Your plans stay yours.
This notice explains the information UMA uses to provide your planning workspace, Memory QR and related services.
Who is responsible for your information
UMA Events is the controller for account, planner, enquiry and service-administration information, and processes Memory QR and guest-response information to provide the private event service. You can contact UMA about privacy, access or deletion through the support and enquiry form. The event owner also decides what guest information and event content is collected and who can access it.
Account information
When you sign in, UMA receives a stable account identifier, your email address and, when available, your display name. UMA does not receive or store your password.
Planner information
We store the event details, checklist items, guest information, budget entries and itinerary that you choose to add. This data is linked to the event owner’s account so it is available across sessions and, when the owner enables planning team access, to accepted teammates.
Shared ideas notebooks
The event owner can approve specific sign-in email addresses to join an ideas notebook. We store those approvals, membership identifiers, note text, sketches and editing attribution. Approved collaborators can view and edit shared notes, but notebook access does not include the owner’s private budget, guest list or other planner information. The owner can revoke access. Removed notes are hidden from the notebook and may remain in storage for recovery and operational purposes. Do not add passwords, payment information or content you do not have permission to share.
Planning team access
An event owner can invite a specific verified sign-in email to the full event workspace. Access begins only after that person signs in with the invited address and accepts. Active planning teammates can view and update the event details, checklist, guest list, budget, itinerary, ideas notebook and Memory QR uploads at the same level as the owner. Only the owner can invite or remove teammates, and removed teammates lose access to the workspace. Notebook-only invitations remain limited to the ideas notebook.
Guest RSVPs
An event owner may send guests a private RSVP link. When a guest responds, UMA stores the name, email address, attendance choice, party details and any dietary, accessibility or message information they choose to provide. The response is added to the event’s private guest list and is available to the owner and accepted planning teammates. Guests should not forward the private link, and authorised planners can pause or replace it at any time.
Shared itineraries
Event owners can create a private guest itinerary containing the event name, date, location and running order. Anyone who receives that private link can view, print or save the itinerary, so owners should include only details intended for guests and pause or replace the link when necessary.
Venue maps
When an event owner searches for a venue, the search text is sent to Google Maps so matching places can be shown. UMA stores the owner’s venue label and the selected Google place ID, then uses that ID to show a map and create guest direction links. Google processes this information under the Google Privacy Policy. Opening Apple Maps or Waze sends the destination to that provider under its own privacy terms.
Memory QR uploads
When Memory QR is active, guests with the private event link can submit photos, short videos and messages without creating an account. UMA stores this content on behalf of the event owner, together with uploader-provided details such as a name and operational information such as the original file name, file type, file size and upload time. Limited technical request information may also be processed to keep uploads reliable and secure.
Access and moderation
In normal use, only the event owner and accepted planning teammates can browse, download, hide and delete items in the event’s Memory QR portal. A guest can review or delete files they have just uploaded while their private upload receipt remains available in that browser, but guest contributors do not receive access to the gallery or management portal. Anyone who receives the private guest link may be able to contribute while uploads are enabled, so authorised planners should share it thoughtfully and rotate or pause it if necessary.
UMA operational access
UMA’s operations dashboard shows the order, package, access dates, storage used and upload totals needed to manage the service. It does not provide staff with a gallery browser. UMA staff do not routinely view guest photos, videos or messages and do not use them for advertising, marketing content or AI training. Exceptionally, tightly limited technical access may be required to investigate a support request, protect the service, respond to abuse or comply with the law.
Memory QR retention
Guest uploads and gallery access remain available for three months with Memory QR and six months with Memory QR Plus. The owner portal shows the closing and expiry dates. Uploads are accepted only while the owner has enabled them and before the upload-closing date. Access ends at package expiry. An automated retention process then permanently removes gallery media and messages from active storage after a seven-day operational grace period. Owners should download anything they wish to keep before expiry.
Personal planning enquiries
When you enquire about personal planning, we store the contact, event and support details you submit so UMA can review your request and respond using your preferred contact method. Enquiry information is kept only for as long as it is needed to handle the request and related service conversations.
How information is used
Information is used to operate, secure and improve the UMA planning experience. Planner information and Memory QR content are not sold. Service providers may process limited information only where needed to run the service.
Lawful bases
UMA uses account, planner, order and support information where it is necessary to provide the service or take requested steps before providing it. Security, fraud prevention, service administration and carefully limited product improvement rely on UMA’s legitimate interests, balanced against the people affected. Legal records are kept where required by law. Where consent is the appropriate basis, it can be withdrawn without affecting earlier lawful use.
Service providers and international processing
UMA uses carefully selected hosting, storage, authentication, email, mapping, monitoring and payment providers where needed to deliver the service. They may process limited information in the United Kingdom or other countries. Where information is transferred internationally, UMA uses an applicable UK adequacy decision or approved contractual safeguards and limits access to what the provider needs.
Security
UMA uses encrypted HTTPS connections, private access links, account-based workspace controls, restricted administration, request validation and activity records. No online service can promise absolute security. If you believe a private link or account has been compromised, pause or rotate the link and contact UMA promptly.
Cookies
UMA currently uses only cookies and similar storage needed for sign-in, security, session continuity and interface preferences. It does not use advertising cookies. See the cookie notice for details. Optional analytics or marketing cookies will not be added without an appropriate consent choice.
Children
UMA accounts and paid services are intended for people aged 18 or over. Event owners must not invite children to upload or enter a child’s personal information unless they have the authority and any consent required to do so. Contact UMA if information about a child may have been submitted inappropriately.
Your data protection rights
Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction, portability or an objection to certain use. You may also withdraw consent where UMA relies on it. UMA may need to verify your identity and will respond within the period required by data protection law. You can also complain to the UK Information Commissioner’s Office at ico.org.uk, although UMA would welcome the opportunity to address your concern first.
Your choices
You decide what to add to the planner and Memory QR. RSVP guests can update a response by reopening the invitation with the same email address. Only add another person’s details or content when you are entitled to do so. Event owners can manage RSVP links, edit guest records and moderate Memory QR items from their portal, and may ask UMA about account access or deletion through the personal planning support page.
Changes to this notice
UMA may update this notice when the service, providers or legal requirements change. Material changes will be highlighted in the service where appropriate. The date at the end shows the current version.
Last updated 8 September 2026.