Privacy Policy

Last updated: 16 September 2026

This Privacy Policy explains how Trouwplan ("Trouwplan", "we", "us", or "our") collects, uses, discloses, and protects personal data in connection with the Trouwplan website (trouwplan.nl) and application (together, the "Service"). This Policy should be read together with our Terms & Conditions.

For the purposes of the EU General Data Protection Regulation ("GDPR"), Trouwplan is the data controller for the personal data described in Sections 2(a)–2(d) and 2(f) below, and acts as a data processor on behalf of Couples and Planners in respect of guest data described in Section 2(e) and Section 8, including where that guest data is processed via Nine as described in Section 9.

1. Who We Are

Trouwplan is a wedding-planning platform operated under the trouwplan.nl domain, registered with the Dutch Chamber of Commerce (KVK) under number 85677256. For any privacy-related question or request, contact us at support@trouwplan.nl.

2. Personal Data We Collect

We collect the following categories of personal data:

(a) Account data — name, email address, password (stored in hashed form), account role (Couple, Planner, or Enterprise member), and language preference.

(b) Wedding and planning data — information you enter about your wedding, such as the Wedding Date, venue, budget, checklist items, notes, seating arrangements, and color/theme preferences.

(c) Payment data — billing details processed by our payment processor, Stripe. We do not receive or store full card numbers; we retain only limited data such as subscription status, plan type, and transaction history necessary to administer your Account.

(d) Usage and technical data — log data, device and browser information, IP address, and cookies, including a cookie used to remember your language preference on certain public pages.

(e) Guest data — where a Couple or Planner uses the Service to manage a guest list, we process personal data about wedding guests (such as name, email address, dietary requirements, and RSVP status) on behalf of, and under the instructions of, that Couple or Planner.

(f) AI assistant data — prompts and messages you send to our in-app AI assistant ("Nine"), described further in Section 9, and any wedding or guest data referenced in those prompts or accessed by Nine while carrying out your request.

3. Legal Bases for Processing

We process personal data on the following legal bases under the GDPR:

• Performance of a contract: to create and administer your Account, provide the Service, and process payments.
• Legitimate interests: to maintain and improve the Service, ensure security, prevent fraud, and communicate with you about your Account, provided these interests are not overridden by your rights.
• Consent: for optional communications (such as marketing emails) and non-essential cookies, where required.
• Legal obligation: to comply with tax, accounting, and other legal requirements.

4. How We Use Personal Data

We use personal data to: provide and operate the Service; process payments and manage Subscriptions or One-Time Plans; enable collaboration between Couples, Planners, and invited suppliers or guests; send transactional communications (such as confirmations, RSVP notifications, and billing notices); provide customer support; maintain the security and integrity of the Service; and comply with legal obligations.

5. How We Share Personal Data

We do not sell personal data. We share personal data only as follows:

• Service providers: with providers who process data on our behalf, including our hosting infrastructure provider, our payment processor (Stripe), our AI model provider (a third-party AI provider that powers the Nine assistant, as described in Section 9), and email delivery providers, each acting under contractual confidentiality and data-protection obligations.
• Within your wedding or workspace: with other users you or your Planner invite to collaborate (for example, a Couple's wedding data may be visible to a Planner they've engaged, and guest RSVP data is visible to the Couple or Planner managing that wedding).
• Legal requirements: where required to comply with applicable law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Trouwplan, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to continued protection of personal data under this Policy or a policy providing at least equivalent protection.

6. International Transfers

Where personal data is transferred outside the European Economic Area, we take steps to ensure an adequate level of protection, such as reliance on the European Commission's adequacy decisions or the use of Standard Contractual Clauses with recipients.

7. Data Retention

We retain personal data for as long as your Account is active and as necessary to provide the Service. Following Account closure, we retain data for a limited period as needed to comply with legal, tax, or accounting obligations, resolve disputes, and enforce our agreements, after which it is deleted or anonymized. Guest data is retained for as long as instructed by the relevant Couple or Planner, and in any event no longer than necessary for the purpose for which it was collected.

As explained in our Terms & Conditions, an Account without an active paid plan is suspended rather than deleted, unless it is on the Free Plan. We retain the data in a suspended Account for a reasonable period to allow you to restore access by activating a plan. If an Account remains suspended for an extended period without an active plan being restored, we may delete or anonymize the data associated with it.

Separately from suspension, we delete data associated with Accounts that are no longer in use. If an Account has no active paid plan — because it is on the Free Plan, or because a Subscription was cancelled or lapsed and the paid period it covered has since ended — and nobody has signed in to it for 24 months, we will delete the wedding data associated with it, including guest lists and the personal details they contain.

We will always email you first. You will receive a notice at least 14 days before deletion, and a final reminder 3 days beforehand, sent to the email address on the Account. Simply signing in is enough to keep your data — there is nothing to buy and no link you must click. Signing in restarts the 24-month period.

Accounts with an active paid plan are never deleted under this Section, however long they go unused. A One-Time Plan counts as active until its Validity Period ends, seven days after the Wedding Date (see Section 5.1 of our Terms & Conditions); after that the Account is treated like any other without an active plan. Neither do we delete weddings managed for you by a Wedding Planner — for those, the Planner's own Account governs. Where an Account has never been used at all and we hold no record of a sign-in, we do not delete on that basis.

We do this because data-protection law requires us not to keep personal data in identifiable form for longer than the purpose it was collected for requires, and because the guest details held in a wedding belong to your guests. An abandoned wedding has no remaining purpose for holding them.

8. Guest Data and Your Responsibilities

If you use the Service to collect or manage personal data about your wedding guests, you (the Couple or Planner) are the data controller for that guest data, and Trouwplan acts as your data processor. You are responsible for ensuring that you have a lawful basis to collect and share your guests' personal data through the Service (for example, by informing guests how their RSVP information will be used) and for responding to any data-subject requests from your guests, with our reasonable assistance where required.

9. Nine, Our AI Assistant, and AI Connections

The Service includes an in-app AI assistant ("Nine") that can answer questions and, where you instruct it to, take actions within your wedding (such as adding guests, updating checklist items, or summarizing your budget). We also offer an integration ("MCP") that allows you to connect certain third-party AI assistants of your own choosing to your wedding data.

9.1 What is processed. When you use Nine, the prompt you send, relevant context from your wedding (which may include Content and, where relevant to your request, Guest Data), and Nine's response are sent to our third-party AI provider for processing, and may be temporarily stored to maintain conversation history within the Service. If you connect a third-party AI assistant via our MCP integration, the data accessible to that assistant depends on the permissions of the Account used to connect it, and its use of that data is governed by that third party's own terms and privacy practices, not this Policy.

9.2 Purpose and retention. We process this data to provide Nine's functionality to you and to maintain and improve the reliability of the assistant. We do not use your prompts or wedding data to train our AI provider's or any third party's underlying AI models. Conversation history with Nine is retained for as long as reasonably necessary to provide the feature and is deleted on a rolling basis thereafter, consistent with our data retention practices in Section 7.

9.3 Guest data via Nine. If you ask Nine to access or act on Guest Data, Section 8 continues to apply: you remain the data controller for that Guest Data, and our use of a third-party AI provider to process it on your behalf is part of our role as your data processor.

9.4 Your control. Use of Nine and of the MCP integration is optional. You can choose not to use these features, and a Planner or Enterprise administrator can restrict which roles are permitted to use them through the Service's permission settings.

10. Security

We implement appropriate technical and organizational measures designed to protect personal data against unauthorized access, alteration, disclosure, or destruction, including encryption in transit, access controls, and hashed password storage. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your Rights

Subject to applicable law, you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure of your data; request restriction of, or object to, certain processing; request portability of data you provided to us; and withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

To exercise these rights, contact support@trouwplan.nl. You also have the right to lodge a complaint with a supervisory authority, in particular the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), or the supervisory authority of your habitual residence or place of alleged infringement.

12. Cookies and Analytics

We use essential cookies necessary for authentication and to operate the Service (for example, session cookies and a language-preference cookie). You can control cookies through your browser settings, though disabling essential cookies may affect the Service's functionality.

For product analytics, we use Vercel Web Analytics and Vercel Speed Insights. These do not use cookies or any other persistent identifier: visitors are identified only by a hash derived from the incoming request, which is discarded within 24 hours and cannot be used to track you across days, sites, or sessions. The data we receive is aggregated and cannot identify you individually. Because this analytics is cookieless and does not track individuals, we do not request separate consent for it, consistent with applicable guidance on cookieless, non-tracking analytics. If we ever introduce cookie-based or cross-site tracking analytics, we will update this policy and request consent as required by applicable law.

13. Children's Privacy

The Service is not directed at, and we do not knowingly collect personal data from, individuals under the age of 16. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide reasonable notice, for example by email or an in-app notice, before the changes take effect.

15. Contact

Questions or requests relating to this Privacy Policy or your personal data can be sent to support@trouwplan.nl.