Privacy Policy

If you do not sign up:

• Your seating chart is stored only in your browser's local storage. It is automatically deleted at midnight and never transmitted to our servers.

If you sign up for an account:

• We collect the following guest information you choose to enter:
• • Name
• • Email address
• • Dietary requirements
• • Comments
• We also collect your account details through our authentication provider when you sign in.

If you use subscription features (templates, events, collaboration):

• Templates and events you create, including event names, dates, and room configurations.
• Guest seating data within your templates (names, dietary requirements, table assignments).
• Collaboration invitations: email addresses of clients you invite to view or edit your seating charts.
• Email engagement data: when collaboration invitation emails are opened or links are clicked.

Cookies we use:

• Essential cookies: Required for the site to function (authentication, session management). These cannot be disabled.
• Analytics cookies: Used only with your consent. We use PostHog to understand how SeatPlan.io is used so we can improve it, and may load the Pinterest Tag for ads measurement when you opt in.

Cookieless analytics (Umami):

We also use Umami for privacy-focused audience measurement. Umami does not use cookies, does not identify you across websites, and only collects high-level usage information such as page views, referrers, browser, device type, and country-level location.

• Umami does not use cookies, so it can run without cookie consent.
• We configure Umami to respect your browser's Do Not Track setting.
• We exclude URL search parameters and hash fragments from Umami tracking.

Advertising measurement (Pinterest):

If you accept analytics cookies, we may load the Pinterest Tag to measure ad effectiveness and conversions. Pinterest may process a hashed form of your account email when you are signed in (Enhanced Match). The tag is not loaded if you choose essential cookies only.

Analytics (PostHog):

If you accept analytics cookies, we use PostHog (hosted in the US) to collect anonymised usage data such as pages visited, features used, and general interaction patterns. This helps us improve SeatPlan.io.

• Analytics is disabled by default until you accept cookies via the cookie banner.
• We respect your browser's Do-Not-Track signal.
• All personal data (names, emails, dietary information, guest details, table names, event names) is stripped before any data is sent to PostHog.
• URL query parameters and fragments are removed before tracking.

Session recording:

If you accept analytics cookies, PostHog may record anonymised session replays to help us understand user experience issues. These recordings have the following safeguards:

• All text on the page is masked — no guest names, emails, dietary information, or other personal data is visible in recordings.
• All element attributes are masked — form values, input contents, and HTML attributes are hidden.
• Recordings capture interaction patterns (clicks, scrolls, navigation) only, not your actual data.

Managing your preferences:

You can change your PostHog cookie preferences at any time by clearing your browser's local storage for seatplan.io, which will re-display the cookie consent banner on your next visit. Umami does not use cookies, so there is no Umami cookie preference to clear.

Basic account data:

• Guest data is stored for 7 days after the expiry of your access.
• If you do not extend your account, we delete your account and all associated guest data within 7 days.
• If you have not signed up, your data is deleted automatically at midnight from your browser.

Subscription features (templates, events, collaboration):

• Templates and events are stored while your subscription is active, plus 7 days after expiry.
• Collaboration tokens expire after the duration you set (1-90 days).
• Client email addresses from collaboration invitations are deleted immediately when the collaboration token expires.
• Email engagement data (opens and clicks) is deleted along with the collaboration token.

Operational retention and cleanup:

• We may delete design sessions that are not linked to a user account after they have been inactive for a period (for example 7 or 30 days), as part of routine maintenance.
• We may remove historical layout snapshots when they no longer relate to an existing session, for example after a session has been deleted.
• We may delete user accounts that have no remaining paid or trial access after an extended period following expiry (for example more than 7 days), subject to safeguards such as outstanding billing checks.
• We may delete accounts that have never purchased persistence or subscription features when they show no meaningful activity for at least 7 days.