Privacy Policy
RSVPix collects the personal information needed to run an event gallery: a name, an email address, a country, the photos uploaded to the event, and — where a guest chooses to be matched — a selfie used to find that guest in the event’s photos. Event photos are stored in Australia and are only accessible after signing in, scoped to the one event. You can request deletion of your account and your data at any time by raising a support request from your account.
Who this policy covers
This policy applies to rsvpix.com, to the RSVPix application at home.rsvpix.com, and to the per-event pages and guest galleries served under rsvpix.com subdomains.
Three groups of people are covered, and they give us different things:
- Hosts — the person or business that creates an event.
- Guests — people invited to an event, who may RSVP, upload photos, or ask to be matched to their own photos.
- Visitors — anyone reading this website without an account.
What we collect, and why
| Information | Who from | Why we need it |
|---|---|---|
| Email address | Hosts and guests | To create and verify an account, and to send a four-digit sign-in code |
| First name, last name, country | Hosts and guests | To identify you inside an event and to label your gallery |
| Event details you enter | Hosts | To build the event page, RSVP form and QR flyer |
| RSVP responses and any custom answers | Guests | To give the host the responses they asked for |
| Photos uploaded to an event | Hosts and guests | To build the event gallery |
| A selfie, and the face data derived from it | Guests who choose to be matched | To find that guest in that event’s photos and return their own gallery. This is the only thing it is used for |
| Contact form submissions | Anyone | To answer your enquiry. These become a support ticket |
| Basic technical information | Everyone | Server and delivery logs needed to operate and secure the service |
Face data, stated specifically
Face matching is opt-in. A guest is never matched unless they choose to submit a selfie in order to receive their own photos. If a guest does not want to be matched, they can still view and download the event gallery the host has shared, and they simply will not get a personal gallery.
Before a selfie is submitted, the on-device guide runs in the browser. Your selfie stays in this browser until you submit it.
Face data derived from a selfie is used to match that guest against the photos of the one event they are part of. It is not used to build a profile, it is not matched across events, it is not sold, and it is not shared with advertisers. Under Australian privacy law, biometric information used for automated identification is sensitive information, and we treat it that way.
Face matching is not perfect. It can miss a guest, and it can occasionally return someone else’s photo inside the right gallery. If that happens, tell the host or raise a support request and we will remove it.
Where your information is stored
RSVPix runs on Amazon Web Services in the ap-southeast-2 (Sydney) region. Event photos are held in private storage behind a private content delivery network. A request for an image is only served after the viewer has signed in, and the credentials issued are short-lived and bound to the single event that viewer is allowed to see. In practice that means a guest cannot reach another event’s photos, and neither can anyone outside your event.
A separate backup copy of the original photos is kept in the same Australian region, in storage of its own that is encrypted with its own key and locked against alteration or removal for 90 days. Selfies and face data are never backed up. The backup exists so that a fault or mistake on our side cannot lose your event; it follows the same deletion schedule, 120 days behind.
Who we share information with
We do not sell personal information, and we do not share it for advertising. We use a small number of service providers to run the platform — cloud hosting and storage, email delivery, payment processing for paid packages, and measurement of our own campaign links. They handle information only to provide those services to us.
Support staff who help with a request may be located outside Australia. They see only what the request needs — the account, event or ticket in question — through access that is limited to that role, logged, and never includes payment details or the original photos.
We may disclose information if the law requires it, or where it is necessary to investigate a serious safety or security issue.
Measuring our own campaign links
When we post about RSVPix, the link in that post carries a code identifying it. If you follow the link, this website records that a visit arrived, the page it landed on, and the campaign labels the link carried. If you then click a button we have named, or send a demo request that we accept, we record that as well — as an action on a page, with nothing about you attached.
These records contain no name, email address, phone number, form answer or support-ticket content, and no cookie is involved. Your browser holds the campaign code for the tab you are in and deletes it when you close that tab. Nothing is recorded at all for a visit that did not arrive through one of our links. The Cookie Notice lists exactly what is stored, and for how long.
How long we keep things
Gallery access is measured from the day of your event, not from the day a package was bought, and the length depends on the package:
- Free — guest galleries stay open for 30 days after your event.
- Paid passes (Essentials, Classic, Premier, Festival) and event credits — 12 months (365 days) after each event.
When a gallery closes, access ends: guests can no longer open it, and uploads and downloads stop. Nothing is deleted at that moment. Stored photos, the resized copies made from them, guest selfies and the face data derived from them are deleted 30 days after the gallery closes. A deleted original can be recovered by us for 30 days after that, and a separate, locked backup copy of the original photos is kept for up to 120 days before it too is removed.
A photo a host removes disappears from the gallery straight away and can be restored for 7 days; after that its files are deleted. An event a host deletes is treated like a closed gallery: its files are deleted 30 days later. Download archives (ZIP files) are removed 14 days after they are made.
Subscription plans hold an active photo and storage quota instead of a countdown. Photos stay available while the subscription is active. If it is cancelled, access to them is restricted straight away; after 30 days without an active subscription the events and photos it covered are removed from the account, and their files are deleted 30 days after that.
A legacy access extension, where one exists, counts from the same event date. The full schedule, with the exact numbers the system enforces, is on the retention schedule page. Account records and support tickets are kept while your account is open and for a reasonable period afterwards where we need them for legal, tax or dispute reasons.
Deleting your account and your data
You can ask us to:
- delete your account and the personal information attached to it;
- delete your selfie and the face data derived from it, without deleting your account;
- remove a specific photo you uploaded;
- give you a copy of the personal information we hold about you;
- correct anything that is wrong.
If you do not currently have access to an account — for example you were a guest and your gallery has since closed — use the contact form and we will route it to the same place. A request we act on is recorded: which event, when, and how many files were removed. The record contains no photos and is kept for 3 years.
One limit worth being clear about: if you were photographed by someone else at an event, the photograph belongs to the event the host created. We can remove your face data and your personal gallery, and we can remove a specific image on request, but the host controls their own event’s photos.
Your rights
Australian users have rights under the Privacy Act 1988 and the Australian Privacy Principles, including access and correction. If you are in the European Economic Area or the United Kingdom, you also have rights of access, rectification, erasure, restriction, portability and objection, and the right to withdraw consent for face matching at any time.
We do not currently offer face matching on a parental-consent basis, so RSVPix should not be used for events where the attendees are children and consent would come from a parent or guardian.
Complaints
If you think we have mishandled your information, raise a support request from your account or use the contact form, and tell us what happened. If you are not satisfied with our response, Australian users can complain to the Office of the Australian Information Commissioner.
Changes
If we change this policy we will update the date below. If a change materially affects how face data is handled, we will make that clear rather than relying on a silent update.
Last updated .