Sitemotion Invitations
Your details.
Handled with care.
Updated 1 October 2026. This notice covers Sitemotion Invitations, including enquiries, guest responses and private event management.
Who uses your information
Sitemotion operates the service. The event host decides the event information and questions to collect, and uses responses to organise attendance. Where the host is a controller under data protection law, Sitemotion processes event records on their instructions. Sitemotion is responsible for its own enquiry handling, account administration and service security.
Contact the host about your event or contact Sitemotion about the service or your information. Include the event name, but do not send passwords or private guest links.
What we collect and why
If you request help accessing your dashboard, we save your name, email and optional event name in the private Invitations support inbox so the studio can handle your request. Submitting a request does not grant account access, change a password or subscribe you to marketing.
A reply contains your name, email, attendance choice, selected events and party size. Hosts may request attendee names and relevant event questions. Optional messages are used only to manage the occasion. We use enquiry details to discuss the requested service and take steps towards a booking; account and security information is used for our legitimate interests in operating and protecting the service. Event hosts must identify and explain the lawful basis for their own use of responses.
Responses are not public. The host and authorised Sitemotion operators can access them. The host may share necessary catering information with their caterer. They should explain any further recipients or uses to you. Information is not sold or automatically added to a marketing list.
Dietary information is your choice
Dietary requirements can reveal health or religious information. The field is optional and uses a separate, unticked explicit-consent checkbox. You can RSVP without providing it. Only provide another person’s requirements with their permission. Do not put medical histories or other unnecessary sensitive information into free-text fields.
To withdraw consent, clear the dietary field and update your reply from the same browser or personal link, or contact the host. Withdrawal does not affect processing already carried out lawfully. The host is responsible for updating any catering copies they have already exported.
Private links and browser storage
A shared invitation can be opened by anyone who receives its link. Personalised links grant access to an allocated guest’s invitation and response, so keep them private. We never offer a searchable public guest list.
Your browser stores a private response key so you can update or delete your saved RSVP on that browser. This is service functionality, not advertising. Signed-in administrators use a session cookie. Invitation views are counted without a persistent analytics identifier; the count includes repeat opens and is not a count of unique people.
Storage and retention
Event records and media use the invitation service’s separate database and private storage. Production hosting and database suppliers process data for Sitemotion under appropriate agreements. The studio must confirm the hosting region, subprocessors and safeguards for any international transfers before a live event collects responses.
The standard invitation link closes 30 days after the final event, unless an extension is agreed. Closing the link and deleting its records are separate operations. The studio manages deletion of guest records and media after the agreed retention period; ask the host or studio for your event’s deletion date. Copies already exported by a host and supplier backups follow their respective retention arrangements.
Enquiries are kept while the studio deals with them and, if no project follows, for no longer than two years. Booking and accounting records may need to be retained separately for legal obligations. Guest dietary information should not be copied into accounting records.
Your choices and rights
You can use “Delete my saved response” in the invitation to erase the reply associated with your browser key or personal link and release its reserved places. This does not delete the host’s original guest-list entry or previously exported copies. Contact the host or studio for those records, or if you have lost access to your key.
Depending on the basis for processing, you can request access, correction, erasure, restriction or a portable copy, and object to processing. We may need proportionate information to verify a request. We normally respond within one month. You can also complain to the Information Commissioner’s Office.