1. Who this policy covers
This policy explains how Gatherway handles information about event hosts, administrators, guests, and website visitors. In this policy, we, us, and our refer to the operator of Gatherway. Contact [email protected] for privacy questions or requests.
An event host may provide your information before you visit Gatherway. Hosts are responsible for their own reasons for collecting and using guest information, establishing any necessary permission, and explaining their event's privacy practices. This policy describes Gatherway's processing; it does not replace a host's obligations.
2. Information we handle
We receive this information from you, event hosts and administrators, your use of the service, and providers involved in authentication, hosting, and message delivery. For passkeys, we store credential and public-key information; your device handles its biometric or local unlock process.
- Host and administrator details: names, email addresses, workspace memberships, roles, account-access records, and authentication information.
- Guest and event details: names, email addresses, phone numbers, party or household grouping, invitation identifiers, RSVPs, attendance, and information supplied to a host or entered on event forms.
- Optional event responses: dietary requirements, accessibility information, notes, and other details you choose to provide. These may include sensitive information; provide only what is needed for the event.
- Communications: recipients, message content, sending times, sending outcomes, and delivery-provider feedback where available, together with support correspondence and communication-preference requests.
- Usage and security information: IP address, browser and device information, approximate location when available, visit/session activity, invitation interactions, and guest-list access records. These records may be associated with an event or guest.
3. Why we use information
Providing a guest's contact details is not itself proof that the guest agreed to receive messages. Hosts must establish the necessary permission or applicable legal basis. When Gatherway collects information, we explain the relevant purposes and recipients of that information. Hosts must provide their own clear explanation when they collect guest information. We do not sell host or guest personal information.
- Provide event invitations, RSVP and guest-management tools, and authorized email and text delivery.
- Authenticate accounts and guests, enforce access permissions, and protect invitation links and event information.
- Show hosts event responses and the event activity available through their enabled features, while keeping message-provider email engagement analytics separate.
- Respond to support and privacy requests, enforce communication withdrawals, investigate misuse, and protect the service.
- Keep the service reliable, diagnose problems, and meet applicable legal obligations.
4. Guest communications and Gatherway branding
We do not use guest personal information to build marketing lists or send separate Gatherway marketing or promotional emails. Invitations, confirmations, and other correspondence delivered on a host's behalf may include brief Gatherway branding, attribution, or promotional text identifying the service used and helping others discover it.
Including that text does not authorize unrelated campaigns, re-enroll a guest in communications they have stopped, or replace the consent or other permission required for the message. Messages containing promotional content remain subject to applicable electronic-messaging requirements. We do not share guest lists with others for their own promotional campaigns.
5. Permission and other grounds for processing
The grounds for processing depend on the purpose and the law that applies. They may include your consent, providing a service you request or meeting an agreement with you, complying with a legal obligation, or a permitted legitimate interest in securing the service, preventing misuse, and managing disputes. Where we rely on a legitimate interest, it must be assessed against the effect on your rights and interests. We do not treat those grounds as blanket permission to contact anyone for any purpose.
A host's permission to use Gatherway does not replace the permission needed to contact a guest or collect sensitive responses. Where consent is required, it must cover the relevant purpose and can be withdrawn. Information about your available choices and how to ask about a particular use appears below.
6. Who can see event information
Hosts and authorized administrators can access the guest details and responses relevant to their events and workspaces, including contact details and information guests provide for the event. Their enabled features may also show event-link visits, RSVP activity, and access to event areas such as the guest list, as explained in the communication feedback and event activity section below. Hosts may export guest records and keep copies outside Gatherway. Those copies remain subject to the host's own privacy responsibilities; changing or deleting information in Gatherway does not automatically change a host's exported copy. Contact us if you need help identifying the responsible host.
When a host enables guest-list sharing, eligible guests may see other guests' names and RSVP statuses. People managing an RSVP for the same party or household can also see that group's event responses, including dietary requirements and attendee-authored notes. The guest-list feature does not display contact details or private host notes to other guests. What is visible depends on the event settings and access permissions. Guest information is not intended to be publicly searchable simply because a host imports it. Anyone with an invitation link may be able to reach the event's invitation page; additional verification or access restrictions may apply. Protect your links and contact the host if an event exposes information you did not expect to be shared.
7. Service providers and disclosures
We use service providers for secure data storage, account sign-in, email and text delivery, and protecting and operating Gatherway. Depending on their role, they may process account and guest information, message content, and technical usage information. For example, a delivery provider receives the recipient address or phone number and the message to be delivered. We limit the information shared to what is needed for the relevant service.
We may disclose relevant information when reasonably necessary and permitted by law to respond to legal requirements, investigate misuse, protect safety or rights, enforce our Terms, or establish or defend a legal claim. Professional advisers assisting with those matters may receive information needed for their work. We do not authorize hosts or providers to use guest contact information for unrelated marketing through Gatherway. Text-message permission and withdrawal records are not provided to others for their own promotional use; providers may handle them only as needed to administer the communications service or as otherwise required by law.
8. Communication feedback and event activity
We do not provide hosts with message-provider email-open or email-click analytics. Where delivery, bounce, complaint, or other messaging feedback is available to Gatherway, we use it to detect misuse, prevent unwanted or unsuccessful sending, keep communications reliable, and maintain our standing with delivery providers. Hosts may see basic sending outcomes, such as whether a message was submitted successfully or failed, so they can manage invitations.
Event activity is different from email engagement. Depending on the features available to the host and enabled for an event, hosts and authorized administrators may see when the event link was visited, when an RSVP was submitted or updated, and when an available area such as the guest list was viewed. Related records may include timestamps, browser or device information, and approximate location where available.
Some event activity may be associated with a guest after verification; other activity may remain unlinked to a named guest. An event-page visit does not establish that a particular person opened an email. We do not give hosts a recording of your screen or everything you type.
10. Email and text-message choices
You may request that optional email or text communications stop for one event or across Gatherway, separately for each channel. Contact the host or [email protected] with the relevant address or number and whether the request concerns one event or all Gatherway events. You may explicitly opt back in later; a host importing your details again does not withdraw your opt-out.
A platform-wide withdrawal affects messages from other hosts and future events as well. It does not, by itself, delete your information or cancel your RSVP. We may retain a minimal withdrawal record to prevent further unwanted communications.
An RSVP, an invitation, or use of the service does not automatically subscribe you to unrelated Gatherway marketing. Consent to one event or communication channel is not permission for every other event or channel. Login or verification messages that you explicitly request are handled separately from optional event communications. A phone carrier or messaging provider may still prevent delivery following a text-message opt-out. We do not treat a request for a login code as permission for marketing or renewed invitations.
11. Retention, deletion, and security
We retain information for as long as reasonably needed to operate the relevant account or event, handle requests and disputes, maintain security, and meet legal obligations. Once information is no longer needed for a legitimate purpose, we remove it without unnecessary delay. Keeping unnecessary information increases privacy risk and storage costs. In deciding how long to retain information, we consider whether the event or account is still active, the sensitivity of the information, outstanding requests or disputes, and any legal or security need to keep it. We do not promise automatic deletion on a fixed schedule.
You can ask us about access, correction, deletion, or withdrawal of consent. For information on our platform, we will honor a deletion request after proportionately verifying your identity and identifying the relevant records, subject to limited lawful retention and other people's rights. We may coordinate with the host to handle event records, but a host's involvement does not remove our responsibility for the information we control. Separate copies outside Gatherway must be addressed with the host. We may retain limited information where necessary for legal or security reasons or to respect a communication withdrawal. Backups may retain information until they are replaced through normal backup cycles.
We use access controls, authentication, protected network connections, and other measures intended to safeguard information. No system can guarantee absolute security. Hosts must also protect exported guest lists and other copies they hold outside Gatherway. If an incident requires notice to affected people or a regulator, we will provide that notice as required by applicable law.
12. Processing locations
We and our service providers may process personal information in countries other than where you live. That information may be subject to local laws and lawful government-access requirements. When applicable law requires safeguards for a transfer, we must put those safeguards in place. Contact us for information about processing locations and safeguards relevant to your information.
13. Children and sensitive information
Host accounts are intended for adults. Guest lists may include children attending family or other events, so we do not claim that Gatherway never processes children's information. Hosts must obtain appropriate parent or guardian permission where required and collect only what the event needs. Do not provide unnecessary health information or other sensitive details in a shared note. Contact us if a child's information was provided without appropriate permission so we can assess the request and take appropriate action.
14. Links and information outside Gatherway
Event pages and communications may contain links, maps, or content from a host or another website. When you follow a link or interact with an external service, that service may receive information about your visit and handle it under its own privacy practices. Gatherway does not control those external services or a host's separate records. This does not limit our responsibility for information that remains under our control.
15. Changes to the business
If ownership or operation of Gatherway changes through an acquisition, reorganization, or another business transaction, relevant information may be reviewed or transferred where permitted by law and subject to appropriate confidentiality protections. Such a transaction does not give the recipient unrestricted permission to use guest information for new purposes. We will provide notice and obtain any consent required by applicable law.
16. Access, correction, and other privacy requests
You can ask about information we hold about you and request access, correction, or deletion after we verify the request. Depending on the law that applies to you, you may also have rights to receive a portable copy, object to a use, restrict processing, or withdraw consent. We will honor verified deletion requests subject to the limited retention and other-person protections described in this policy, and assess additional rights under the applicable law.
Send a request to [email protected] and identify the relevant account, contact detail, or event. We may ask for proportionate proof of identity. If an authorized representative acts for you, we may verify their authority and your identity before acting. We will respond within applicable legal deadlines and explain any lawful restriction or refusal, subject to limits on what we can disclose.
Withdrawing consent does not undo processing already lawfully completed. It may affect a feature that needs the information, but we do not require consent to an unrelated use just to provide the core service. Exercising a privacy right will not result in unlawful discriminatory treatment.
A request must not expose another person's private information or erase records we must lawfully retain. We may redact another person's information, preserve records needed for legal obligations or claims, or coordinate an event-related request with its host. Closing a host account is separate from withdrawing guest communications and does not automatically erase every event record or external copy.
If you disagree with our response, contact us so we can review the concern. You may also complain to the privacy or data-protection regulator with authority over your situation.
17. Questions, requests, and policy changes
Send privacy requests and concerns to [email protected]. We may verify your identity proportionately before providing account or guest information. Please avoid sending passwords, verification codes, or unnecessary sensitive details. The preceding section explains the privacy requests we can help you assess.
We may update this policy as the service changes. We will publish the revised date and provide additional notice or seek new consent where required for a materially different use of information.