Privacy Policy

Last updated: 18 October 2026

Who We Are

Wedding List Manager is a wedding planning platform operated from the United Kingdom. We provide tools to help couples plan their weddings, manage guest lists, build a wedding website, and find and book vendors. For the personal data described in this policy we are the controller, except where this policy says we act on a couple's instructions.

This policy covers everyone the service touches: couples and wedding planners who hold an account, guests whose details a couple enters, vendors and their team members, and visitors to the public site. The section If you are a guest is written for people who have never signed up.

For privacy-related queries, you can contact us at privacy@weddinglistmanager.co.uk.

Information We Collect

Account information: When you register, we collect your name, email address, and password. Your password is stored securely using one-way hashing and is never stored in plain text.

Wedding details: If you are planning a wedding, we collect information such as partner names, wedding date, venue, and location. This information is used to provide the service and help you plan your event. If you give them, we also keep your venue's postcode and the first part of your home postcode (the district, such as SM3 — never the full postcode) to place your wedding on the map and measure distances to suppliers. Suppliers never see either. If you use "Find your venue" or the home location search, what you type into that search box is sent to Google, whose Places service we use, so it can offer matching places, and when you pick one we ask Google for its address; nothing else about you goes with it. From the home search we keep only your town and the first part of your postcode.

Who else can see a wedding: If you invite a partner to your wedding, they see and edit everything you do. If a wedding planner sets up a wedding for you as their client, the planner holds that wedding on their account and can see all of it. You can see who has access from your wedding settings.

Guest information: We store guest data that you provide, including names, email addresses, RSVP status, dietary requirements, allergies, meal choices, seating, tags and the notes you keep against a guest. You are responsible for ensuring you have permission to share your guests' personal data with us. Guests can also reply to you through a personal invitation link; what they type there (their reply, dietary needs, a message) is stored with their guest record.

Photos: Images uploaded by couples and guests to wedding albums are stored on our servers. You retain ownership of any photos you upload. Uploads are checked by our safeguarding team before they appear to others — see Photo moderation and safeguarding below for exactly what our staff can and cannot see.

Vendor information: If you have a vendor account, we collect your business name, contact details, address, operating area, services, prices, availability, service descriptions, and gallery images to display your listing on the platform. If you add team members, we hold their names, email addresses and their role in your business. We also calculate a trust score for each business from facts about it on the platform (verification completed, reviews, how quickly enquiries are answered); it decides where a business appears in search and is not a decision about any individual.

Vendor verification documents: To verify a business we ask for a Companies House registration or equivalent, and to verify the person behind it we ask for government photo ID and a selfie holding it. Only our staff can see these. They are never shown on a profile or to couples, they are used only to confirm the business and the person are who they say, and they are permanently deleted as soon as the review is finished, or after 30 days whether it has happened or not.

Enquiries, messages, bookings and contracts: When a couple contacts a vendor, or replies to one, the two sides can see each other's messages, the wedding date, the service asked about and, once the couple has replied, the couple's name. A vendor who writes to a couple first does not learn who they are until the couple answers. If a booking follows, we hold its price, payment schedule, milestones, documents and any contract between the two of you. When a contract is accepted on the platform we record who accepted it, when, and the internet address and browser it was accepted from, because that is the evidence that it was agreed. Couples record payments they have made to a vendor; we never take or hold that money.

Reviews: After a booking a couple can review the vendor. The review and its ratings appear publicly on the vendor's profile, and our team can check a review before it appears and remove one that breaks our rules.

Your wedding website: If you publish a wedding website it is public to anyone with the address, including search engines, unless you set a password on it. What appears on it is what you choose to put there: typically your names, the date, the venue, the schedule and photos. A guest's own details are never shown on it.

Contact form and support: If you write to us through the contact form or by email we keep your name, email address and message for as long as we need to deal with it.

Refused sign-ups: When the registration form refuses an attempt (for example, a disposable email address or too many attempts from one connection) we keep the email address tried and a scrambled form of the connection address for 30 days, so we can see whether anybody is attacking the form. Nothing else is kept about it.

Payment information: Card payments are processed by Stripe, and we never see or store your card number. Stripe's own privacy policy applies to payment data they process on our behalf. If we pay you a token refund, we send it by bank transfer and keep a record of the payment: the amount, the date, the reference, the account holder's name, the sort code and the last four digits of the account number. We never keep a full account number. This record is kept for seven years, like our other tax records.

Technical data: We automatically collect certain technical information when you use the platform, including IP addresses, browser type, and session cookies. This data is used to maintain security and improve the service. The sign-in, registration and contact forms carry a bot check run by Cloudflare, which looks at your connection and browser to tell a person from a script; we see only whether it passed. When something goes wrong on a page we record an error report (the page address, the error and technical details about the request) so we can fix it; these reports never include your name, email address or anything you typed. We also keep a short record of the pages and actions people use, described in How we keep the site working below.

How We Use Your Information

We use your information to:

• Provide and operate the Wedding List Manager service
• Process payments for vendor token purchases, and pay token refunds by bank transfer
• Communicate with you about your account and service updates
• Improve the platform and develop new features
• Prevent fraud and maintain security

Our legal bases for processing your data under UK GDPR are:

• Performance of contract: Processing necessary to provide the service you have signed up for
• Legitimate interest: Improving the platform, preventing fraud, and maintaining security
• Legal obligation: Keeping tax and accounting records, and responding to lawful requests
• Consent: Vendor offers and analytics cookies, which you can withdraw at any time

Emails We Send You

About your account and wedding: Confirmations, password resets, RSVP replies, messages from vendors, booking and payment reminders. These are part of the service and cannot be switched off while you hold an account.

Planning emails: Once your account is a week old and your email address is verified, we send occasional emails timed to where you are in planning — a nudge to add your guests, to send save-the-dates, or to start a seating plan — and some include suppliers near your wedding that match the topic. Those suppliers are chosen editorially; nobody pays to appear in them. Every one of these emails has a link to stop that email and a link to stop all of them, and your notification preferences let you choose which you get. Our lawful basis is our legitimate interest in helping you use the service you signed up for.

Product updates: Occasional news about the platform itself. You can refuse these when you register and unsubscribe from any one of them with one click.

To your guests, on your behalf: Invitations, RSVP reminders and the final reminder before your deadline go to guests only when you choose to send them, from our address but in your name. For each one we keep a note of the date, the guest it went to and that it was sent, for 30 days, so you can see what has gone out.

How We Price Leads to Vendors

When a vendor pays to receive a couple's enquiry, the price depends on how far that couple has got with vendors on the platform: whether they have enquired before, replied, or booked. It reads only what a couple has done on the platform, never their budget or anything about them personally, and it is worked out fresh each time rather than kept as a score. The couple is never shown it and the vendor sees only a price. It affects what a vendor pays us; it never affects what a couple sees, pays or can do. Our lawful basis is our legitimate interest in charging vendors fairly.

Vendor Offers (Optional)

If you explicitly opt in, wedding vendors on our platform can send you offers and updates relevant to your wedding — for example, matched to your wedding location or date. These messages are always sent by Wedding List Manager on the vendor's behalf: vendors never receive your name, email address, or any other personal data. Vendors only see the approximate size of the audience their campaign will reach.

This is entirely optional and off by default. You can opt in during onboarding or from your notification preferences, and you can opt out at any time from the same page or via the unsubscribe link in any offer email. Opting out removes you from all vendor campaign audiences immediately. Our lawful basis for this processing is your consent.

How We Measure Our Emails

The automated planning emails we send you contain a small, invisible image and links that pass through our own site before continuing to their destination. This tells us whether an email was opened and which link inside it was followed, so we can tell which advice is genuinely useful and stop sending the rest. We record the fact of the open or click, when it happened, and which link it was — nothing about what you do afterwards, and never your location or device profile.

Separately, we keep a record of the emails we have sent you — the date, the address it went to, and the subject line, never the message itself. It is what lets our support team answer “did you ever send me that?” honestly, and it is deleted after two years.

This measurement is only used to improve our own emails: it is never shared with vendors, and it never feeds vendor targeting. Turning off automated planning emails on your notification preferences page stops both the emails and the measurement. Our lawful basis is legitimate interest in understanding whether our own service communications are helpful.

How We Measure Our Blog

When you read an article on our blog we record that it was read, when, and roughly how you got there — whether you arrived from a search engine, a social network, another website, or by typing the address in. Where a link brought you to us we keep only the name of the site it came from, never the full address of the page, because a search or a private page can say more about you than the site itself does. We also record which links inside the article people follow.

We record an approximate location — usually the country and, where our network provider can tell us, the nearest town. This is worked out and given to us by our network provider from the connection itself; we do not look up, receive or store your IP address to produce it, and it is approximate enough that it often points at a city some distance from where you actually are.

We do not store your IP address or your browser's identifying details against an article you have read. To avoid counting the same person twice we use a scrambled code derived from your connection, which cannot be turned back into you and which we do not use to follow you around the internet.

If you are signed in when you read an article, that read is recorded against your account. It helps us see which advice the couples actually using the platform find worth reading. This is never shared with vendors and never feeds vendor targeting: a vendor bidding to appear on an article is told how many people read it and roughly where they were, never who they were. Blog measurement is deleted after two years, and our lawful basis is our legitimate interest in knowing which of our own articles are worth writing.

How We Keep the Site Working

To find and fix problems, and to see where the site is harder to use than it should be, our own server keeps a short record of the pages people open and the actions they take, such as saving a guest, choosing a seat or sending an RSVP. It covers everyone who uses the site, whether or not you are signed in. It does not set any cookie of its own or store anything else in your browser: to tell which pages belong to the same visit, it uses the session cookie the site already needs to keep you signed in, described in our cookie policy.

What we record. Which page or action it was, when, whether it worked and how long it took. When you send a form, we note whether it went through or was sent back to you, and the names of any boxes that needed correcting — that the email address box was missing, for example, never what was in it. We also note whether you were using a phone, a tablet or a computer, and the name of the website that sent you to us.

What we never record. Anything you type, your IP address, the full details your browser sends about itself, the names of files you upload, or the private codes in invitation and email links. Where a page address contains a private code, it is removed before anything is saved. Whether you opened one of our emails, or which link in it you followed, is not part of this record; that is covered by how we measure our emails above.

How one visit links to the next. So that we can follow how someone moved through the site and where they got stuck, each record carries a scrambled code standing for your account, or for your visit if you are not signed in, worked out from the session cookie. It is not your name, your email address or the ID we hold internally, and it cannot be turned back into you without a key that only our server holds.

Where it is kept and for how long. On our own server, in a file that is never published on the web and is never shared with vendors. Each record is deleted automatically after 60 days.

Who looks at it. Our own team. To help us understand how the site is used, such as where errors happen and where people get stuck, our team also uses an AI assistant, Anthropic's Claude. It only ever sees anonymous totals worked out on our own server, such as how many visits reached a page or how often a box on a form needed correcting. Any group so small that it could point to somebody is left out, and every figure is rounded. It never sees a record about an individual, so no personal data from this record is sent to Anthropic.

Our lawful basis is our legitimate interest in finding and fixing problems and improving the site. We have weighed this against your privacy, which is why the record holds what happened rather than what anybody wrote, and is deleted after 60 days.

You can object at any time. Use the button below and we stop recording your visits straight away, and delete what we have already recorded for your account, or for this visit if you are not signed in. When you are signed in, your choice is kept with your account. When you are not, it lasts until this visit ends, because we keep nothing longer lasting in your browser to remember it. You can also email privacy@weddinglistmanager.co.uk and we will do the same for your account.

Photo Moderation and Safeguarding

Wedding albums often contain children, family, and private moments, so photos uploaded to them are reviewed by our safeguarding team before they become visible to other people. We want to be straightforward about what that means in practice.

What our staff can see. Reviewers see a small thumbnail of a photo, never the full-resolution original, and only while there is an open reason to look at it: the photo is waiting to be reviewed, or somebody has reported it. Once a photo has been approved and nobody has reported it, our staff lose access to it automatically. There is no way for our staff to browse through a wedding's finished albums.

Every look is recorded. Each time a member of staff views, approves, or removes a photo, we record who did it, when, and — for removals — why. Those records cannot be edited or deleted by anyone, including us, and are kept for three years so that we can answer questions about how a photo was handled.

Reporting a photo. Anyone who can see a photo can report it, including guests using an invitation link who do not have an account. Reports are confidential: we do not tell the couple or the person who uploaded the photo who reported it. If you appear in a photo you did not agree to have shared, reporting it is the fastest way to reach us, and you can also email privacy@weddinglistmanager.co.uk.

What we never do with your photos. We do not use them for marketing, we do not share them with vendors, we do not use them to train artificial intelligence, and we do not download or keep copies outside the album they were uploaded to.

Location data inside photos. Photos from a phone often carry the place they were taken. A cover photo, which is shown at a public address, is re-saved without that data. Album photos keep their original file, because albums are private to the wedding; if you would rather a photo did not carry its location, remove it before uploading.

Our lawful basis for this processing is legitimate interests — keeping people using the platform, and children in particular, safe from illegal or harmful material, and meeting our obligations under UK law. We have weighed this against your privacy, which is why access is limited to thumbnails, limited to photos with an open reason for review, and logged.

Third-Party Services

We use the following services to run the platform. Each sees only what its line says, and none of them may use what it sees for its own purposes.

• Our email delivery provider — sends every email we send, so it handles the address, subject and content of each, and tells us whether it was delivered or bounced.
• Stripe — for payment processing. Stripe processes payment data under their own privacy policy.
• Cloudflare — for security and performance, and for the bot check on our sign-in, registration and contact forms. Cloudflare may process certain technical data, including your IP address, as part of delivering our service.
• Sentry — error monitoring. When a page fails, a report of the error goes to Sentry with the page address and technical details of the request. We have switched off everything that would identify you, and private codes are removed from the address before it is sent.
• OpenStreetMap — where a map is shown (your venue on your dashboard, a location on your wedding website, a vendor's operating area), the map images are loaded by your browser from OpenStreetMap's servers, which see your IP address as any website you visit does. We also ask OpenStreetMap's Nominatim service to turn a venue or website address into map coordinates; only the address is sent.
• Open-Meteo — a weather service we ask for the forecast at your venue's coordinates as the day approaches, and to place a town name on the map. Only the coordinates or the town name are sent, never anything about you.
• Bunny Fonts — serves the typefaces on the site. It sets no cookies and keeps no record of who loaded them.
• YouTube and Vimeo — a vendor can embed a video on their profile. The video is loaded from those services only when the page is opened, in a privacy-enhanced mode where YouTube offers one, and their own cookie rules apply from that point.
• Anthropic — our team uses its AI assistant, Claude, to help understand how the site is used. Claude only sees anonymous totals worked out on our own server from the record described in How we keep the site working, never a record about an individual, so no personal data from that record is sent to Anthropic.
• Google Analytics — for usage measurement, and only if you accept analytics cookies. Google acts as our processor and may process the data outside the UK under the UK extension to the EU–US Data Privacy Framework and standard contractual clauses.
• Google Places — the place search behind "Find your venue" and the home location box. Only the text you type into the search box is sent, so Google can offer matching places, and when you pick one we ask Google for that place's address. Google may process this outside the UK under the UK extension to the EU–US Data Privacy Framework and standard contractual clauses. We keep Google's identifier for a venue you pick; we never keep its map coordinates.
• postcodes.io — a UK open-data service we ask to place a venue postcode, or the first part of a home postcode, on the map. Only the postcode itself is sent.

Where your data is kept. The platform and its database run on servers we control in the United Kingdom. Where a service above processes data outside the UK — Google, Stripe, Cloudflare and Sentry operate in the United States — it does so under the UK extension to the EU–US Data Privacy Framework or the UK International Data Transfer Addendum to standard contractual clauses, which are the safeguards UK law requires.

We do not sell your personal data to third parties. Vendors pay us to send messages to couples who match what they are looking for, but we send those messages — vendors never receive your name, email address, or browsing data. A vendor only learns who you are if you contact them, reply to them, or book them. See our cookie policy for more detail.

Cookies

We use essential cookies for authentication and CSRF protection. These cookies are necessary for the platform to function and cannot be disabled. Our cookie policy lists every cookie we set and why.

We also use optional analytics cookies, which stay switched off unless you accept them. If you accept, Google Analytics measures how people move through the site — which pages are used, in what order, and where people drop out of a flow — including pages inside your account once you are signed in. We do not send Google your name, email address, or any wedding, guest, or vendor detail, and we never use analytics for advertising or to target you with vendor offers. Our lawful basis is your consent, which you can withdraw at any time from the “Cookie settings” link in the footer of any page.

Where you are signed in and have accepted analytics, we also send a code that stands for your account, so visits from your phone and your laptop are counted as one person rather than two. It is a one-way hash unique to this site, not your name, email address, or the ID we hold internally, and Google cannot identify you from it. Our cookie policy explains this in full.

We do not use advertising cookies and we do not build advertising profiles from your browsing.

How Long We Keep Things

Your account and wedding data are kept for as long as your account exists. If you delete your account there is a 90-day grace period in which you can sign in and recover it; after that your personal data is permanently removed or anonymised. If you have not signed in for three years we email you a warning, and if you do not return within 30 days the account is deleted in the same way. Guest data is kept for as long as the wedding it belongs to exists; deleting a wedding removes its guests.

Specific records have their own windows, each applied automatically:

• Messages between you and a vendor: kept for as long as you choose in your wedding settings — forever, or for a number of months after the wedding (up to five years), after which they are deleted.
• Record of emails we sent you: the text of each email for 3 months, then only the date, address and subject for 2 years.
• Invitations and reminders sent to guests: the sending record for 30 days.
• Pages and actions on the site (above): 60 days.
• Blog reading measurement: 2 years.
• Photo moderation log: 3 years, and it cannot be edited.
• Vendor verification documents: deleted when reviewed, or after 30 days.
• Refused sign-up attempts: 30 days.
• Payments, token purchases, refunds and the contracts behind them: 7 years, as UK tax and accounting law requires, even if the account is deleted.

Backups. We take a copy of the database every night so the service can be restored if something breaks. Every copy is kept for a week, then one a day for 16 days, one a week for 8 weeks, one a month for 4 months and one a year for 2 years. Something you delete therefore disappears from the live service on the schedule above but can remain inside a backup for up to two years. Backups are used only to restore the service after a failure, never to bring back data that has been deleted, and they are stored on servers we control.

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct any inaccurate personal data.
• Right to erasure: You can ask us to delete your personal data.
• Right to restrict processing: You can ask us to limit how we use your data.
• Right to data portability: You can request your data in a structured, commonly used format.
• Right to object: You can object to processing of your personal data in certain circumstances.

You can do most of this yourself. Your profile page lets you download everything we hold about you and your weddings, correct your details, and delete your account. Couples can download or delete any one guest's details from the guest list. For anything else, or if you would rather we did it, email privacy@weddinglistmanager.co.uk. We answer within one month, and we never charge for it.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put it right first.

If You Are a Guest

If a couple has added you to their guest list, you have never signed up to anything, and this section is for you.

What the couple holds about you. Whatever they entered: usually your name, and often your email address, who you are coming with, where you are seated, and any dietary needs or notes. If you reply through your invitation link, your reply is added to it. The couple entered this and the couple controls it: we store and process it on their behalf and on their instructions, and we do not use it for anything of our own. We never email you except when the couple sends you something, and we never share your details with vendors.

Your invitation link is personal to you. Anyone who has it can see your invitation and reply for you, so treat it like a ticket. If you ask for one, we can also give you a short-lived link to sign in and keep your reply up to date; it stops working after 14 days.

Photos. If the couple allows it, you can add photos to their albums. They are private to the wedding, checked by our safeguarding team before anyone else sees them, and you can report any photo you appear in and did not agree to.

To see, correct or remove your details, ask the couple first: they can download your record or delete it in a moment. If you cannot reach them, or you would rather not, email privacy@weddinglistmanager.co.uk and we will help; we may need to tell the couple that a guest has asked, but not which one.

Children's Privacy

Accounts are for adults: you must be 18 or over to hold one. We do not knowingly collect personal data from anyone younger, and if we learn that we have, we delete the account. Children appear on the platform only as a couple's guests, or in a couple's photos, and are covered by If you are a guest and Photo moderation and safeguarding.

Data Security

We take the security of your data seriously. Measures we use include:

• All connections to the platform are encrypted via HTTPS
• Passwords are stored using industry-standard one-way hashing
• Access controls are in place to limit data access to authorised personnel, and our staff's actions in the admin area are logged
• Every uploaded file is scanned for viruses before it is stored
• Invitation and wedding-website passwords are stored encrypted, and private codes in links are long enough that they cannot be guessed
• Nightly database backups are kept on servers we control

No system is completely secure, and we cannot guarantee absolute security. However, we are committed to protecting your data using appropriate technical and organisational measures.

Changes to This Policy

We may update this privacy policy from time to time. Small changes take effect when posted on this page, with the date at the top updated. If we change what we collect or who we share it with, we tell account holders by email and in the changelog before the change takes effect.

Contact Us

For any privacy-related queries, please contact us at privacy@weddinglistmanager.co.uk.