1. Scope
This policy covers the personal information Beetrothed LLC ("Beetrothed", "we") collects through beetrothed.com and the Beetrothed service.
If you are in the EEA, the UK or Switzerland, Section 15 gives the lawful basis for each use, your rights under the GDPR and UK GDPR, where your data goes, and how to complain.
If you are a wedding guest and someone added you to their plan, the Appendix at the end of this policy is written for you.
If you use Beetrothed as a business — a vendor or a planner — this policy covers your own account information, and the Data Processing Addendum governs data about your clients that you process in the Service.
2. [Reserved.]
3. What we collect
3.1 From you
| Category | What it is |
|---|---|
| Account | Your email address, used to sign you in with a one-time link. Your display name and language preference. |
| Your plan | Everything you put in it: names, wedding date, locations, budgets, decisions, tasks, timeline, notes about providers, and files you upload. |
| Guest information | Names, and — where a couple enters them — contact details, household groupings, RSVP responses, meal choices, dietary needs, and whether a guest is a child. |
| Provider and planner accounts | Business name, contact details, service descriptions, photos, offerings, pricing, availability, team members. |
| Payment information | For our own subscriptions: Stripe collects your card details, and we hold the fact and amount of a charge, its status, and what it was for. For a payment you make to a provider: the record you enter (amount, date, what it settled). |
| What you send us | Support emails, feedback, and anything you type into the assistant. |
3.2 Automatically
| Category | What it is |
|---|---|
| Operational logs | Requests, errors, and diagnostics used to keep the Service working and secure. Error reports are scrubbed of tokens and identifying values before they leave our systems. |
| Analytics | Page views and usage, once you allow analytics (§5). When you are signed in, your visits are linked to your account identifier so we can see how the Service is used and help you when something goes wrong. |
3.3 From other people
If a couple invites you as a collaborator, adds you as a guest, or engages you as a provider, we receive what they entered about you.
3.4 If you run a wedding business
We keep a record about wedding businesses we would like to work with: the business name, where it works, and the contact details the business publishes itself. You can ask us to stop (§12); we then keep your address on a do-not-contact list, which is how we honor the request.
4. How we use it
- To run the product: keeping your plan current; deriving what the plan computes — headcounts, budgets, deadlines, lead times; showing collaborators and providers their scoped view.
- To send the emails you ask for: sign-in links, invitations to a plan, the briefs you send your vendors, receipts, and notices about your account and plan.
- To take subscription payments, and to apply the refund terms that govern them (Refund Policy §11).
- To answer your questions through the assistant (§8).
- To see which questions come up most often, so we build what people ask for (§8).
- To answer a support request (§7).
- To keep the Service secure, debug failures, and prevent abuse and fraud.
- To comply with law and to establish or defend legal claims.
5. Cookies and similar technologies
We ask before anything optional runs. The first time you arrive, the banner offers "Accept all" and "Reject all" as buttons of the same size. You can change your answer at any time from Cookie settings at the top of this policy, which the footer of every page links to.
We keep a record of each answer: your choice, the date, and a random identifier your browser generated — and, if you were signed in, your account identifier.
Two things are optional, and both start off:
| You choose | What it does | Until you allow it |
|---|---|---|
| Analytics | Which pages get visited, so we know what to fix; when you are signed in, linked to your account so we can support you and understand how the Service is used. Self-hosted by us, and sets no cookies | Our server withholds the analytics script from your browser |
| Embedded video | Where a couple has added a video, loading it lets the video's host see that you watched it | The video loads only when you play it, once, from the host's privacy-enhanced domain |
Other companies that collect on our pages. Two do: Stripe, which sets its own fraud-prevention cookies when a subscription checkout loads, and the host of an embedded video you choose to load.
Browser signals. When your browser sends the Global Privacy Control signal, we turn analytics off and keep it off, including over an earlier yes, and our server withholds the analytics script. Embedded video follows the choice you make in Cookie settings. GPC is the browser signal the Service reads; a Do Not Track setting leaves the Service as it is.
6. Who else touches your data
The categories of recipient are: hosting and database, email delivery,
payment processing, error monitoring, self-hosted analytics, model inference for
the assistant, and web search for vendor discovery. The current list by name —
with what each one does and where it processes — is Exhibit A to
04-data-processing-addendum.md, attached to that Addendum and sent to anyone
who asks us for it. At the time of writing the providers are:
| Provider | What they do |
|---|---|
| Supabase | Database, authentication, file storage |
| Railway | Application hosting, and the analytics we self-host |
| Sentry | Error monitoring (scrubbed before send) |
| ZeptoMail | Delivery of every email we send you, including sign-in links |
| Zoho Mail | Our own mailboxes — email you send to hello@ is processed there |
| Stripe | Subscription payments. Card details go to Stripe |
| DeepInfra | Serves the model that answers assistant questions (§8) |
| Anthropic | Model inference for the assistant on paid plans (§8) |
| Tavily | Web search behind vendor discovery on paid couple plans |
We also disclose information where the law requires it, to protect rights and safety, and in a business transfer: if Beetrothed is acquired or merges, your information transfers with the business, subject to this policy.
7. When we look at your plan
People who work at Beetrothed open a couple's plan to answer a support request — to see why a payment was declined, why an invitation did not arrive, or why something on the board is not behaving.
- Each opening is recorded with who opened it, when, and the reason they gave. A reason is required, and the record is written before the plan is read.
- On this path staff see guest counts and totals — how many are invited, expected, or have replied.
The owner of Beetrothed LLC can also open a support session on an account to answer a support request. During the session the owner sees and uses the Service as the account holder does, including the plan's guest details.
- A session lasts at most one hour.
- Each session is recorded with who opened it, when, and the reason they gave, and every change made during it is recorded as made in the session.
- The account's email address is told when a session starts, and for how long it lasts.
8. The assistant, and what it reads
The assistant answers questions about your own plan.
What it reads: the plan's name and date; the cells you have added; the answers you have given; the vendors you have engaged, with their rates, quotes, open offers, and meeting requests; your payment schedule; your timeline; your open tasks; guest counts (how many invited, confirmed, or vegetarian); and anything you type in yourself.
Where the question goes. Questions are answered by an open-weights model served for us by DeepInfra. On a paid plan, when that model's work does not pass our checks, it is sent to Anthropic (Claude) instead. Both process it only to do that work.
What we keep of a question. We keep each question you ask the assistant, with a topic label and how it was answered, to see what people ask for (§4). How long is in §10.
9. Guests, specifically
If a couple added you to their plan, the couple holds your details and we hold them for the couple. The wedding's vendors receive counts and totals. The Appendix sets out the rest.
You can ask the couple to change or remove your details, or ask us directly at
hello@beetrothed.com. We verify that the address is yours, remove your
details from the plan, and tell the couple that a guest asked to be removed.
10. How long we keep things
| What | How long |
|---|---|
| Your account and plan | Until you delete them |
| Data you delete from a plan | Removed from the plan immediately, and kept in the plan's change history (next row) |
| A plan's change history — each earlier value, who changed it, and when | Until the plan is deleted. An erasure request (§12) removes the entries that hold you |
| Backups | Deleted data persists in rotating backups and ages out within 7 days |
| Subscription records | Our record: until you delete your account, or the plan or business the subscription pays for. The charge record: on our Stripe account for as long as that account exists |
| Administrative audit records | For as long as the Service runs — see below |
| Error reports | 30 days, at our error-monitoring provider |
| Analytics | On our analytics server for as long as the Service runs, and only if you allowed analytics |
| Server and request logs | For the retention period our hosting providers set; we read them for 7 days |
| Questions to the assistant | The wording 90 days; the rest of the record until you delete the plan or account |
| Consent records | For as long as the Service runs, to show what was chosen and when. Deleting your account removes your account identifier from them |
| A record about a wedding business | Until you ask us to stop |
| A request not to be contacted | Kept, because it is how we honor it |
| Marketing and waitlist email | Until you unsubscribe, then a suppression record that keeps your address off our mailing lists |
The audit record keeps a deleted person's name. When a member of staff deletes a person's records, the audit entry recording that deletion contains the name of the person deleted, including where that person asked to be erased.
Where what we erase at your request is our own record of you rather than a couple's plan, a record of the administrative actions taken is kept, and it holds nothing that identifies you.
11. [Reserved.]
12. Your choices and your rights
What you can do yourself, inside the Service:
- Remove a guest — Guests tab. Removes their details from the plan immediately; the plan's change history keeps them as §10 describes.
- Delete your account — The Wedding → Your account. If your partner is also an owner, the plan stays with them; if you are the only owner, the plan and everything in it is deleted with you.
- Take your information out — if you are planning a wedding: download your
guest list as a file, and share a provider brief. If you use Beetrothed as a
business: Your settings → Your data downloads a single file holding your
profile and photos, your catalog, your availability, your templates and their
contents, your team, the reviews couples wrote about you, and every booking
and payment on your bookings. A planner who runs a client's wedding on
Beetrothed gets that wedding's own contents in the same file. Ask us at
hello@beetrothed.comfor a copy of anything else. - Unsubscribe — every waitlist or marketing email carries a one-click unsubscribe link.
What you can ask us for, at hello@beetrothed.com: a copy of the personal
information we hold about you; correction of it; deletion of it; and an
explanation of how it was used. We verify that the request comes from you — for
a request about an email address, from that address. If you are in the EEA, the
UK or Switzerland, Section 15 adds the lawful bases, the complaint route and the
timescales the law attaches to these rights.
13. [Reserved.]
14. Changes
When this policy changes, we publish the new text on this page with a new version number and its effective date at the top. The version and date at the top name the text in force.
15. If you are in the EEA, the UK, or Switzerland
This Section is the GDPR and UK GDPR layer.
15.1 Who is responsible for what
For your own account information — your email, your plan, your settings, what you type into the assistant — Beetrothed LLC is the controller.
For a guest's information, the couple decides what to collect and why, so the couple is the controller and Beetrothed is their processor. Section 9 and the Appendix cover that allocation. Where a planner or a vendor works on a plan, the Data Processing Addendum says which of us is which.
15.2 The lawful basis for each thing we do
| What we do | Lawful basis | Why that one |
|---|---|---|
| Give you the Service you signed up for — your plan, your comb, your bookings | Contract, Art. 6(1)(b) | You asked us to; this is the Service |
| Send sign-in links, receipts, and notices about your own plan | Contract, Art. 6(1)(b) | These are the Service |
| Take a subscription payment, and apply its refund terms | Contract, Art. 6(1)(b), and legal obligation for tax and accounting records, Art. 6(1)(c) | |
| Keep the Service secure, prevent fraud and abuse, answer support requests, and keep an admin audit trail | Legitimate interests, Art. 6(1)(f) | Running a service people trust with a guest list. Balanced against you in §15.3 |
| Keep a record about a wedding business, and introduce ourselves | Legitimate interests, Art. 6(1)(f) | Building the business we are building. Balanced against you in §15.3 |
| Answer an assistant question | Contract, Art. 6(1)(b) | You asked it a question; answering it is the feature |
| Keep assistant questions (§8, §10) | Legitimate interests, Art. 6(1)(f) | Building what people ask for. Balanced against you in §15.3 |
| Analytics — which pages are visited, linked to your account while you are signed in | Consent, Art. 6(1)(a) | You choose, and it runs once you do (§5) |
| Load an embedded video | Consent, Art. 6(1)(a) | Same |
| Marketing email, including the waitlist | Consent, Art. 6(1)(a) | Withdrawable in one click from every message |
| Hold a guest's details on a couple's instruction | The couple's basis — we act as their processor | See §15.1 |
Dietary answers on the RSVP page. The RSVP page offers a guest a dietary choice that includes halal and kosher, which reveals religious belief, and a free-text box for allergies, which is health data. The guest enters both, and they are stored as fields on the guest's record.
They are shown to the couple and counted into the totals the couple's catering vendor receives, with no guest's name, contact details or table attached. The assistant receives counts labeled with the options this Service lists. The words a guest types are quoted on the brief sent to the couple's caterer.
We hold these answers on the couple's instruction as their processor (§15.1). Both fields are optional. "Clear my dietary answers" on the same card removes both, and the caterer's count drops you from that moment.
15.3 The legitimate-interests balance
The interests are security, fraud prevention, answering support requests, being able to show what a member of staff did, building the business we are building, and learning what people ask the assistant for. The processing is narrow: a support opening of a plan returns counts and totals of guests, and each one is recorded with its reason before the read. A support session on an account is opened by the owner alone, lasts at most one hour, is recorded with its reason, and the account is emailed when it starts. You can ask us whether your plan has been opened and why. For a wedding business, what we hold is the contact information that business already publishes, and one word from you ends it. You can object at any time under §15.4. We concluded the interest is not overridden.
15.4 Your rights, and what happens when you use one
Access · rectification · erasure · restriction of processing · portability · objection (including to processing based on legitimate interests) · withdrawal of consent at any time, which does not affect what was lawful before you withdrew.
How. Email hello@beetrothed.com. Cookie and video consent is changed from
"Cookie settings" at the top of this policy, which the footer of every page
links to.
When. Within one month. If a request is complex we may take up to two further months, and we tell you why inside the first month. It is free; we charge only for a request that is manifestly unfounded or excessive, and we explain before we do.
Automated decisions. Every decision with a legal or similarly significant effect on you is made by a person. The assistant drafts and suggests.
15.5 Where your data goes, and what protects it there
Beetrothed is in the United States, and so are most of the processors in Section 6. Transfers to them are made under the Standard Contractual Clauses, with the UK International Data Transfer Addendum for UK data, as each provider executes them. The subprocessor list, kept current, is Exhibit A to the Data Processing Addendum, which shows where each provider stands; we send a current copy, and a copy of the executed Clauses, to anyone who asks.
15.6 Contacting us about your data
Write to hello@beetrothed.com about anything to do with your personal data,
and we answer on the timescales in §15.4. Our representatives under Article 27
of the GDPR and of the UK GDPR are named here on appointment.
15.7 Complaining
You can complain to the supervisory authority in the country where you live, work, or where you think something went wrong — in the UK, the Information Commissioner's Office.
15.8 [Reserved.]
16. Contact
hello@beetrothed.com · Beetrothed LLC, 5071 Ball Rd, #4838, Cypress, CA 90630
Legal notices: Beetrothed LLC, 2108 N St, STE N, Sacramento, CA 95816.
Appendix — For wedding guests
Why we have your details
Someone you know is getting married, and they added you to their plan. Beetrothed is the tool they are using to plan their day, and we hold their guest list for them.
What they entered
Whatever they needed to plan around you. Usually your name. Depending on the wedding, that may also include your email address or phone number, who you are attending with, whether you have replied, what you chose to eat, any dietary needs, and whether you are a child.
What we do with it
We hold it, we show it to the couple, and we count it — how many people are coming, how many need a vegetarian meal, how many tables are needed.
Where the couple embeds a video on a page you visit, it loads from the video's host when you choose to play it.
Who sees your details
- The couple who added you.
- The wedding's vendors receive numbers. "Ninety attending, twelve vegetarian" is what a caterer receives, and the caterer's brief also quotes the dietary notes guests typed, with no names attached.
- People who work at Beetrothed, when they open a couple's plan to answer a support question, see counts and totals, and each opening is recorded.
- The owner of Beetrothed, in a support session on the couple's account, sees your details as the couple does, for at most an hour. Each session is recorded, and the couple is emailed when it starts.
- The planning assistant receives counts.
- A wedding planner sees your details when the couple shares the guest list with them, so that seating can be built. The couple can end that at any time.
What you can do
Ask the couple. They can change or remove your details themselves, in a couple of taps.
Or ask us directly — hello@beetrothed.com. Here is what happens:
- We check it is really you. The request has to come from the email address you want removed. If it reaches us second-hand, we write to that address and ask you to confirm, and we act once you do.
- We remove your records from that couple's plan: your details, your RSVP, your seat, your meal.
- We tell the couple that a guest asked to be removed.
- We confirm to you when it is done.
You can also ask us what we hold about you, ask us to correct it, ask for a copy of it, ask us to stop or limit what we do with it, or object to it. We answer within a month and it is free.
If you are in the EEA, the UK or Switzerland, those are your rights under the GDPR and UK GDPR, and you may complain to the data protection authority where you live.
How long it stays
| What | How long |
|---|---|
| Your details in the couple's plan | Until the couple removes you or deletes their plan, or you ask us to remove you |
| After the couple removes you | Removed from the plan immediately, and kept in the plan's change history until the couple deletes the plan or you ask us to erase you |
| Backups | 7 days, then aged out |
| If the couple deletes their plan or account | Everything goes with it, on the same 7-day backup tail |
Where a member of our staff deletes your details at your request, our administrative audit trail keeps a line saying who was deleted, by whom, and when, including your name. That trail is kept for as long as the Service runs. See §10.
Where your details are held
Beetrothed is a United States company and your details are held on servers in the United States. If you are in Europe or the UK, that transfer is made under the European Commission's Standard Contractual Clauses (and the UK Addendum where it applies), as §15.5 describes. The companies that help us run the Service are named in Section 6, and the full current list is Exhibit A to our Data Processing Addendum — write to us and we will send it.
The formal version, in one place
| Who decides what is collected | The couple who invited you. They are the controller |
| Who holds it for them | Beetrothed LLC, their processor, at the address below |
| Where it came from | The couple — and from you, for anything you filled in yourself: your email address, your phone number and your dietary answers reach us on the RSVP form, in your own words |
| What is held | Your name; and depending on the wedding, contact details, who you are attending with, your reply, meal choice, dietary needs, and whether you are a child |
| Why | So the couple can plan and host their wedding, and so the people cooking and seating can be given counts |
| The lawful basis | The couple's — usually their legitimate interest in organizing their own wedding |
| Who else sees it | Vendors get counts. Our staff get counts. The owner of Beetrothed sees your details as the couple does in a support session on their account, which is recorded and notified to them. The assistant gets counts. A planner sees your details when the couple grants it |
| Where it goes | The United States, under Standard Contractual Clauses |
| How long | The table above |
| Your rights | Access, correction, deletion, restriction, portability, objection — and a complaint to your data protection authority |
| Automated decisions | None |
Questions
hello@beetrothed.com · Beetrothed LLC, 5071 Ball Rd, #4838, Cypress, CA 90630
The full privacy policy is at beetrothed.com/privacy.