Privacy Policy

The Planning Crew

1. Who we are

The Planning Crew is an online event-planning platform operated by The TAP Sports Group Limited, trading as The Planning Crew.

The TAP Sports Group Limited is registered in England and Wales under company number 16877833.

Our registered office is 167–169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom.

Website: www.theplanningcrew.com
Email: hello@theplanningcrew.com

This Privacy Policy explains how we collect, use and look after personal information when you visit our website, create an account, purchase a plan or use our event-planning services.

2. How we handle your information

At The Planning Crew, we take the privacy of our customers and their event guests seriously.

We are responsible for the personal information we collect to manage customer accounts, process payments, provide support and operate our platform.

When you use The Planning Crew to organise an event, you decide what information to include about your guests, suppliers and other contacts. We process and store that information to provide the planning tools you've chosen to use.

As the event organiser, you remain responsible for ensuring that any personal information you enter has been collected and used appropriately, and that the people concerned are informed where required.

These arrangements reflect our respective responsibilities under UK data-protection law, including our roles as a data controller and, where applicable, a data processor.

3. The information we collect

We collect information that helps us provide and support your event-planning experience.

This may include:

Your account details: Your email address and information needed to create and manage your account.

Your event plans: Information you provide in your Discovery Brief and Planning Room, including event objectives, dates, locations, budgets, preferences, venues, suppliers, schedules and planning notes.

Your guest information: Details you choose to enter, such as guest names, contact information, RSVP responses, seating arrangements, dietary requirements and accessibility needs.

Payment information: Information about your purchases, subscriptions and payment status. Payments are processed securely by Stripe. We do not store complete card numbers or card security codes in our application.

Website information: Technical information needed to operate the website, maintain account sessions, save your work and keep the platform functioning reliably.

Some guest information, particularly dietary, allergy, medical or accessibility requirements, may be considered sensitive personal information under data-protection law.

4. How we use your information

We use personal information to provide the services you've chosen, including managing accounts, saving event plans, generating event concepts, processing payments and providing customer support.

We may also use information to maintain the security and reliability of the platform, resolve technical problems and meet our legal obligations.

Depending on the circumstances, we process information because it is necessary to provide our services, comply with the law, support legitimate business interests or because consent has been given.

We do not use your guest lists to contact guests on your behalf.

5. Looking after your guests' information

The Planning Crew gives you tools to organise guest lists and record information relevant to your event.

You decide what information to collect and include. We encourage you to collect only what you genuinely need and to take particular care with dietary requirements, allergies, medical information and accessibility needs.

As the event organiser, you are responsible for ensuring that you have an appropriate reason and legal basis for collecting and using your guests' information, including any additional requirements that apply to sensitive information.

We do not independently contact your guests or suppliers using the information you enter into your plans.

6. Using AI to create event concepts

The Planning Crew uses artificial intelligence to help turn your ideas into personalised event concepts.

To create these concepts, information from your Discovery Brief is shared with the technology providers supporting our AI features. This may include your event objectives, budget, location, preferences, accessibility requirements and any notes you choose to provide.

Your separate guest list is not automatically included in these requests. However, personal information entered directly into your Discovery Brief may be included.

When you request changes to a generated concept, relevant previous concepts and your feedback may also be processed to produce an updated result.

We recommend that you avoid entering guest names, medical details or other unnecessary sensitive information into your Discovery Brief.

Our AI service is currently provided through Lovable's AI Gateway using OpenAI technology. The AI request is configured not to store responses through the model's standard storage feature. Separate application records and technical logs may nevertheless be retained by the services supporting the platform.

7. Who we share information with

To provide The Planning Crew, we work with a small number of service providers who help us operate the website, store information, process payments and create personalised event ideas.

These include Lovable, which supports our website and event-planning platform; Stripe, which processes payments; and AI technology providers, which help us create event concepts based on the information you choose to share in your Discovery Brief.

We also use services that support account verification, website fonts and the reliable operation of the platform.

We share information with these providers where it is needed to deliver or support our services, subject to applicable data-protection requirements.

We do not sell your personal information or your guests' details to advertisers.

8. Keeping your information safe

We use security measures designed to protect your information and keep customer accounts separate.

Your event-planning information is saved through our platform, and some information may also be stored in your browser to help save your work and recover changes.

We encourage you to keep your login details secure, take care when using shared devices and be mindful when downloading or sharing documents containing guest information.

Although we take reasonable steps to protect information, no online service can guarantee absolute security.

9. How long we keep your information

We keep your information for as long as it is needed to provide The Planning Crew's services, maintain your account and meet our legal obligations.

Your event plans and planning information remain saved in your account after your paid editing period ends. You can return to view your previous events, refer to your plans and access available export features. To create new events or continue editing, you'll need an appropriate paid plan.

You can delete individual events at any time, including after your paid editing access has expired. Deleting an event also removes its associated active planning information, although any separate copies saved in My Library must be deleted individually.

If you wish to close your account and have your personal information removed, you can contact us at hello@theplanningcrew.com. We will verify your request and arrange for the relevant information to be deleted.

Some information, such as payment and tax records, may need to be retained for longer to meet legal requirements. Limited technical records, deletion records and backup copies may also be retained where necessary.

Our database provider currently maintains daily backups for approximately 14 days. Information deleted from the active system may remain in an earlier backup until that backup expires.

We do not currently apply a single automatic expiry period to all customer accounts and event plans. Retention depends on the purpose of the information, the status of your account and any applicable legal requirements.

Information downloaded or saved to your own devices remains under your control.

10. Deleting your event information

You can delete an event through your account, including after your paid editing access has ended.

When you delete an event, its associated active planning information is removed, including related concepts, presentations and working records.

We also have safeguards designed to prevent deleted events from being restored by older saved copies or unfinished background processes.

If you've saved separate copies in My Library, these need to be deleted individually. Documents you've downloaded or shared remain outside our direct control.

Certain backup copies may remain until they reach the end of their retention period. Limited records that do not contain the deleted event's planning content may also be retained to prevent accidental restoration.

11. Closing your account

If you would like to close your account and request deletion of your personal information, please email hello@theplanningcrew.com.

For your protection, we'll ask you to verify your request through your account before proceeding.

Once verified, an authorised member of our team will arrange for your account and associated active planning information to be removed.

If you have an active subscription or an outstanding payment, we'll help you resolve this before completing account closure.

Certain information, including financial records and limited security or deletion records, may need to be retained for legal, financial or security purposes.

12. Your privacy rights

Under UK data-protection law, you may have the right to access your personal information, correct inaccuracies, request deletion, restrict certain uses of your information or object to particular types of processing.

In some circumstances, you may also have the right to receive your information in a portable format or withdraw consent.

These rights depend on the circumstances and any applicable legal exceptions.

You can contact us at hello@theplanningcrew.com with any privacy-related request.

If your request concerns information entered by an event organiser, we may need to direct you to that organiser or work with them to respond.

You can also raise a concern with the Information Commissioner's Office at www.ico.org.uk.

13. Where your information is processed

The Planning Crew works with technology providers that may process information in the United Kingdom or other countries.

Where information is transferred internationally, we will comply with applicable UK data-protection requirements and use appropriate safeguards where required.

We do not represent that all customer information is stored or processed exclusively within the United Kingdom.

14. Cookies and browser storage

We use cookies and browser storage to help the website work properly, keep you signed in and save your event-planning information.

Some of our service providers may also use cookies or similar technologies when their services are accessed.

You can find more information in our Cookie and Browser Storage Policy.

Where consent is legally required for non-essential technologies, we will provide the appropriate choices.

15. Updates to this policy

We may update this Privacy Policy to reflect changes to our services, technology or legal requirements.

The latest version will be available on our website, together with the date it was last updated.

16. Contact us

If you have any questions about this policy or how we handle personal information, please contact us.

The Planning Crew
A trading name of The TAP Sports Group Limited
Company number: 16877833
Registered office: 167–169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom
Email: hello@theplanningcrew.com
Website: www.theplanningcrew.com