowed it.
- Helpers can read only the answers tagged for what they help with, such as dietary needs for whoever is cooking.
- Other guests don’t see your answers unless a question says “everyone invited can see this”. People you let answer for you, and whoever added you to their reply, can see your answers too; the question says so.
- Rooms and lifts: the people sharing your room or car see your name there.
- Sharing a household label or a surname never lets one person see or change another adult’s answers. You can choose to let someone answer for you, and stop at any time.
- People who run the OurGathering service can technically access stored data to operate and secure it.
Personal links
Your invitation link is personal. The first time it is opened it signs that device in to your invitation only. Opening it on another device needs a code sent to your email. Organisers can revoke a link or replace it at any time.
Photos
Photos are re-saved when uploaded: they are rotated, resized and stripped of location and camera details, and the original file is not kept. A cover photo appears on the invitation preview to anyone holding an invitation link. Gallery photos are visible only to people invited to that event.
How long we keep things
- Sensitive answers are erased 30 days after an event’s last day, or 30 days after it is closed or cancelled.
- Events stay until their owner deletes them. Deleting an event deletes its answers, plan, money records and photos.
- You can download everything about you, and delete your account, from your account page.
- If you only have an invitation link and no account, email william@luxd.co.uk and we’ll send you your data or delete it within one month.
- The database is backed up continuously and backups are kept for 30 days. Something you delete can stay in a backup for up to 30 days before it is gone for good.
- Email messages that contained a personal link have their content erased once sent.
Money
OurGathering records costs and the payments people report. It does not take, hold or send money, and a reported payment only counts once an organiser confirms it.
We send email to run the service: confirmations, invitations, codes, reminders, changes to confirmed plans and cancellations. Reminders and reply notifications can be turned off. Product news is off unless you turn it on.