Privacy Policy

Voyae Planner is operated by Opti Flo Apps ("we", "us", "our"), trading as OptiFlo Apps Ltd, a company registered in England and Wales under company number 17284323, with a registered address at SIU Offices, 4-6 Greatorex Street, London, E1 5NF, United Kingdom. Voyae Planner is part of the Opti Flo Apps family of products, alongside Go Voyae (govoyae.com). This policy covers Voyae Planner (planvoyae.com) specifically.

If you have any questions about this policy or how we handle your data, contact us at admin@optiflo.app.

1. Who this policy applies to

This policy applies to two types of people who use Voyae Planner:

• Organisers: people who create an account and set up an event page.
• Guests: people invited to an event who respond to it. Guests are never required to create an account. We identify guests using only a name and the first letter of their postcode.

Where something in this policy applies to only one of these groups, we say so directly.

2. What data we collect

From organisers

• Account details: email address and any name you provide, via our authentication provider (Supabase).
• Event details: everything you enter to build your event page, including trip dates, itinerary items, descriptions, and any images you upload.
• Payment information: when you upgrade to a paid tier, payment is handled directly by Stripe. We do not see or store your full card details. We receive confirmation that a payment was made, the amount, and the tier purchased.
• Communications: if you contact us for support, we keep a record of that exchange.

From guests

• A name and the first letter of a postcode, used only to identify your response on the event page. This is a deliberately lightweight identification method. It is not a verified identity check, and organisers should be aware of that limitation (see our Terms of Service).
• RSVP responses, comments, and any photos or videos you choose to upload to an event's post-trip gallery.
• If an organiser sends you a message via WhatsApp using our pre-filled link feature, that message is sent from the organiser's own WhatsApp account, not from us. We do not collect, store, or have access to your phone number through this feature.

Automatically collected

• Basic technical data such as browser type, device type, and general usage patterns, collected to keep the service running reliably and to understand how the product is used. See our Cookie Policy for details on cookies and similar technologies, including any used for advertising measurement.

3. How we use your data

We use the data described above to:

• Create and manage organiser accounts
• Build and display event pages, RSVP lists, and itineraries
• Process payments and apply the correct pricing tier, including any repeat-organiser discount
• Send transactional emails, such as RSVP confirmations, via Resend
• Moderate uploaded photos and videos on event pages
• Respond to support requests
• Understand aggregate usage of the product so we can improve it
• Measure the effectiveness of our marketing, where you have consented to marketing cookies

4. Our legal basis for processing

Under UK GDPR, we rely on the following legal bases:

• Contract: processing organiser and guest data is necessary to provide the event planning service you have asked us to provide.
• Consent: for non-essential cookies and marketing measurement (see our Cookie Policy).
• Legitimate interests: for basic product analytics, fraud prevention, and keeping the platform secure, balanced against your right to privacy.

5. Who we share data with

We share data with the following processors, each of whom is contractually required to protect it:

We do not sell your data. We do not share guest data with third parties for their own marketing purposes.

If an organiser uses the WhatsApp notification feature, the message content and recipient are handled entirely within the organiser's own WhatsApp, outside of our systems.

6. Where your data is stored

Our infrastructure providers may process and store data outside the UK and European Economic Area. Where this happens, we rely on appropriate safeguards, such as Standard Contractual Clauses, to ensure your data remains protected to UK standards.

7. How long we keep your data

• Organiser account data is kept for as long as the account is active, and for a limited period afterward for legal and accounting purposes.
• Event page data (RSVPs, itineraries, photos) is kept indefinitely, so organisers and guests can look back on the trip whenever they like, unless the organiser deletes the event or their account.
• Guest identification data (name and postcode initial) is deleted along with the event it relates to, if and when the organiser deletes it.
• Payment records are retained as required by UK tax and accounting law.

8. Your rights

Under UK GDPR, you have the right to:

• Access the data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to certain processing
• Request a copy of your data in a portable format
• Withdraw consent at any time, where processing is based on consent

To withdraw cookie consent, use the Cookie settings link in the site footer.

To exercise any of these rights, contact us at admin@optiflo.app. If you are a guest and do not have an account, we may ask you to confirm the event, your name, and postcode initial so we can locate the relevant data.

If you are unhappy with how we've handled your data, you have the right to complain to the Information Commissioner's Office (ico.org.uk).

9. Children

Voyae Planner is not directed at children, and we do not knowingly collect data from anyone under 16. If you believe a child has provided us with personal data, contact us and we will remove it.

10. Changes to this policy

We may update this policy from time to time. If we make material changes, we will update the "last updated" date above and, where appropriate, notify organisers directly.

11. Contact us

Opti Flo Apps
Email: admin@optiflo.app
Address: SIU Offices, 4-6 Greatorex Street, London, E1 5NF, United Kingdom