Privacy Policy

This notice explains what information Occasi collects, why, how long we keep it, and your rights. We’ve written it in plain English.

1. Who we are

Occasi is run by Occasi Ltd (“we”, “us”), a private limited company registered in England and Wales, company number 17528823, with its registered office at 20 Wenlock Road, London, N1 7GU, United Kingdom. We’re the controller of the personal information described here. Contact: [email protected] (please put “Privacy” in the subject).

2. Couples, guests and who is responsible

If you have an account (usually a couple, or someone planning a celebration), we use your information to provide the service you’ve bought.

If you’re a guest, your hosts add your name and the contact details they choose (for example your mobile or email) so that we can send you their invitation and collect your reply. You don’t need an account. Your hosts are planning a personal celebration. Occasi decides how the service works and keeps your information safe, so we’re responsible (the controller) for the guest information held in Occasi. Your hosts are responsible for only adding guests, and details, they have a right to share.

3. What we collect

About account holders: name, email, sign-in details, purchases, hosting dates, text-credit top-ups and refunds, support messages, and the invitation content you create (names, dates, venues, photos, music, story, schedule, menus, dress codes, seating). Payment card details are handled by Stripe and never reach our servers.

If you invite your partner to plan with you, their email address, so we can check it is them when they accept.

If you make a hand-over link for the wedding day, we keep what it shows and when it was opened until 30 days after it ends.

If you choose Google or Apple sign-in where offered, our authentication provider, Supabase, receives your account identifier, email address and the basic profile information the provider shares, such as your name or profile image. We use these details to create or recognise your Occasi account and sign you in. We do not receive your Google or Apple password, and this sign-in does not request access to your inbox, contacts, calendar or stored files. Apple may provide a private relay email address if you choose to hide your email. The provider also processes your sign-in under its own privacy policy: Google or Apple.

About guests:

• name and household;
• the mobile number or email your hosts add;
• which events you’re invited to;
• your reply (attending or not, meal choices, song requests, transport, a note);
• optional dietary or access needs (see section 4);
• your table, if your hosts share it;
• when your personal link was opened;
• any photos or messages you add to the memory book;
• texts sent to you and any stop request.

When a guest opens an invitation, we count the open for the host. If the guest uses their personal invitation link, the host can also see that their household opened it, when it was first and last opened, and how many times. We don’t use cookies or device identifiers for this, and the record is deleted with the invitation.

If a guest marks a gift on the host’s own gift list, the guest’s name, how many they chose and when are shared with the host. Other guests never see who chose what.

If your hosts send you a text through Occasi, we use your mobile number only to send their invitation, reply reminders and updates about their celebration, and we keep a record of each text and any stop request.

About children: Occasi accounts are for adults arranging events. Hosts or parents may add a child’s name, meal choice or, in the memory book, a photo. Please share only what the celebration needs, and only share children’s details or photographs when you have authority to do so.

Service diagnostics. To help us find browser problems, we record the page category, published script name, line number, error type and release, with grouped counts and timestamps. These diagnostic reports do not include error-message text, full page links, form contents, guest details or account identifiers. The reporter does not use cookies or browser storage. Diagnostic groups are kept for 30 days after their latest report and are visible only to Occasi administrators. Our hosting providers also process ordinary connection information in their technical logs.

If your hosts give their guests a Pass and switch these features on, you can send them a note or a question, change your meal before their lock date, or ask for a high chair or booster seat. We store what you send and show it to your hosts. Your Pass shows your table only once your hosts choose to share it. If your hosts turn on “Lost your link?”, you can enter your mobile number; if it matches a household on their list, we text that household its personal link, paid from your hosts’ text credit. We give the same answer whether or not the number matched, and we record the request without the number.

When you check in at the entrance, your hosts see that your household has arrived. If you add photos or a note to your hosts’ memory book, they see your name with them and choose what goes into the book.

4. Health and other sensitive information

Dietary needs and allergies can reveal health information, and some meal choices can suggest a religion. The dietary box is optional. We only keep a note when the guest chooses to fill it in, next to a line saying that by adding a note they agree it goes only to their hosts and the people their hosts ask to help, or when the guest has asked their hosts to pass it on. We use it only so the hosts and their caterer can prepare food safely. We never use it for anything else, and we delete it automatically 90 days after the last event. A guest can withdraw their consent at any time by deleting the note, or by asking their hosts or us.

5. Why we use information, and our legal basis

• Provide your account, invitation, dashboard and purchases: contract (UK GDPR Art 6(1)(b)).
• Take payments and keep tax and accounting records: contract; legal obligation (Art 6(1)(c)).
• Show guests the invitation, collect replies, send the couple’s texts and emails, show the Pass and seating: legitimate interests, helping hosts invite their guests and letting guests reply easily (Art 6(1)(f)).
• Dietary, allergy and access notes: the guest’s explicit consent (Art 6(1)(a) and Art 9(2)(a)). There is no tick box: the line beside the optional box says “Allergies and dietary needs are health details. By adding a note, you agree it goes only to the couple and the people they ask to help, such as their caterer. It’s deleted 90 days after the wedding. To take it back, clear the note and send again.”, and the guest gives that consent by adding the note. A note the hosts add is one the guest asked them to pass on.
• Tell hosts when a personal link was opened: legitimate interests (Art 6(1)(f)).
• Keep the service secure (to protect invitations from abuse, we briefly keep a scrambled code made from your network address, deleted after 24 hours; error diagnostics, kept 30 days; abuse checks): legitimate interests (Art 6(1)(f)).
• Honour text stop requests: legal obligation and legitimate interests.
• Optional affiliate update emails: consent (Art 6(1)(a)); you can withdraw it at any time.
• Translate the couple’s own wording, if they switch it on: contract (for the couple).
• Suggest wording and plans when a couple or their planner uses the writing and planning helper: contract (for the couple or the planner).
• Measure our adverts with Meta and TikTok cookies on our public pages: consent (Art 6(1)(a)); change it in Cookie settings at any time (section 11).
• Count visits to our public pages with Cloudflare Web Analytics, which uses no cookies: legitimate interests, knowing which pages help people (Art 6(1)(f)).

Where we rely on legitimate interests, we’ve weighed them against your rights. You can ask us for a summary. We don’t sell information or use it to train software that learns from data. Advertisers never receive your account, wedding or guest details; Meta and TikTok measure our adverts only if you say yes (section 11).

6. Who we share it with

We share information only with the hosts, people the hosts approve (for example their planner or venue on Occasi Pro), and the companies that run parts of Occasi for us under contract:

• Supabase (database, sign-in, file storage): EU (Frankfurt, Germany); its support team may access it from other countries under its data processing agreement.
• Cloudflare (website hosting, delivery and security, and visit counts on our public pages without cookies): global network.
• Meta and TikTok (measuring our adverts, only on our public pages and only if you say yes in Cookie settings): see section 11.
• Stripe (payments; Stripe also acts as a controller for fraud and legal checks): UK, EU, US.
• Twilio (sending text messages): US and other countries.
• Resend (sending emails): United States.
• Anthropic (the writing and planning helper in the dashboard and Occasi Pro, only when someone uses it): United States. It receives the wording the helper is asked to fill in or rewrite and the events’ names and dates, with phone numbers and email addresses removed first. Guest lists are never sent, and Anthropic doesn’t use what it receives to train its software.
• DeepL / Microsoft Translator (translating the couple’s own wording, only if switched on): DeepL in the EU (Germany); Microsoft in its global data centres.
• Google (fonts, maps on tap, sign-in) and Apple (sign-in, song search, Apple Music on tap): US and global.

Your partner, if you invite them, sees and changes the same planning information as you. Either of you can end this at any time.

Maps, videos and music players (Google, YouTube, Vimeo, Spotify, Apple) load only when shown or tapped, and they then follow their own privacy policies.

Invitation photos, optional music and memory-book photos are served using publicly accessible file links. Anyone who has a file link can access that file. Taking an invitation offline, removing its music or hiding a photo in the memory book does not by itself revoke the direct file link. Only upload photos and music you have permission to share.

7. Transfers outside the UK

Our main database is in the EU, which the UK recognises as giving adequate protection. Some providers may access information from the US or other countries. When they do, we rely on the UK-US “data bridge” (for providers certified under it) or the UK’s approved contract clauses (the International Data Transfer Agreement or UK Addendum). You can ask us for details.

8. How long we keep information

• Invitation content, guest list, replies, seating, memory book: We keep your account and invitation until you delete them.
• Dietary, allergy and access notes: deleted automatically 90 days after the last event, or sooner if removed.
• Personal-link open records: deleted with the invitation.
• Account details: while the account is open; deleted within 30 days of account deletion.
• Text-message records (number, time, cost, delivery): 2 years after sending, for billing questions.
• Text stop list: as long as we need it to make sure stopped numbers aren’t texted again.
• Orders, payments, refunds and the “Start now” consent record: 6 years after the end of the tax year, for HMRC and in case of disputes.
• Support messages: 2 years after the request is closed.
• Error diagnostics: 30 days after the latest report.
• Scrambled network code: 24 hours.
• Backups: deleted copies may stay in encrypted backups for up to 7 days until they’re overwritten.

9. Your rights, including for guests

You can ask us to:

• give you a copy of your information;
• correct it;
• delete it;
• restrict how we use it;
• send it to you in a portable format.

You can also object to our use based on legitimate interests, and withdraw any consent. Guests don’t need an account. Email [email protected] from the email or mobile your hosts used, or tell us your name and your hosts’ names. We may ask a simple question to check it’s you. We’ll tell your hosts only what’s needed to deal with your request. We reply within one month.

10. Complaints

If you’re unhappy with how we’ve handled your information, email [email protected] with “Privacy complaint” in the subject. We’ll acknowledge it within 30 days (usually within 1 working day), look into it, and tell you the outcome. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint or 0303 123 1113.

11. Cookies, browser storage and changes

We use your browser’s storage for these things:

• What Occasi needs to work (no consent needed): keeping you signed in; keeping a draft on your device before you sign up; a guest’s personal invitation link and their Pass on their own device; the door code for check-in; letting pages load offline; and remembering your cookie choice.
• Your preferences (you can object): the language a guest chose, the date style, the Desktop or Mobile preview and the “Skip the opening” choice in your dashboard, and which tips, updates and new replies you’ve already seen. They stay on your device and are never sent to us or anyone else.

To object to the preferences, choose Forget my preferences at the foot of this page or any other page of our website: it clears them on that device, and we’ll simply ask again next time. You can also clear this site’s data in your browser.

Cookies and analytics

We don’t use advert cookies at the moment. If we start, Cookie settings will ask you first, and none of them load until you say yes. Guests’ invitations, the Occasi Pass, sign-in pages and our admin pages never load them. Here is what they would be:

• Meta (Facebook and Instagram), only with your yes: the Meta Pixel sets cookies such as _fbp, kept for up to 90 days, so we can see which of our adverts brought you to Occasi and whether the visit led to a purchase. Meta also uses it to choose who sees our adverts.
• TikTok, only with your yes: the TikTok Pixel does the same for our TikTok adverts, and TikTok uses it to choose who sees them. It sets cookies such as _ttp, kept for up to 13 months.
• Cloudflare Web Analytics, when it’s switched on: it counts visits to our public pages without cookies and without storing anything on your device. When it’s on, you can turn it off with Visit counts in Cookie settings. We see totals, such as page views and which countries and browsers visits came from, not who you are.

Meta and TikTok receive the page you’re on, your browser and device details and your network address, and use them under their own privacy policies (Meta, TikTok); they may handle them outside the UK. We and each of them decide together what is collected on our pages; after that each is responsible for its own use. From us they get only the design you looked at and, when you pay, the price and currency. We never send them your name, your email address, your guests’ details or your invitation’s address.

To change your choice, choose Cookie settings at the foot of any page of our website. If you change a yes to a no, we remove their cookies from this site on that device. We keep your choice on your device for 6 months, then ask again.

If we make material changes to this notice, we’ll email account holders and update the “Last updated” date above.

12. Affiliate applications

If you apply to Occasi Affiliates, we use your verified account email, display name, public social profile or website, and introduction to review and manage your application. We store the review status and any reserved referral code in your private account. Applying does not share customer wedding information or give you access to an Occasi Pro business.

We may contact you about your application. Emails announcing new affiliate content or promotional updates are optional: the application checkbox is off by default, and you can change this preference in your affiliate account. We record your preference and when it changed. Application details remain associated with your account until you withdraw the application or delete the account; contact [email protected] for help. Programme terms, commission tracking and payout information will be supplied separately before earning opens.

13. Affiliate commissions and payouts

The earning programme is being prepared and is not yet active. Once opened, referral codes entered at invitation checkout will link qualifying purchases to an approved affiliate. We will use payment and refund information to calculate commission and retain a history of adjustments and payouts. Affiliate statements do not reveal customer names, email addresses, wedding details or guest information. Referral codes do not use tracking cookies or apply a discount.

Stripe will collect identity and bank information directly during payout setup. Occasi will store the connected account reference and payout status, rather than collecting bank details in the affiliate account. Application, account and payout service emails are separate from optional promotional updates. To close an activated affiliate account, contact [email protected] so any balance and financial records can be reviewed before deletion. The final programme terms and retention information must be supplied before earning opens.