Event Website Privacy Notice

1. Who we are, and what this covers

Apiece Inc builds event websites for our clients, the hosts of an event: weddings, showers, birthdays, reunions, conferences and more. The site belongs to the hosts and runs on their own hosting.

When you reply on one of these sites, or use “Find your invitation”, your reply comes to Apiece Inc’s server at apieceinc.com and is kept there for the hosts. This notice covers those replies. Our general Privacy Policy covers apieceinc.com itself and our other services, and our agreement with the hosts is our Template Website Terms.

2. Your reply goes only to the hosts

We keep your reply for the hosts of your event and use it for nothing else. It is never used for marketing or advertising, never used to test or train anything, and never sold, rented or shared with anyone else.

Only the hosts see names and answers, on their own RSVP page, behind their sign-in and a code we e-mail to them. Apiece Inc’s own screens show only counts and dates, never a guest’s name or answers.

The hosts may download a copy of the replies, for example to plan seats or meals. A copy they download is theirs to keep and look after.

We would share a reply with anyone else only if the law required us to.

3. What your reply holds

Only what the reply form on your event’s site asks for, and nothing more:

• The name you type to find your invitation. It goes with your reply, so the hosts know who replied.
• For each seat on your invitation: the guest’s name and whether they are coming.
• The answers that event asks for. Depending on the event, these can include a meal choice, food allergies or dietary needs, a song request, shuttle seats, arrival flights, the parts of the event you will join, a mailing address, a phone number or e-mail for a reminder or a livestream link, accessibility needs, and a note, memory or wish for the hosts.
• For conferences and similar events: details like your e-mail, your company or organization, your job title, a member number, your ticket or pass, the sessions you pick, and your agreement to the event’s code of conduct.
• For some family events: each guest’s age group (adult, teen, child or baby) or shirt size. We never ask for an age or a birth date.
• For some events: the language you reply in (English or Spanish).

Most answers are optional. If your invitation has a code, it is only checked when you look it up; it is not saved with your reply.

4. What we never collect

• Your reply never holds your internet (IP) address, your device or browser details, cookies, or the page you came from.
• The hosts’ guest list holds only each invitation’s name, the names that can find it, its number of seats, and a code if the hosts use one. It never holds an e-mail address, phone number, home address, age or birth date.
• No payment details. The site never takes card numbers or money. A “we’ve paid” box is only your own word; no money moves through it.
• The reply form saves nothing on your phone or computer.

5. Finding your invitation

You type your full name, and the code on your invitation if the hosts use one. If that matches exactly one invitation, you see only that invitation’s name and its number of seats.

You never see anyone else’s name, and the look-up never says whether a name is on the list. If it cannot find one invitation, it asks you to type your name as it is on your invitation, or to contact the hosts.

Some events have no guest list. Then anyone with the site can reply, and there is no look-up.

A reply you send is never shown back on the site. To change it, find your invitation again and send a new reply. For each invitation we keep at most three answers, the first and the two newest, and the hosts see all of them, so a change is never hidden from them.

6. How long we keep it: 90 days after the event

Replies and the hosts’ guest list are deleted automatically 90 days after the last day of the event. The hosts may delete them sooner, and so may Apiece Inc when the hosts ask.

Deleted replies are erased from our database, not just hidden. If a copy of a reply is ever held in a backup, it is erased as that backup rolls off, no later than 30 days after the reply is deleted.

About a week before the deletion, the hosts get one e-mail reminder, so they can download a copy first.

Like any web server, ours keeps a short technical log of requests, with the internet address and browser type and never what you typed, to keep the service safe. That log is deleted after 14 days.

7. Keeping it safe

Your reply travels over a secure (HTTPS) connection and is stored encrypted. The hosts’ RSVP page opens only with their own sign-in and a code we e-mail to them.

The reply form works only on the event’s own site, and our server limits how often anyone can look up names or send replies, to stop guessing and misuse.

If guest replies were ever exposed through a problem on our side, we would tell the hosts without delay, help them let their guests know, and give any notice the law requires.

8. Children

These sites are for invited guests. If you are under 13, please ask a parent or guardian to reply for you.

Some forms ask for a child’s meal, shirt size or age group, so a parent can reply for the whole family. We never ask for a child’s age or birth date.

If a child under 13 sent a reply on their own, please tell the hosts or write to us at hello@apieceinc.com, and we will see that it is removed.

9. Your choices

• To change your reply, find your invitation again and send a new one.
• To see your reply, ask the hosts. They can see it on their RSVP page.
• To have your reply removed sooner, ask the hosts, who can remove it on their RSVP page, or write to us at hello@apieceinc.com with the event’s website address and the name on your reply. We will work with the hosts to remove it and let you know when it is done. We may ask a question first, to make sure the request is really yours.

10. No tracking on the sites we deliver

Apiece Inc adds no analytics, ads, tracking pixels or cookies to the sites we deliver, and this notice page has none either.

Some features, like your own agenda or a packing list, are saved only in your browser on your own device. They never reach us or the hosts.

The site runs on the hosts’ own hosting. Like any web host, that company may keep standard visit records under its own privacy policy. Links on the site, such as a registry, a map, a livestream or a ticket page, lead to other companies with their own privacy rules. Anything the hosts add to their site after we hand it over is theirs.

11. Changes to this notice, and questions

This notice has a version name and a date at the top. If we change how replies are kept, we update this notice and its version before the change takes effect.

Questions about your reply or this notice: hello@apieceinc.com.