Privacy Notice

Our role, and your organiser’s role

For an event, the person who sets it up (the “organiser”) and Safari Supper are joint controllers of the information used to run it. In plain terms: the organiser decides who to invite and enters or collects the details needed to plan the evening; we provide the software that stores and processes those details. Each of us is responsible for handling the information properly. If you have a question about a specific event, your organiser is usually the quickest first point of contact; you can also contact us directly.

What we collect

• Organisers: your name and email address (from signing in), and the community and events you create.
• Households and guests: a household display name; and, where provided, first names of members, an optional email address, an optional phone number, dietary requirements, accessibility needs, an optional address or house number, household size, whether you can host, and your reply (coming / not coming, preferences).
• How it’s provided: details are entered either by the organiser, or by a household itself when it opens the shared group link and replies.
• Event memory: a record of which households met at past events, used to vary the pairings in future years. This is keyed on internal identifiers, not names.
• Technical: we keep an append-only log of messages we send (see below), and use the strictly necessary cookies described under “Cookies”. We do not run third-party analytics or advertising.

Why we use it, and our lawful bases

• To plan and run the event you’re part of, and to let organisers manage it — our legitimate interests (and the organiser’s) in operating the event you have chosen to take part in.
• To send you invitations, reminders and your itinerary by email — legitimate interests, or consent where you have opted in (for example, optional on-the-night reminders).
• Dietary, health and accessibility information is “special category” data. We use it only to run the event, on the basis of your explicit consent and/or because you have chosen to provide it. Dietary information is shared with your host so they can cater; we never assert that any dish is safe — hosts and guests must always confirm requirements in person on the night.

Who we share it with

We use a small number of service providers (“processors”) who handle information on our instructions:

• Supabase — sign-in and database hosting.
• Vercel — application hosting.
• Resend — sending our emails.
• [Conditional] Twilio — text-message reminders, only if enabled for an event and only where a number and consent exist.
• [Conditional] Google Maps — walking directions, only if enabled.

Within an event, some details are shared as needed to run it — for example, a host sees who is coming to them and any dietary needs for their table. We do not sell personal information, and we do not share it with advertisers.

Cookies

We use only strictly necessary, functional cookies and similar storage: a sign-in session cookie for organisers; a short-lived cookie that carries an invite through the sign-in step; and a small item saved in your browser to remember which household is “yours” on a device so you don’t have to pick it again. We do not use advertising or third-party analytics cookies.

How long we keep it

You and your organiser control your information. Organisers can delete a household, event or community at any time, and doing so removes its personal details — we keep only anonymous pairing history (identifiers only, no names or contact details) so future years’ pairings can be varied. We keep an event’s information for as long as its community stays active.

So that we don’t hold information longer than needed, a community and its events are deleted after 3 years of inactivity — that is, no new event and no organiser sign-in for three years — and we’ll email the organiser before we do. We are rolling out automatic enforcement of this; in the meantime you can ask us to delete a community’s information at any time.

Your rights

Under UK data-protection law you have the right to access your information, to have it corrected or deleted, to restrict or object to its use, and to portability. To exercise these, contact your organiser or us at privacy@safarisupper.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Children

Safari Supper is intended for adults organising community events; children do not create accounts. A household may include children, and details about them are provided by the adult organiser or household. We do not knowingly collect information directly from children, and the service is not directed at them.

Where your information is held

Some of our providers may process information outside the UK. Where they do, the transfer is covered by a data-processing agreement with appropriate safeguards (such as the UK International Data Transfer Agreement or a UK adequacy decision).

Changes and contact

We may update this notice; the “last updated” date above shows when. Questions? Contact us at privacy@safarisupper.co.uk. See also our Terms of Use.