Privacy policy
Last updated 10 October 2026
Who we are
Kindly Reply is a Highfold Group brand. Address: Office 10125, 321-323 High Road, Chadwell Heath, Essex RM6 6AX, United Kingdom. The "controller" of the personal data described here ("we", "us") is Highfold Group.
Questions about your data? Email hello@kindlyreply.co.uk. A real person reads every message, and we'll get back to you as soon as we can.
Two kinds of people use Kindly Reply
- Couples (and anyone planning a wedding) who create an account.
- Guests whose details a couple adds, and who open invitations and reply. The couple decides who to invite and what to ask. Because couples organise their wedding in a personal capacity, we take responsibility, as the controller, for how guests' details are handled on Kindly Reply: we use them only to run that couple's invitations, replies, wedding website and thank-you cards. See If you're a wedding guest.
What we collect
- Details you give us - your name, email address and password (stored as a secure hash); your wedding details (names, date, venues, schedule, FAQs, optional photo and story); the guest list you add (household names, guest names, optional email addresses and phone numbers, notes and tags); your guests' replies (attendance, meal choices, song requests, messages and an optional email for their confirmation, and dietary requirements only with the replying guest's explicit consent); when an invitation was sent and when its link was opened, so you can see who still needs a nudge.
- Payment details - handled entirely by Stripe. We never see or store your full card number.
- Messages - what you send us by email or through our contact form.
- Basic usage data - we count page views without cookies. To count unique visitors we use a one-way, daily-changing hash of your IP address and browser; we can't use it to identify you and it resets every day.
- Security logs - like most websites, our web server and mail server keep logs of each request: your IP address, the date and time, the page or service requested and your browser details (and, for emails, the sender and recipient addresses). We use them only to keep our services secure and working.
- Live chat - the messages you type into the chat assistant on our website and any details you choose to send through it (see Live chat below).
Why we use it, and our lawful basis
| Purpose | Lawful basis (UK GDPR Art. 6, and Art. 9 for dietary requirements) |
|---|---|
| Running your account, invitations, replies and wedding website | Contract (with the couple) |
| Using guests' details to run a couple's invitations, replies, website and thank-you cards | Legitimate interests: the couple's in organising their wedding, guests' in replying easily, and ours in providing the service |
| Sharing a guest's dietary requirements with the couple (and their caterer report) | Explicit consent, given by the replying guest's tick on the reply form (Art. 9(2)(a)) |
| Replying to your messages and enquiries | Legitimate interests (or steps you ask us to take before a contract) |
| Taking payment, keeping accounts and tax records | Legal obligation |
| Keeping our service secure and preventing misuse | Legitimate interests |
| Improving our website using cookieless statistics | Legitimate interests |
| Sending planning tips (only if you signed up - unsubscribe any time) | Consent |
If you're a wedding guest
If a couple has invited you through Kindly Reply, this part is for you.
- Where your details come from: the couple added your name (and, if they chose, your email address or phone number) to their guest list so they could invite you. Anything else comes from you when you reply.
- What we keep: your name, your household's replies (who's coming to the day and the evening, meal choices, song requests and any message to the couple), the email address you give for your confirmation, when your invitation was sent and when its link was opened, and dietary requirements if you choose to share them.
- Dietary requirements can reveal information about health or religious belief. We keep them only when you tick the box on the reply form to share them with the couple, and they're shown only to the couple (and in the caterer report the couple can give their caterer). To withdraw your consent, remove them from your reply (using your link, before the reply deadline) or email us and we'll delete them.
- Who sees it: the couple, and the suppliers under "Who we share it with" that run our service. We send your invitation, reminders, a copy of your reply and the couple's thank-you card by email on the couple's behalf. We never market to guests, and never sell or share guest lists. Invitation, RSVP, wedding website and thank-you pages never load advertising or analytics tags.
- How long: guest names, contact details, replies, dietary requirements and messages (and the couple's photos) are deleted automatically 12 months after the wedding date, and the invitation links stop working. Couples can delete guests, or their whole wedding, sooner.
- Your rights: you can ask the couple, or email us at hello@kindlyreply.co.uk, to see, correct or delete your details or to object to how they're used. We'll deal with it directly or with the couple, and respond within one month.
Who we share it with
We never sell your data. We share it only with the suppliers below, who help us run Kindly Reply. Suppliers that act for us may use it only on our instructions, under contracts that require them to protect it. Where a supplier also uses data for its own purposes (as the table says), its own privacy policy covers that use.
| Supplier | What for |
|---|---|
| Contabo GmbH (servers in United Kingdom) | hosting: the server that runs this website and stores its database and files, and our own mail server on it, which sends and receives our emails |
| Stripe Payments UK Ltd | card payments and billing (Stripe is also an independent controller for fraud prevention and its own legal obligations) |
| Abacus.AI, Inc. (USA) | AI processing of live chat messages to write the assistant's replies |
Some of these suppliers may process data outside the UK (for example in the USA). Where they do, the transfer is protected by UK adequacy regulations (including the UK–US data bridge), or the ICO's International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
How long we keep it
- Guest data and wedding photos (guests' names, contact details, replies, dietary requirements and messages, and the photos you upload): deleted automatically 12 months after the wedding date, when the wedding website and invitation links go offline. Couples can delete individual guests, or their whole wedding, at any time from their dashboard.
- A wedding that is never paid for and never sends anything: kept until you delete it, or your account.
- Your account: until you delete it (you can do this yourself from your account page).
- Payment and order records: 6 years (UK tax and limitation rules).
- Enquiries that don't lead anywhere: 2 years.
- Emails to and from our hello@kindlyreply.co.uk mailbox: deleted from our mail server 2 years after they arrive.
- Our log of the emails we send (address, subject and whether it was delivered), including the invitations and reminders we send to guests: 1 year.
- Security logs on our servers: 14 days.
- Cookieless page-view and visitor counts: about 13 months (400 days).
- Backups: anything we delete stays in our nightly backups for up to 14 days, then it's gone.
- Live chat conversations: 180 days after the last message; details you send through the chat, with the recent part of the conversation, are kept like other enquiries.
Live chat
Our website has a chat assistant. It is an automated AI assistant, not a person: it answers questions using Kindly Reply's own web pages and information we've written for it, and it can make mistakes. If it can't help, it can take your details so our team can reply to you by email.
- What we keep - the messages you type, the assistant's replies, the page you started the chat on, when it happened, and a one-way hash of your IP address that changes every day (only to stop one connection using up the assistant - we don't use it to identify you). Please don't type card details or sensitive personal information into the chat; card numbers are removed automatically, from the chat and from details you send.
- AI processing - to write its replies, your messages and the relevant parts of our website are sent to Abacus.AI, Inc. in the United States, which acts as our processor under a contract that requires it to protect your data. The transfer is protected by UK adequacy regulations (including the UK–US data bridge), or the ICO's International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
- Details you send us - if you choose to leave your details (for example your name, email address and phone number) they reach the Kindly Reply team in the same way as a message through our contact form, together with the recent part of your conversation (so the team has the context), we email you to confirm we've got them, and we reply by email. Nobody from the team joins the chat itself.
- Why (lawful basis) - legitimate interests (answering questions about our products), and steps you ask us to take before entering into a contract when you ask us to get back to you.
- How long - chat conversations are deleted 180 days after the last message. If you send your details, they and the recent part of the conversation that goes with them are kept like other enquiries (2 years).
- On your device - once you start a chat, your browser keeps the conversation (in local storage, not a cookie) so it stays open as you move between pages. It's cleared the next time you visit after 24 hours without using it, or straight away when you choose "Start a new chat" or clear this site's data. Once you've sent your details, your browser no longer keeps them.
Your rights
You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a portable format. You can withdraw consent at any time. Couples can export their guest list as a CSV and delete their account from their dashboard. Guests can ask the couple, or email us at hello@kindlyreply.co.uk. We'll respond within one month.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put things right first.
Changes
If we make important changes we'll update the date above and, where appropriate, tell you by email.