Invitations and guests — privacy and terms of use

Regaim's invitation service lets hosts create a digital invitation, send it to their guests and collect their replies. This page tells guests who holds what they gave, why, for how long and how to take it back — and tells hosts what they take on when they collect other people's details. Anything not said here is governed by the site's general privacy policy and terms.

Who is responsible for guests' details

The guest list and the questions on the reply form are set by the hosts — they decide whom to invite, what to ask and why, so they control their own list. The site operator keeps the details and processes them for the hosts and on their instructions, only to provide the service, and uses them for nothing else.

For the hosts' own details (an e-mail or a phone number they gave, for example) the site operator is the controller, as the general privacy policy explains. Any question can be sent to us in writing, by the e-mail at the foot of the site or on WhatsApp at 052-400-0820.

What information is collected

• What hosts enter: guests' names, phone numbers, a group (family, friends), how many are invited, a table and a private note.
• What guests fill in: a name, a phone number, whether they are coming, how many adults and children, meal choices, a shuttle, answers to questions the hosts added, and a note — and only what the hosts asked.
• Blessings: a name and a message written in the guestbook. A blessing appears on the invitation only once the hosts approve it.
• When the link was opened, and who came in: when a guest first opened their personal link, and on the night — when they came in and how many were with them.

The invitation carries no tracking cookies, no social-network pixels and no advertising. The site sends guests nothing — no e-mail, no message, no newsletter.

Allergies and sensitive information

Allergies and dietary restrictions are information about health. So the question about them is off by default, and appears only if the hosts turn it on; it is marked optional, and says who will see the answer. Allergies are left out of the default file the hosts download, and whoever downloads a file that includes them is warned first.

What the information is used for, and who sees it

• Only to run the hosts' event: who is coming, how many meals of each kind, seating, messages and the door on the night.
• The answers are seen by the hosts, and by whoever they gave a co-host link. Whoever they gave a door link sees only names, tables and how many to expect — no phone numbers, no allergies and no answers to questions.
• A file the hosts download (for the caterer or the venue) is their responsibility from the moment it is downloaded.
• The site operator does not sell the information, does not use it for marketing, does not contact guests and passes the information to nobody, unless the law requires it.

How long the information is kept

• A published invitation — the invitation, its pictures, the guest list, the answers and the blessings are deleted automatically 90 days after the event date. If the event is postponed, the date moves with it.
• A draft that was never published — deleted 90 days after its last edit, and never before 90 days after the event date written in it.
• Hosts can delete everything sooner, at any moment, from their list of invitations — and the invitation goes together with everything collected on it.

Guests' rights

Whoever received a personal link can change their answer until the date the hosts set, and delete it at any time — from that same link, without asking anyone. The personal link does not show the phone number, allergies or note back, so a link that was passed on does not reveal them.

For any other request — to see what is kept about you, or to correct or delete details the hosts entered — ask the hosts, whose list it is. You may also write to us, by the e-mail at the foot of the site or on WhatsApp at 052-400-0820, and we will pass the request to the hosts or handle it as the law requires.

Links and access

• The shared link opens the invitation to whoever holds it.
• A guest's personal link opens the invitation with their name and lets them change their answer. It is personal — whoever holds it can answer for that guest.
• The hosts' management link opens the invitation, the guest list and every answer. We keep only a hash of it, and the hosts can replace it at any moment — the old one stops working at once.
• Links hosts give others: co-hosts can do almost everything the hosts do — except deleting the invitation, changing the gift details and handing out or taking back links; a door link only shows who is coming and lets them in. The hosts can take any such link back at any moment.

Gifts

Hosts may publish on the invitation a phone number that receives Bit or PayBox transfers, or a group-collection link on those services or on PayPal. The site handles no money, is no party to any transfer and takes no fee for it. A transfer is made between the guest and the hosts, in a third party’s app and on its terms, and the site operator is not responsible for it or for who receives the money. The site checks only that a link leads to one of those services; if in any doubt, check with the hosts before you send.

The song in the invitation

Hosts may choose a song to play when a guest opens the invitation, from our song list — songs we hold a recording of on the site — or ask in words for a song that is not on the list; such a song is added only if we can play it lawfully. The song is played from our site within the invitation only, and cannot be downloaded. The choice of song, and whether it suits the event and the guests, is the hosts’ responsibility.

Playing music at the event itself — through speakers at the hall, the garden or anywhere else — is a public performance that needs a licence from ACUM and from the recording-rights bodies, usually the venue’s or the event producer’s to hold. The invitation grants no such licence.

A digital drawing of the photo

Hosts may ask for the invitation’s first photo — the one under the countdown — to appear as a digital drawing. Only when they ask, the photo is sent by a temporary link to our production system, and from there to an image-processing provider (fal.ai, United States) for the drawing alone; the provider may not use it for any other purpose. The drawing is kept with the invitation, privately, and deleted with it — when the photos are.

The event’s vendors

Hosts may list their event’s vendors — a name, what they do, a phone, an email if there is one, an arrival time and a note — to coordinate the day with them. By listing a vendor, the hosts confirm they may give us the vendor’s details for that purpose. Each vendor has a personal link showing the event’s date, the place, their arrival time, the hosts’ note and the hosts’ phone — nothing about the guests or about other vendors — where they confirm they will come, report a problem, and on the day mark that they have arrived. The hosts see the answers.

The hosts send the link from their own phone. The site emails a vendor only if the hosts gave their address, and at most twice per event — a request to confirm three days before if they have not answered, and a reminder the day before — and the hosts, if they gave an address, an update a week and two days before. The emails are about the event alone, with no advertising, and each says why it was sent. A vendor who does not want them may ask the hosts or us to stop.

Vendors’ details and answers are kept with the invitation and deleted with it, when the guests’ details are; a vendor the hosts remove from the list is deleted at once, and their link stops working.

Family members

Hosts may list family members — a name and, when they have them, a phone and an email — so they can see the invitation before it goes out to the guests. By listing a family member, the hosts confirm they may give us their details for that purpose. Each has a personal link showing the invitation as the guests will see it, where they approve it or say what to fix; once the invitation has gone out, the link also shows the numbers — how many are coming, how many are not, and how many have not answered — and never a guest’s name. The hosts see the answers.

The hosts send the link from their own phone. The site emails a family member only if the hosts gave their address, and only the numbers — once a week, on Sunday, until the event. The email is about the event alone, with no advertising, and says why it was sent; a family member can stop it from their own link, or ask the hosts or us to.

Family members’ details and answers are kept with the invitation and deleted with it; a family member the hosts remove from the list is deleted at once, and their link stops working.

Accuracy guarantee

The evening before the event, the site records how many people on the guest list confirmed they are coming — the final number. On the day, the people coming in are counted on the site’s door page. If the number who came in is more than 10% away from the final number, either way, the hosts get back half of what they paid for the invitation.

• The guarantee covers paid invitations. During the launch invitations are free, so there is nothing to refund.
• At least 50 people confirmed according to the final number.
• At least 90% of the entries on the guest list answered by the evening before the event.
• The people coming in were counted on the site’s door page. Only guests on the list count; an answer that came through the shared link and was not attached to an entry counts on neither side.
• The request is sent within 14 days after the event, from the accuracy guarantee card on the guest list’s summary.
• We may ask for proof of the count, such as the venue’s or the caterer’s final bill.

The refund goes back to the payment method used, within 14 days of the request being approved. That is the whole of the undertaking: the guarantee is not compensation for the event’s costs.

What hosts take on

• To list only people they are inviting to the event, and to ask them only what the event needs.
• Messages are sent from the hosts' own phone, on their own WhatsApp, and they are the hosts' messages: a personal invitation to the event, with no advertising. The wording the site suggests carries no advertising; whoever changes it is responsible for what they wrote.
• To keep the management link to themselves. Whoever holds it sees every guest’s details; if it reached someone by mistake, replace it at once.
• To upload only pictures and content they may use, and that do not intrude on anyone else’s privacy.
• To handle guests’ requests about their details, and to pass us any request that needs us to act.

Responsibility for what hosts upload. Everything hosts upload to the invitation or add to it — photos, a video, text and a song they ask for — is their sole responsibility. By uploading, they declare that they hold every right and consent it needs, including the consent of the people in the photos, and undertake to indemnify us against any third-party demand or claim that follows from it, including reasonable legal costs. We may remove content that raises a concern of infringement.

Information security

Every management link is long and random, and we keep only a hash of it. Guests' details never appear on the public invitation page, and the sensitive pages are sent without a referrer, so a link does not leak to other sites. The database and picture storage are at Supabase in Frankfurt, Germany (the European Union), reached from the server only; traffic is encrypted (HTTPS). The number of requests is limited to prevent abuse. No system is completely immune; if a security incident occurs, we will act as the general privacy policy describes.

Changes

We may update this page from time to time. A material change will be published here, and the date of the last update appears below.

Last updated: 26 September 2026.