1. Who is the controller
Seatalia (seatalia.com) is operated by [A PREENCHER: denominação social], tax identification number [A PREENCHER: NIF], with its registered office at [A PREENCHER: morada da sede] ([A PREENCHER: país da sede]). We are the controller of your account data, your payments and your use of the site.
For privacy questions, write to privacy@seatalia.com. For support, write to support@seatalia.com.
When a venue, caterer, planner, company or association uses Seatalia to organise an event, that customer is the controller of the guests’ data and we are its processor. This is explained in the data processing agreement.
2. Your role and ours
If you use Seatalia to organise an event of your own or your family’s, such as a wedding, a christening or a first communion, you are processing guests’ data for purely personal or household purposes, and the GDPR does not apply to that activity. It does apply to us, as we provide the means, and so we handle the guests’ data with the same privacy safeguards.
If you use Seatalia as part of a professional activity or on behalf of an organisation, you are the controller of the guests’ data: you need a legal basis to process it, you must inform the guests and you should enter only the data you need.
3. What data we collect and what for
We collect the minimum necessary. We do not collect social media data, location data or contacts from your phone.
| Category | Data | Purpose |
|---|---|---|
| Account | Email, name (optional), language, currency and your choice about tips emails. With the session we also store the IP address and the browser | Create the account, log in without a password, protect the account and communicate with you |
| Events | Name, type, date, venue, language and approximate number of guests | Set up the plan, calculate the automatic deletion and send reminders |
| Guests | First name, surname (optional), household, group, adult or child, meal, diet or allergy tags and an optional note. Email and phone only if you enter them or if the guest provides them in the RSVP | Seat the guests, generate the exports and the counts for the caterer |
| Plan | Tables, rooms, “together” and “apart” rules and the private notes on the rules | Auto-seat, conflict warnings and exports |
| Payments | Plan purchased, amount, currency, date and Stripe customer identifier. Card details stay with Stripe and never pass through our servers | Give access to paid features, issue invoices and meet tax obligations |
| QR page and RSVP | Daily counts of visits and searches, without identifying guests | Show you how many times the page was opened and protect the service from abuse |
| Notifications and emails | Device identifier for notifications (only if you turn them on), preferences and a record of the type and status of emails sent, without their content | Send notifications and avoid sending the same message twice |
| Support and feedback | The messages you send us and your answer to “why didn’t you buy?”, if you reply | Reply to you and improve the product |
| Usage statistics | Usage events (for example, “event created”) and a random identifier. Never names, emails, meals or diets. If you do not accept, PostHog runs in memory only: it stores nothing on your device and does not recognise you from one visit to the next | Understand what works and what doesn’t |
| AI assistant (optional) | What you write to the assistant and an anonymous summary of the plan, with codes instead of names (no emails, phone numbers, ages or private notes). We only store the number of messages, the tokens and the cost, never the conversations | Help create tables and seat guests, only if you turn it on |
| Event location (optional) | The spot you mark on the map (coordinates, name and address) and the text you type in the address search. The search and the address of a point go through our servers to OpenStreetMap, without your account, without cookies and without your IP address, and we do not store what you search for. The background map is requested by your browser from OpenFreeMap, which receives your IP address and the area you are viewing | Show the spot on the map and give guests the links to get to the event, only if you use “Set on the map” and choose to show it |
4. Diets and allergies
Diets and allergies can be health data and, in the case of halal or kosher menus, can reveal religious beliefs. They are specially protected data under Article 9 of the GDPR, and we handle them with extra care.
We use simple tags (for example, “gluten-free”). The diet note is optional and comes with a warning. There is no religion field. Diet notes are encrypted field by field in the database. They never appear on the QR page or in statistics. They only reach the caterer if you choose to export the counts.
If you are a company or a planner, record this data only if the caterer needs it, and inform the guests.
5. Legal bases
We process data on the basis of:
- Performance of a contract: maintaining the account, the plan and purchases.
- Legal obligation: keeping invoices and tax records for the period required by law.
- Legitimate interest: security, abuse prevention, rate limits, anonymous QR page counts, product statistics without cookies (in-memory PostHog) and reminders linked to your event, such as the deletion notice or the QR notice.
- Consent: statistics with an identifier stored on your device (Google Analytics and PostHog with cookies), tips and news emails, browser notifications and, where applicable, the diets and allergies that guests themselves provide in the RSVP. You can withdraw consent at any time, without affecting what was done before.
- Consent: the AI assistant, which only receives plan data after you accept the first time you use it and which you can withdraw whenever you like.
6. Emails we send
Account and payment emails (login link, receipts, deletion notices) always arrive. Reminders linked to your event and the one-off “why didn’t you buy?” question can be turned off in your account or with the link in the email itself.
Tips and news emails only arrive if you give your consent in a box that is off by default. We send at most one a week and you can opt out with one click. Login links have no open or click tracking.
7. How long we keep data
We keep data only as long as necessary:
- Events with a date: we delete the guests, rules, notes, versions and QR page 90 days after the event date. We notify you by email 30 and 7 days beforehand, with a link to export everything. Only a minimal record (event, date and plan purchased) remains for invoicing.
- Events without a date: we delete them after 12 months without activity, after notifying you.
- Anonymous drafts: they stay only in your browser. Nothing goes to our servers until you save the plan with your email.
- QR page: by default it stops working 7 days after the event. You can turn it off earlier or extend the period up to 30 days.
- Account: until you delete it. When you delete the account, we delete everything you created, except invoices, which are kept for the legal period.
- Sessions: 30 days per device, renewed with use. Login links are valid for 15 minutes and can only be used once.
- Backups: 30 days. What you delete also disappears from the backups at the end of that period.
8. Guest pages (QR and RSVP)
The “Find your seat” page shows only the first name and the table (and the surname initial, if the organiser turns it on), after the guest has typed at least three letters of their name, with a maximum of five results. It never shows full surnames, meals, diets, rules or notes, and it never lists all the guests.
These pages are not indexed by search engines, use no tracking cookies or advertising, and do not load Google Analytics or PostHog in the guest’s browser. We count visits on the server, without identifying anyone. There are rate limits to prevent anyone from trying to list the guests.
On the RSVP page, the guest can state their meal and allergies. Before that, we explain what they are for and when they are deleted, and we ask for consent.
11. Transfers outside the EU
Hosting and backups are in the EU. Some processors, such as Google (notifications and statistics, when enabled) and Stripe (payments), may process data in the United States or in other countries outside the European Economic Area. In those cases, we require appropriate safeguards, namely the Standard Contractual Clauses approved by the European Commission.
If you would like a copy of those safeguards, write to privacy@seatalia.com.
12. Your rights
You have the right of access, rectification, erasure, restriction of processing, portability and objection, and you can withdraw your consent at any time. We do not take decisions with legal effects based solely on automated processing: automatic seating is a tool that you control and can undo.
Most of this you can do yourself, at any time:
- In “My account”: change your name, language and currency, and turn tips emails on or off.
- In the editor, under “Export”: download the guest list as a CSV, on any plan, free of charge (portability).
- In “My events”: delete an event, with one click and a confirmation, with immediate effect.
- In “My account”: delete the account, which deletes everything you created (invoices are kept for the legal period).
For any other request, write to privacy@seatalia.com. We reply within one month at the most.
If you are a guest at an event, Seatalia does not hold an account for you: the controller of your data is the organiser. You can write to us and we will forward the request.
If you think we have mishandled your data, you can lodge a complaint with the supervisory authority: [A PREENCHER: autoridade de controlo, por exemplo a CNPD em Portugal].
13. Brazil: LGPD
If you are in Brazil, the General Data Protection Law (Law No. 13,709/2018) also applies. We process data on the same terms described here, and you have the rights under Article 18 of the LGPD: confirmation of processing, access, correction, anonymisation, blocking or deletion, portability, information about who we share data with, and withdrawal of consent.
The contact for these requests is privacy@seatalia.com. You can also lodge a complaint with the National Data Protection Authority (ANPD).
14. Security
We protect data with:
- Encrypted connection (TLS) across the whole site and encryption at rest on disk and in backups.
- Dedicated field-level encryption for diet notes and rule notes.
- Login by single-use link, with no password to steal. The link is stored only as a hash and expires in 15 minutes.
- Share, QR page and RSVP links with random codes that are hard to guess.
- Rate limits to stop abuse and attempts to list guests.
- Restricted internal access. We do not look at guest data without a request from you and, when we do, it is logged.
15. Children
Seatalia is intended for adults who organise events. The data of children who appear in a plan (name and age or age band) is entered by the organiser, who is responsible for it. We do not ask children for data.
16. Changes to this policy
If we change this policy in a significant way, we will notify you by email and on the site before the change comes into force. The date of the last update is at the top of this page.
17. Contact
Privacy: privacy@seatalia.com. Support: support@seatalia.com. Address: [A PREENCHER: denominação social], [A PREENCHER: morada da sede] ([A PREENCHER: país da sede]).