Privacy for organisations
How personal data works in OurGathering for Teams. Last updated 26 October 2026.
Who is responsible
- Your organisation is the controller of its people’s data: it decides what to ask, who is invited and who can read what. Questions about that go to your organisation first.
- LUXD LTD is the processor: we store and handle the data only to provide the service, under the data processing agreement. The provider is LUXD LTD, a company registered in England and Wales (company number 17465024), registered office Flat 1b, 153 Wandsworth Bridge Road, London SW6 2TT.
- For our own accounts and sign-in, and for anyone using the consumer service, see the main privacy notice.
What we hold
- Names and work email addresses of people invited, and their replies.
- Travel, room and dietary or access answers, if your organisation asks for them. Dietary and access answers can be health data; they’re stored only with the person’s explicit consent.
- Budget lines, approvals and claims, with who made them and when.
Who can see it
- Health and access answers: only people your organisation trusts with them. Not organisers by default, and never finance.
- Finance: the budget, approvals, claims and headcount. No answers.
- Everyone going: the plan that applies to them and who else is going. Never anyone else’s answers.
- The venue: only what someone exports for it, and each export is recorded.
How long we keep it
- Health and access answers are deleted 30 days after an event ends.
- Everything else is kept while your organisation uses the service, and deleted within 30 days of it asking or the pilot ending.
- Encrypted backups are kept for up to 30 days.
Where it’s held
The service runs in London. Backups are encrypted and stored with Cloudflare; email is sent through Resend. These providers act on our instructions under contracts that protect the data.
Your rights
If you’re invited to an organisation’s event, ask the organisation to see, correct or delete your data; we’ll help them. You can also contact us at hello@ourgathering.co.uk, and complain to the Information Commissioner’s Office (ico.org.uk).