AI Usage Policy

This AI Usage Policy explains how Ask Arch, the artificial intelligence wedding planning assistant provided through Arch, works, how it uses wedding information, and how users should use it responsibly.

Ask Arch is provided by Arch Wedding Ltd, a company registered in Scotland under company number SC906671 (“Arch”, “we”, “us” or “our”).

This policy supplements our Terms of Service and Privacy Policy.

By using Ask Arch, you acknowledge that its responses are generated using artificial intelligence and may contain errors, omissions or outdated information.

For questions about this policy, contact support@archwedding.com.

Ask Arch is designed to help couples plan and organise their weddings.

It can assist with:

• Wedding planning advice and suggestions.
• Tasks, deadlines and timelines.
• Budget planning and allocation.
• Supplier searches and recommendations.
• Wedding-related research and practical questions.
• Planning decisions and discussions between partners.

Ask Arch may use relevant information already recorded in your wedding workspace to provide more personalised responses.

Ask Arch is an assistance tool, not an independent wedding planner, professional adviser or substitute for checking important arrangements directly with suppliers and authorities.

Ask Arch uses artificial intelligence to generate responses.

Although we aim to provide useful and relevant information, AI-generated responses may sometimes be inaccurate, incomplete, inconsistent or out of date.

Ask Arch may misunderstand your question or make suggestions that are unsuitable for your circumstances.

You should independently verify important information before relying on it, particularly information concerning:

• Legal marriage requirements and official deadlines.
• Contracts, cancellation rights and supplier terms.
• Financial commitments and significant expenditure.
• Venue rules, licensing and regulatory requirements.
• Health, safety and accessibility arrangements.
• Supplier availability, pricing and service details.

Ask Arch may research external information where supported by the service. However, the availability of web research does not guarantee that a response is accurate, current or comprehensive.

You remain responsible for your own decisions and arrangements.

Nothing in this policy excludes or limits legal rights or remedies that cannot lawfully be excluded.

Ask Arch provides two separate conversation modes.

Together

Together is a shared AI conversation for the wedding.

Both authorised partners associated with the wedding can view and contribute to this conversation.

Messages and responses in Together are visible to both partners.

You should avoid entering information into Together that you do not wish the other partner to see.

Just Me

Just Me is a private AI conversation associated with your individual account and wedding.

Your partner cannot view your Just Me conversation through their account.

This separation is enforced through Arch’s application access controls and database permissions.

Messages and conversation summaries from Just Me are not automatically shared with Together or with your partner’s private conversation.

Important limitations

Just Me means private from the other wedding partner through ordinary application access. It does not mean that messages are inaccessible to Arch’s authorised systems, infrastructure or AI service provider where access or processing is necessary and lawful.

Conversation data may also be accessed where necessary for security, support, legal compliance or other purposes described in our Privacy Policy, subject to appropriate safeguards.

Conversation visibility cannot currently be changed. Messages cannot be moved between Together and Just Me.

Ask Arch may automatically receive selected information from your wedding workspace to provide relevant assistance.

Depending on the request, this may include:

• Partner names, wedding date and general venue or location.
• Wedding style and planning preferences.
• Budget totals and relevant budget categories.
• Task progress, titles and deadlines.
• Supplier counts, categories and selected booking information.
• Aggregate guest numbers and RSVP counts.
• Relevant timeline, seating capacity or music planning information.
• Previous messages and summaries from the active AI conversation.

The information supplied may vary depending on the subject of your question.

Arch restricts this information to the wedding you are authorised to access.

Information excluded from automatic AI context

Ask Arch’s current automated context system does not retrieve individual guest names, email addresses, telephone numbers or postal addresses.

It also excludes individual guest dietary requirements and meal selections.

Other information, such as private planning notes and payment details, is excluded or restricted according to the relevant context rules.

These restrictions do not prevent you from voluntarily entering personal or sensitive information into a chat message.

If you type information into Ask Arch, that information may be processed as part of your AI request.

Ask Arch uses technology supplied by OpenAI to generate responses, perform certain internal AI functions and support wedding-related research.

When you submit a message, Arch processes the request through its backend and sends relevant information to OpenAI’s API.

This may include:

• Your current message.
• Selected wedding planning context.
• Recent messages from the active conversation.
• A summary of earlier messages in that conversation.
• Instructions required for Ask Arch to provide its service.

The amount and type of wedding context may depend on your question.

Arch does not send your entire wedding database to OpenAI for every request.

OpenAI processes this information to provide the requested AI functionality.

According to OpenAI’s standard commercial API data-use commitments, API inputs and outputs are not used to train OpenAI’s models by default, subject to the applicable service terms and any relevant account settings.

Arch’s current web research implementation requests that OpenAI does not store the response for later retrieval using the API’s store: false setting. This does not mean that no information can be retained for other permitted purposes.

Further information about personal data processing, international transfers and service providers is provided in our Privacy Policy.

Ask Arch is intended for wedding planning assistance, not as a secure repository for highly sensitive personal information.

We recommend that you avoid entering unnecessary information such as:

• Medical diagnoses or detailed health records.
• Financial account or payment card details.
• Passwords, authentication codes or other credentials.
• Sensitive information about guests or family members.
• Information about another person that you do not have a legitimate reason to share.

If you need general planning advice about a sensitive situation, consider describing the circumstances without including identifying information.

For example, you can ask about accommodating dietary requirements without naming a guest or disclosing their medical condition.

Because Ask Arch accepts free-text messages, Arch cannot guarantee that users will never submit sensitive information.

Any personal information you submit will be processed in accordance with our Privacy Policy and applicable law.

Ask Arch may suggest certain changes to your wedding planning workspace.

Supported suggestions may include:

• Creating tasks or subtasks.
• Adding budget expense items.
• Adding suppliers.
• Creating or changing task deadlines.

These suggestions may appear as action cards within the conversation.

Ask Arch does not automatically execute these changes simply because it generates a suggestion.

You must explicitly confirm a proposed action before Arch attempts to apply it.

Proposed actions are subject to technical validation and the relevant account permissions.

A proposal may fail if the underlying information has changed or the requested action is no longer valid.

Ask Arch cannot currently delete wedding records or directly modify guest lists, RSVP responses, meal selections, seating plans or stationery orders.

You should review proposed actions before confirming them.

Ask Arch maintains persistent conversation histories to provide continuity and personalised wedding planning assistance.

Together and Just Me are designed as ongoing conversations.

Users cannot delete either conversation, remove individual messages or clear their chat history through the application.

Storage and retention

Arch stores Ask Arch conversations and messages in its application database.

Stored information may include:

• Conversation messages and AI responses.
• Conversation visibility and ownership.
• Summaries of earlier messages.
• Relevant usage and operational information.

Conversation history is used to maintain continuity and provide context for subsequent messages.

Arch currently does not apply an automatic expiry period to Ask Arch conversation histories.

Messages may remain stored while the relevant wedding and account records remain active, subject to applicable data protection requirements.

Data protection rights

Although in-app chat deletion is not supported, individuals may exercise applicable data protection rights, including requesting erasure of personal information, by contacting support@archwedding.com.

Arch will assess such requests in accordance with applicable law.

The right to erasure is not absolute, and certain information may be retained where a valid legal basis or exemption applies.

Account or wedding deletion may result in the removal of associated conversation records, as described in our Privacy Policy.

Deleting an individual account may not remove messages that remain part of a shared conversation accessible to another authorised partner.

Ask Arch can help couples discover wedding suppliers listed in the Arch directory.

Supplier recommendations are generated using the same underlying matching system used by Arch’s Find Suppliers feature.

Directory eligibility

Only suppliers with a published profile and an active paid supplier partnership are eligible to appear in Arch’s directory recommendations.

An active paid subscription is therefore a requirement for inclusion in the directory.

The Arch Partner label identifies a supplier participating in Arch’s paid supplier programme.

It does not mean that Arch has independently verified, vetted, certified or endorsed that supplier.

Relevance-based matching

Ask Arch considers information such as:

• The couple’s wedding location.
• The supplier category requested.
• The supplier’s geographical coverage.
• Relevant search terms.
• Wedding style preferences.
• Applicable price preferences, where supplied.

The paid subscription itself does not provide an additional relevance-ranking score once a supplier is eligible for inclusion.

Paid Offer Boosts and promoted recommendations

Suppliers may purchase temporary promotional visibility through Arch’s Offer Boost feature.

An active Offer Boost can cause an eligible supplier with a promoted offer to appear ahead of other eligible suppliers in Ask Arch’s directory recommendations.

This promotional influence operates within the directory’s eligibility and geographical matching requirements.

An Offer Boost cannot make an otherwise ineligible supplier appear in recommendations or override missing geographical coverage.

When a paid Offer Boost influences a supplier’s placement, Ask Arch displays a “Promoted” label on that supplier’s recommendation card.

The label identifies commercial promotion affecting the supplier’s placement. It does not indicate that Arch has verified or endorsed the supplier.

The promotion status is determined by Arch’s server-side matching system, rather than generated or inferred by the AI assistant.

Previously generated recommendations may not display the same promotion labels because they were created before this disclosure functionality was introduced.

No guarantee or endorsement

Arch does not independently verify supplier qualifications, availability, pricing or service quality simply because a supplier appears in a recommendation.

Ask Arch’s directory suggestions are not guarantees that a supplier is suitable, available or the best choice for your wedding.

Couples should carry out their own checks before entering into any booking agreement.

External supplier research

Where web research is available, Ask Arch may also provide information about suppliers outside the Arch directory.

External research sources may be presented separately from Arch directory supplier cards.

Information obtained from external websites may change and should be independently verified.

No booking commission

Arch does not currently charge suppliers a commission or referral fee on bookings arising from Ask Arch recommendations.

Arch’s supplier revenue comes from its paid directory and promotional services rather than commissions on wedding bookings.

You must use Ask Arch lawfully and responsibly.

You must not attempt to use Ask Arch to:

• Obtain unauthorised access to another user’s information.
• Circumvent account permissions or conversation privacy controls.
• Generate unlawful, threatening, harassing or abusive material.
• Facilitate fraud, impersonation or deception.
• Infringe intellectual property or privacy rights.
• Interfere with the service’s security or operation.
• Abuse usage limits or automated systems.

We may restrict access where reasonably necessary to address misuse, protect users or comply with legal obligations.

Ask Arch may provide general information about wedding-related legal, financial, contractual or health and safety matters.

Such information is not a substitute for advice from an appropriately qualified professional.

For example, marriage notice requirements should be confirmed with the relevant registration authority, and significant contractual questions should be reviewed with a suitable legal adviser.

Ask Arch should not be relied upon as the sole basis for important financial, legal or safety decisions.

Ask Arch depends on third-party AI infrastructure and may occasionally be unavailable, delayed or unable to answer a request.

Access may also be subject to subscription entitlements, technical limits or usage allowances communicated through the platform.

We may apply reasonable measures to protect service availability, security and fair usage.

We do not guarantee that every request will receive a response or that AI-generated content will always be suitable for its intended purpose.

You are responsible for reviewing AI-generated suggestions and deciding whether to use them.

Where Ask Arch proposes an action within your wedding workspace, you remain responsible for checking the proposed details before confirming it.

Arch remains responsible for its own obligations under applicable law and the Terms of Service.

Nothing in this policy excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded.

Your statutory rights remain unaffected.

We may update this policy when Ask Arch’s features, data processing arrangements or legal requirements change.

The current version will be published on Arch’s website with its updated effective date.

Material changes will be communicated where required by applicable law.

For questions about Ask Arch, this policy or the processing of your personal information, contact:

Arch Wedding Ltd

Registered in Scotland

Company number: SC906671

Registered office: 37 Brunstane Drive, Edinburgh, EH15 2NF

Email: support@archwedding.com

Website: https://archwedding.com

Further company information is available through Arch’s statutory company disclosures.