Privacy Policy

Planned Memories (company registration in progress) (trading as Planned Memories), company number to be confirmed on registration, registered at London, United Kingdom (full registered address to follow), is the data controller for the personal data described here. Our registration with the Information Commissioner's Office is pending — we will publish our ICO registration number here once issued.

We have not appointed a statutory Data Protection Officer; data protection is owned by our senior management team. For anything in this notice, write to privacy@plannedmemories.co.uk.

• Couples — the people planning a wedding with us, including a second partner added as a co-owner of the same account.
• Helpers — family and friends a couple invites to support the planning.
• Wedding guests — people whose details a couple enters into their guest list, and who respond to an invitation, claim a gift from a registry, or add photos to the couple's wedding day album. Photos added to an album have their location and camera data removed before we store them, are visible only to the couple and guests holding the album link, and are deleted after 30 days.
• Suppliers — businesses listing on the marketplace and the individuals who run them.
• Our staff — people with administrative access to the platform.

• Account details: name, email address, password (stored only as a secure hash), phone number and relationship to the couple where given.
• Wedding details: partner names, wedding date, location, celebration type, functions and schedule, budget and category budgets, priorities, rituals, colour scheme and seating plans.
• Cultural and religious details: heritage, ethnicity and religion, given optionally by the couple so we can tailor greetings, rituals and supplier matches. This is special category data and we only ever process it with your explicit consent.
• Guest list data: guest names, contact details, party size, invited functions, RSVP responses, dietary requirements and allergy notes. Dietary and allergy information can reveal health or belief details, so it is treated as special category data.
• Supplier data: company and trading name, business location and service areas, categories, cultural specialisms, photos, audio or video samples, pricing indications and approval status.
• Transactional data: bookings, meeting requests, messages between couples and suppliers, invoices, payment status and subscription state. Card details are handled by our payment processor and never reach our systems.
• Contact and support data: your name, email, the role you contact us as, an optional account email, your message, any files you attach, and a reference number for the enquiry.
• Planning assistant data: questions you ask Sameh, our AI planning concierge, brainstorm notes, and enquiry drafts it writes for you to review.
• Helper data: names and contact details of family and friends you assign planning tasks to, and the tasks shared with them.
• Operational data: email delivery logs, bounce and unsubscribe records, and security or error logs.

If you received an invitation or an RSVP link, your details were given to us by the couple organising the wedding — usually your name, and an email address or phone number. We use them only to deliver that couple's invitation and record your response. You can ask us to remove your details at any time using the contact address below, and we will tell the couple that you have withdrawn.

We do not sell personal data and we do not share it for advertising. We use a small number of service providers who process data strictly on our instructions under a written contract:

When a couple books or messages a supplier, the details needed for that booking are shared with that supplier, who then acts as a controller for their own records. We may also disclose data where the law requires it.

• Sameh suggests timelines, budgets, rituals, tasks, supplier shortlists and enquiry wording. Every suggestion is optional — you decide, and nothing is sent or booked without you.
• Supplier matches are ranked by fit (location, culture, budget and services), never by paid placement.
• Only the details needed to answer you are sent to our AI provider. Your data is not used to train third-party AI models.
• AI can be wrong. Please check anything important, especially religious, legal or financial points.

Messages sent through our contact page go to the right team: customer.support@plannedmemories.co.uk for couples, vendor.support@plannedmemories.co.uk for suppliers and admin@plannedmemories.co.uk for everything else. Attachments are stored privately and shared with our team by a link that expires after 7 days. Please do not attach anything more sensitive than you need to, such as ID or bank details, unless we ask.

Our infrastructure is hosted in the UK and European Economic Area wherever possible. Where a provider processes data outside the UK, the transfer is covered by UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

Deleting your account removes your personal data ahead of these periods, except records we must keep by law. If your account is shared with a partner, deleting yours does not delete theirs.

Under UK GDPR you have the right to:

• Be told how your data is used — this notice.
• Get a copy of the personal data we hold about you.
• Have inaccurate data corrected.
• Have your data deleted where we have no overriding reason to keep it.
• Restrict how we use your data while a concern is investigated.
• Receive your data in a portable, machine-readable format.
• Object to processing based on our legitimate interests.
• Not be subject to a solely automated decision with legal or similarly significant effects — our planning suggestions are recommendations only, and a human is always in control.

Where we rely on consent — including for religion, heritage, dietary and allergy details — you can withdraw it at any time without affecting anything done beforehand.

To exercise any right, email privacy@plannedmemories.co.uk. We aim to respond as quickly as possible and will let you know if busy periods cause a delay. We may ask you to confirm your identity first.

Access to data is controlled per account and enforced at the database, so one couple can never see another's plan. Staff access is limited to named permissions, administrator accounts can require a second sign-in step by email, all traffic is encrypted in transit, and passwords are stored only as salted hashes. There is more detail on our trust and security page.

We use only the cookies needed to keep you signed in and to remember your preferences. We run no advertising or analytics trackers. See our cookie policy.

The platform is not intended for anyone under 16 and we do not knowingly create accounts for children. A couple may add a child's name and dietary needs to a guest list; that information is handled under the same rules and deleted on the same schedule.

If we make a material change we will tell account holders by email before it takes effect. The date at the top of this page always shows the current version.

Please raise any concern with us first at privacy@plannedmemories.co.uk. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.