How we handle your data

What OurGathering stores about you, why, who can see it and what you can do about it. Last updated 26 October 2026.

Who we are

OurGathering is run by LUXD LTD, a company registered in England and Wales (company number 17465024), registered office Flat 1b, 153 Wandsworth Bridge Road, London SW6 2TT. We are the controller of the personal data described here. Contact us about anything on this page at hello@ourgathering.co.uk.

What we store and why

Your account (name, email address, password stored as a one-way hash): to let you sign in and run your events. We rely on this being necessary to provide the service you asked for.
Guests (the name and email address an organiser enters, and whether you’re coming): so the organiser can invite you and plan the event. We rely on the organiser’s and our legitimate interest in running the event, which you’d expect when you’re invited to it.
Your answers, votes, plan details, rooms, tasks and money records: to plan the event with the people involved, on the same basis.
Sensitive answers (questions marked with a lock, such as dietary needs, allergies, access needs or budget): some of these are health information, which the law treats as special. We only store them with your explicit consent, given by ticking a box when you save them. You don’t have to answer them, and you can clear them at any time.
Technical records (sign-in sessions, security logs, the email we send and whether it was delivered): to keep the service working and secure.

We don’t sell your data, show adverts, or use it to profile you.

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.
We can technically access stored data to operate and secure the service, and only do so when that is needed.

Companies that help us run it

Fly.io hosts the app and its database, on servers in London.
Resend sends our email.
Cloudflare runs our domain names and stores our backups.

They only process data on our instructions. Some are US companies, so data can leave the UK; where it does, it is protected by UK-approved safeguards (the UK–US data bridge or the UK’s standard contract clauses).

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.

Cookies

We only use cookies that are needed for the site to work: one keeps you signed in to your account, and one remembers the invitations you’ve opened on this device. We don’t use analytics, advertising or tracking cookies, so there is nothing to accept.

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.
If you start an event without confirming an email, it is deleted after 30 days without use. No guest can see it before you confirm.
You can download everything about you, and delete your account, from your account page.
The database is backed up, and backups are kept for up to 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.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, or take it elsewhere. You can withdraw consent for sensitive answers at any time by clearing them or asking us to delete them; that doesn’t affect what was done before. If you only have an invitation link and no account, email hello@ourgathering.co.uk and we’ll reply within one month.

If you’re unhappy with how we’ve handled your data, tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

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.

Email

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.