eventsplanning.ai (“eventsplanning.ai,” “we,” “us,” or “our”) provides an online platform that helps event planners and their clients organize celebrations — from timelines and guest lists to invitations and day-of check-in. This Privacy Policy explains what information we collect through our website at eventsplanning.ai and our planning platform (together, the “Services”), how we use it, and the choices you have. By using the Services, you agree to this Policy.
1.Information we collect
We collect the following categories of information:
Information you provide
- Account information. When you register as a planner or a client, we collect your name, email address, and a password (which is stored only in a salted, hashed form — we never store your password in plain text).
- Signing in with Google. If you choose “Continue with Google” instead of a password, Google sends us your name, your email address, whether Google has verified that address, and your Google account identifier. We receive this only after you approve it in Google’s own sign-in window, and we never receive or see your Google password. If no account exists for that email address we create one; if an account already exists, we sign you into it and it keeps the role it already had. An account created this way has no password on our side until you set one using “Forgot your password?”.
- Event information. Details you enter or submit through intake forms and the planning tools, such as event names, dates, venues and addresses, budgets, vendor details, schedules, menus, and your preferences and notes. Notes are shared with the people connected to the event, except a note you mark “Just me”: that one is stored apart from the event and only you, signed in, can read it.
- Vendor accounts. If you sign up as a vendor, we collect your business name, contact details, service category, service area, and any profile text or images you add, so planners can find you in the Vendor Directory and attach you to an event. Vendors also exchange messages and files with the planners who have engaged them.
- Addresses as you type them. Address fields suggest completions while you type. To produce them, the partial text in that one field is sent to an address-lookup provider (Google Places, with Amazon Location as a fallback). Nothing else about your event goes with it.
- Venue weather. In the week before an event, guest pages and the day-before reminder can show the forecast at the venue. To get it, the venue’s address is looked up on Amazon Location and its approximate location (not the address) is sent to the Norwegian Meteorological Institute (MET Norway) for the forecast. Nothing about you or your guests goes with it.
- Uploaded content. Files you choose to upload, such as guest lists (spreadsheets), menu images or PDFs, photo-group lists, and similar materials.
- Communications. Information you provide when you contact us for support or otherwise correspond with us.
Information collected automatically
- Device & usage data. When you use the Services, our infrastructure providers automatically log technical data such as your IP address, browser type, device information, pages viewed, and timestamps, for security and operational purposes.
- Local storage. We store certain information on your own device (via browser local storage) to keep you signed in, remember your preferences, and — for event guests — remember a confirmed check-in so a returning guest on the same device is not asked again. See Cookies & local storage.
We do not collect payment card numbers through the Services; any fees arranged with eventsplanning.ai are handled separately and outside this platform.
2.Guest & attendee information
A core function of the Services is helping organizers manage their guests. When a planner or client uploads a guest list or builds an event, they may provide information about their guests — such as names, email addresses, RSVP or attendance status, dietary or seating notes, and photo-group assignments. When a guest checks in at an event (for example, by scanning a QR code and entering their name), we record the matched name, a masked form of the associated email, and the time, so the organizer can see who attended.
Gift registry. If an organizer publishes a registry, guests can reserve an item or pledge a cash contribution. We record what was reserved or pledged, the amount, the name the guest gives, and any message they write, so the organizer can see it and the same gift is not bought twice. A guest may mark a contribution anonymous, which hides their name from the organizer’s list. Money never passes through eventsplanning.ai. The organizer publishes their own payment details — a Venmo, Zelle or PayPal handle — and guests pay the organizer directly, outside the Services. We store those handles so they can be shown on the registry page. We do not see, hold, or process any payment.
Sign-up sheets. If an organizer publishes a sign-up sheet, a guest enters their name and whatever contact details the sheet asks for in order to take a slot. That is visible to the organizer, and the taken slot is visible to other guests viewing the sheet.
3.Biometric information (Photo finder)
Events using our guest gallery may offer a Photo finder that lets a guest find the gallery photos they appear in. This involves biometric information (a facial geometry, sometimes called a face template or “faceprint”), so we describe it separately and in detail here. Please read this section even if you never use the Photo finder yourself — part of it describes something that happens to photos you may appear in, whether or not you use the feature.
What we collect, and why
- Gallery face templates. When an event organizer adds photos to their event’s guest gallery (including photos they keep hidden from guests), our face-recognition provider (Amazon Rekognition) analyzes those photos and creates numeric face templates of the faces that appear in them. A photo the organizer hides, or keeps in an album they have not shared, never appears in a guest’s Photo finder results. This happens automatically as photos are added, and it applies to everyone pictured — not only guests who choose to use the Photo finder. The templates are a mathematical representation, are stored only to let guests match against that one event’s gallery, and are never combined across events. We are telling you this plainly because it is the collection you cannot opt into or out of on this website: it is controlled by the event’s organizer, who is responsible for the photos they publish and for having any rights and consents needed for them. If you would prefer not to be included, contact the event’s organizer, or us at the address below, and we will delete the face templates for that event or remove your photos.
- Your selfie. If you choose to use the Photo finder as a guest, you take or upload a selfie. We create a face template from it solely to run the single search you asked for against that event’s gallery, and then show you the matching photos. This step is entirely optional and happens only if you consent.
We use this information for the sole purpose of helping guests find photos of themselves in an event gallery. We do not use it for identity verification, surveillance, marketing, advertising, or profiling; we do not sell, lease, or trade biometric information; and we do not disclose it to anyone except the cloud provider that performs the matching on our behalf, or as required by law.
Consent
A guest’s selfie is scanned only after that guest affirmatively consents on the Photo finder screen. Using the Photo finder is entirely optional — you can browse the gallery without it.
To be unambiguous about the difference: your consent on that screen covers your selfie, not the gallery. Face templates are created from published gallery photos automatically, so if you are pictured in an event’s gallery, a template of your face is created for that event whether or not you ever use the Photo finder. The organizer who publishes the photos is responsible for having the rights and any consents needed for them. You can ask for the templates to be deleted at any time (see below), and they are in all cases deleted on the schedule that follows.
Storage & retention
- Your selfie is not stored. The selfie you submit, and the face template created from it, are used only for that one search and are discarded immediately afterward — they are never saved to our systems.
- Gallery templates are deleted automatically after 30 days. We run a daily job that permanently destroys an event’s entire set of face templates 30 days after that event’s last function, or 30 days after the last photos were added to its gallery if that is later (photographers often deliver weeks after the celebration). Once that happens the Photo finder closes permanently for that event and no new templates are created for it. This is automatic: it does not depend on anyone remembering to switch it off.
- Earlier deletion. Templates are also permanently deleted whenever the organizer turns the feature off or the event is deleted, and a re-index replaces the prior set. If you ask us to remove face templates for an event, we will do it without waiting for the 30 days to run.
- The photos themselves are unaffected by the above — deleting face templates removes the biometric data, not the event’s gallery. Photos are governed by the rest of this policy.
4.AI features
A few parts of the Services generate text with a third-party AI model, Google’s Gemini API. When you use one of them, the text needed to answer is sent to Google, processed there, and the result is returned to you. We do not use your content to train any model of our own. These are the only AI features we have, and no other part of the Services sends your guest list, your budget, or your files to an AI provider.
- The guest assistant. If an organizer turns it on, guests can ask questions on an event page or the live timeline — “what time does dinner start?”. The question, the last few messages of that conversation, and the event details the organizer has already made guest-visible are sent to Google to compose a reply. A guest needs no account to use it, and what a guest types there is not added to the guest list, not shown to other guests, and not used to identify them.
- Summarizing a conversation. Planners and clients can paste a chat export, an email thread, or meeting notes and have the planning details pulled out. The pasted text is sent to Google for that one request; we keep none of it, only the event details you then choose to save. Text pasted here is usually other people’s words as well as your own. Paste only what you have the right to share, and take out anything you would not want processed by a third party.
- Menu descriptions. When you ask for a description of a dish, the dish name is sent to Google to write one.
- Invitation wording. When you ask for help writing an invitation’s line or message, the occasion’s type and name, the names on the card, its date and place, the functions’ names and anything you have already written in that field are sent to Google to write a few versions. Nothing about your guests goes with it.
AI-generated text can be wrong. Please read it before relying on it or sending it to guests. The Hashtag Generator is not one of these features — it runs entirely in your browser and sends nothing anywhere.
5.How we use information
We use the information we collect to:
- Provide, operate, and maintain the Services and their features;
- Create and secure accounts and authenticate users across devices;
- Let planners and clients collaborate on the events they are connected to;
- Send event-related emails to guests at the direction of an organizer (for example, schedules and invitations);
- Display event timelines, details, menus, and check-in information to invited guests;
- Respond to your requests and provide customer support;
- Monitor, troubleshoot, secure, and improve the Services and prevent abuse;
- Comply with legal obligations and enforce our Terms of Service.
7.Cookies & local storage
We use browser local storage (and similar technologies) for essential functions rather than for advertising. These are used to keep you signed in, store your session token and preferences, and remember a guest’s confirmed check-in on their device. We do not use third-party advertising cookies or sell data to ad networks.
Analytics. We use Google Analytics, a service provided by Google, to understand how visitors find and use our website — for example, which pages are viewed and which sources refer traffic. Google Analytics sets cookies and collects usage data such as your IP address, browser and device type, and pages visited; IP addresses are not retained by the service. We use this information only in aggregate to improve the site, never for advertising. You can opt out with Google’s opt-out browser add-on, and learn more in Google’s Privacy Policy.
Signing in with Google. Our sign-in page loads Google’s sign-in button, which sets a single cookie on this site named “g_state”. It records whether you have dismissed the Google sign-in prompt so that it is not shown to you again straight away. It is set when the sign-in page loads — you do not have to click the button — and no other page on this site sets it. Signing in with Google also involves Google’s own cookies on Google’s domains, which are governed by Google’s Privacy Policy rather than by this one.
You can clear local storage and cookies at any time through your browser settings. Doing so will sign you out and reset stored preferences, and the Services may not function as intended.
8.Email communications
The Services allow organizers to send event-related emails to their guests (for example, invitations and schedules). When an organizer imports or types in a guest list to email an invitation, the guests’ names and email addresses are saved with that event, along with when each invitation was sent, so the organizer can see who has been invited and who has replied. Only the people connected to the event can see that list — guests never do — and the organizer can remove any name, or the whole list, at any time. When the hosts allow it, a guest can also write to them from the event page: the guest’s name, the email they choose to give (optional) and their messages are stored with that event, seen only by the people connected to it, and never by other guests. The conversation is tied to the guest’s browser, a reply is emailed to them if they left an address, and the hosts can delete a conversation at any time. Announcements the hosts post are shown on the event’s guest pages, and emailed to the guest list when the hosts choose to. A guest who RSVPs with an email address receives a confirmation of their reply and, unless the hosts turn it off, one reminder before the event begins (a day before, or up to two weeks before if the hosts choose), listing the parts they said they would attend. These use only the name, email and replies the guest gave on the RSVP form. We may also send you transactional or administrative messages related to your account. In accordance with the U.S. CAN-SPAM Act, marketing emails will identify the sender and include a way to opt out; we honor opt-out requests promptly. Transactional and account messages that are necessary to operate the Services may still be sent even if you opt out of marketing messages.
9.Data retention
We retain information for as long as it is needed to provide the Services, maintain your account, comply with our legal obligations, resolve disputes, and enforce our agreements. Event and guest information is retained for the benefit of the organizer until they (or we, at their request) delete it or close the account. When information is no longer needed, we take reasonable steps to delete or de-identify it.
10.Data security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information — including encrypted transport (HTTPS), salted password hashing, access controls, and reputable cloud infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.
11.Your choices & rights
Subject to applicable law, you may:
- Access and update your account information by signing in, or by contacting us;
- Request a copy of the personal information we hold about you;
- Request correction or deletion of your personal information;
- Opt out of marketing emails as described above.
To exercise any of these rights, contact us using the details in the Contact us section. We may need to verify your identity before acting on a request, and we will respond within the timeframe required by applicable law.
12.California privacy rights
If you are a California resident, the California Consumer Privacy Act, as amended by the CPRA, gives you certain rights regarding your personal information. In the past 12 months we may have collected the following categories of personal information:
| Category | Examples |
|---|---|
| Identifiers | Name, email address, IP address, account identifiers |
| Customer records | Account and contact details you provide |
| Commercial information | Events created, services used, preferences |
| Internet/network activity | Usage logs, pages viewed, device and browser data |
| Geolocation | Approximate location inferred from IP address |
| Professional information | Planner role and related business details, if provided |
| Inferences | Preferences derived from your use of the Services |
Subject to verification, you have the right to:
- Know what personal information we collect, use, and disclose;
- Access and obtain a copy of your personal information;
- Correct inaccurate personal information;
- Delete personal information, subject to legal exceptions;
- Opt out of the “sale” or “sharing” of personal information; and
- Not be discriminated against for exercising your rights.
We do not sell personal information and do not share it for cross-context behavioral advertising. Under California’s “Shine the Light” law, we also do not disclose personal information to third parties for their own direct-marketing purposes. To make a request, contact us as described below; you may use an authorized agent where permitted by law.
13.Other U.S. state rights
Residents of other U.S. states with comprehensive privacy laws (such as Virginia, Colorado, Connecticut, Utah, Texas, and others) may have similar rights to access, correct, delete, and obtain a portable copy of their personal information, and to opt out of targeted advertising or the sale of personal information. As noted above, we do not sell personal information or use it for targeted advertising. To exercise any available rights, contact us using the details below; where applicable, you may appeal a decision by replying to our response.
14.Children’s privacy
The Services are intended for adults and are not directed to children under 13, and we do not knowingly collect personal information from children under 13 in violation of the Children’s Online Privacy Protection Act (COPPA). Guests of any age may appear on an organizer’s guest list, but accounts and use of the planning tools are limited to adults. If you believe a child has provided us personal information directly, please contact us and we will take appropriate steps to delete it.
15.Third-party links & services
The Services may link to third-party websites or services (for example, social-media pages or a vendor’s site). We are not responsible for the privacy practices of those third parties, and this Policy does not apply to them. We encourage you to review the privacy policies of any third-party services you visit.
16.Where your data is stored
eventsplanning.ai is based in the United States, and we store and process information on servers located in the United States. If you access the Services from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data-protection laws may differ from those in your jurisdiction.
17.Changes to this Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page, and significant changes may be communicated through the Services. Your continued use of the Services after an update means you accept the revised Policy.
18.Contact us
If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:
- eventsplanning.ai
- Email: hello@eventsplanning.ai
- Phone: +1 470-641-0776
- Location: Cumming, GA, United States