The Guest Gallery

Privacy policy

Last updated 10 October 2026

This policy explains what personal information we collect, why we need it and how long we keep it. It covers couples who book, guests who upload, wedding suppliers who enquire about partnering with us, and visitors to this website.

1. Who we are

The Guest Gallery is run by Northern Education Videos Ltd (company number 13932342), Red Ivy Bungalow, Holmside Lane, Burnhope, Co Durham, DH7 0DP. We are the "controller" of the information described here, which means we decide how it is used.

For any privacy question or request, email hello@guestgallery.me.

2. What we collect

If you book a gallery, we collect the names you give us, your email address, the date and venue of your wedding, party or event, and any partner code you use. Payments are handled by Stripe. We see that you have paid, but we never see or store your full card details.

If you are a guest, we collect the photos, videos and video messages you upload, and your name if you choose to add it. Photos and videos can carry hidden details from your phone, such as the time taken and sometimes the location. We keep the files exactly as your phone sends them, so these details stay with them.

Your browser also stores a small random code, so your uploads and scavenger hunt progress stay together on that phone. It does not identify you personally.

If you send a partner enquiry, we collect your name, business name, email address, website and message.

For everyone, our server briefly records your internet (IP) address. We use it to keep the service secure, for example to stop repeated wrong PIN attempts.

3. Why we use it, and our legal basis

To provide your gallery. We use couples' details to set up the gallery, send the emails it depends on and handle any questions. This is necessary for our contract with you.
To show guests' uploads to the couple. When a guest uploads, the files are shared with that couple only. We rely on our legitimate interest in providing the service the couple booked, which guests expect when they choose to upload.
To reply to partner enquiries. We use your details to get back to you about our partner programme. We rely on our legitimate interest in answering enquiries.
To keep records and stay secure. We keep booking and payment records because the law requires it, and we use security logs because we have a legitimate interest in protecting the service.

We do not sell your information, and we do not use it for advertising. We never use your photos or videos for our own marketing without the couple's written permission.

4. Who can see it

Each gallery is private. Only the couple can view it, using their link and PIN, unless they choose to share it with their guests. When they do, anyone with the guests' QR code link can view and download the photos and videos from the morning after the wedding. Video messages are never shared with guests.

We use a small number of trusted services to run The Guest Gallery. They only handle your information on our instructions:

Hostinger hosts this website and our email.
Dropbox stores the original photos and videos securely.
Stripe processes card payments.
Google Fonts supplies the typefaces on our pages, so your browser contacts Google when a page loads.

Some of these companies may store information outside the UK, including in the United States. Where that happens, they use the safeguards UK law requires, such as approved contract terms or the UK–US data bridge.

We may also share information if the law requires it, or to protect our rights.

5. How long we keep it

Your gallery stays open for 30 or 90 days after the wedding, depending on the package. When it closes, we delete the previews from our website.
The original photos and videos are kept as a backup for up to 6 months after the gallery closes, then deleted. Couples can ask us to delete them sooner.
Booking and payment records are kept for six years, because tax law requires it.
Security records of IP addresses are kept for no more than a few days.
Partner enquiries are kept for up to a year, unless you become a partner.

6. Cookies

We use one essential cookie. It keeps you signed in to your gallery and protects our forms from misuse. It is deleted when you close your browser. We do not use advertising or tracking cookies.

7. Your rights

You have the right to ask for a copy of your information, to correct it, or to have it deleted. You can also object to how we use it, or ask us to limit its use.

Guests can ask us to remove a photo or video they uploaded. Please tell us the couple's names and roughly when you uploaded it, so we can find it.

To make a request, email hello@guestgallery.me. We will reply within one month.

8. Complaints

If you are unhappy with how we have handled your information, please contact us first, so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.