Digital Seating Chart privacy policy

1. Who this policy covers

Peppermint Press Pty Ltd provides the Digital Seating Chart. This policy covers the seating-chart app, its event owners and people using a guest seating lookup. Contact hello@peppermintpress.com.au about privacy, access, correction or deletion.

Our main Shopify store and its checkout are separate from the guest seating pages. The store has its own privacy policy for shopping, payments and store marketing. The store’s advertising practices are not a description of tracking on the seating tool. Future wedding websites and RSVP products are outside this policy’s current scope.

• Main store privacy policy

2. Information used by the product

We handle the information needed to provide and protect the service:

• Purchaser and owner information: name, email address, account and access records, order reference, payment/entitlement status and support correspondence. Payment details are handled by the store and payment providers; the seating tool does not need your full card number.
• Event information: the names you provide during setup, wedding date, event name, allocated address, design choices and access/expiry dates.
• Guest information: lookup name, optional table assignment and optional public Guest Note. We do not ask for guest email, phone, postal address, date of birth, RSVP, dietary or accessibility information for this product.
• Technical and security information: request timing and outcomes, network information such as IP addresses processed by hosting/security services, account activity and records needed to protect access, prevent excessive requests and investigate faults. This is separate from the planned usage reporting described below.

3. Where the information comes from

Purchasers and owners provide their details through checkout, account access, event setup and support. Eligible purchase information is passed from our store to activate the event. An owner may also invite the second owner.

Guest details usually come from the couple or event organiser, through manual entry or a spreadsheet import. Guests submit a name when using the lookup. We process that request to find matching seating information; we do not require a guest account.

Import only the fields needed for seating. Remove unrelated private columns from your file before uploading it, and do not put sensitive information in Guest Notes. A generic spreadsheet Notes column is not automatically treated as a public Guest Note.

If a guest does not want their name included, they can speak to the organiser or contact us about their information. Without a name in the guest list, the tool cannot return their individual seating result; the organiser can provide seating help directly.

4. Why we use it

We use information to activate and manage the purchased event, let authorised owners maintain the chart, answer guest lookups, send access and expiry messages, provide support, handle refund or deletion requests, and protect the service.

We also retain limited records needed to resolve disputes, account for transactions and meet applicable legal obligations. Access is limited according to the task being performed.

Guest names, Guest Notes and guest-linked activity are not used to target advertising or passed to advertising platforms. Uploading a guest list does not subscribe those guests to marketing.

5. Who can see guest information

The event’s registered owners can manage its guest list. Authorised Peppermint Press staff may access relevant information for support and administration under restricted access controls.

The public lookup returns the guest records matching the selected or submitted name, including their name, table and any Guest Note. If more than one guest shares that name, all matching candidates appear. While typing, up to five matching names from that event may be suggested, including close spelling matches. Suggestions contain names only; tables and Guest Notes appear after a name is selected or submitted. We do not send the full guest list to the browser.

The lookup has no guest login. Anyone with the event address who knows a matching name may see that result. A Guest Note is public within that result, so use a short, non-sensitive detail only. The event address and a name are not proof of a visitor’s identity.

An owner can pause the live site in Event settings to stop public lookups while preserving the event’s information. Pausing does not erase information already viewed or copied by someone else.

6. Service providers and overseas handling

We use service providers for checkout and payments, app hosting, data storage and authentication, service emails and customer support. They receive the information necessary for the functions they provide. Information may also be disclosed where required or permitted by applicable law.

Some providers may store or access information outside Australia; we do not represent that all information stays in Australia.

7. Cookies and security

The customer and staff areas use cookies to maintain sign-in and protect account-access flows. Blocking necessary cookies may prevent those areas from working. Guests do not need to create an account to look up a name.

The guest lookup uses request limits to protect the service. Network information used for that protection is separate from usage measurement and is not treated as a reliable count of individual people or devices.

We do not add advertising pixels to guest seating pages. The planned browser measurement below is not yet enabled. Before introducing it, we will explain its cookie or storage method and duration and provide any required notice or choices.

8. Planned aggregate usage reporting — not yet enabled

We plan to measure lookup totals, estimated distinct browsers/devices, searches per browser, guest-list lookup coverage and unsuccessful requests. This will help us understand product uptake and improve the experience. This reporting feature is not yet enabled.

The plan excludes histories connecting a device to the names it searched, raw search-text logs and advertising tracking. Temporary identifiers needed for counting would be limited to the event and purpose, with no fingerprinting or shared identity across weddings. We will explain the browser identifier’s lifetime and applicable visitor choices before introducing this reporting.

Any temporary guest-linked counting data would be removed when no longer needed and no later than 90 days after the wedding, or earlier under applicable deletion/expiry rules. That maximum is not the intended lifetime of every browser identifier.

We would keep genuinely anonymous, combined statistics over time for product improvement and factual marketing claims. Those statistics must not contain links back to named guests, devices, customers or identifiable weddings. Removing names alone is not enough; small groups and other identifying details also need to be addressed.

One device may be used to look up several guests, and one person may use several devices. These measures cannot establish exactly who attended, who searched for whom or the percentage of guests who personally used a device.

9. How long information is kept

Event access lasts 6 calendar months from confirmed payment. Owners can export their current event and guest list before the displayed expiry date. At expiry, management access and guest lookup close, and the deletion process removes guest names, assignments, imports and saved guest-list versions from active systems.

Either registered owner can request earlier event deletion through the existing support channel. We verify their authority and the event before an authorised administrator carries it out. A guest may also contact us about their own personal information; this does not authorise them to delete the whole event.

Limited non-guest records, such as order references, entitlement state, deletion records and compliance/support records, may remain where needed for their purpose or applicable legal obligations. They are not a retained copy of the guest roster.

Deleted data may remain in restricted backups until those copies expire under the backup-retention process. Deletions must be reapplied if a backup is restored.

Genuinely anonymous combined statistics may be retained after an event is deleted or expires because they no longer identify the event or its guests. Data that remains linkable is not treated as anonymous.

10. Protecting information

We use account permissions, separate staff access, access records, request limits and other technical safeguards to protect the service. No internet service can eliminate every security risk. Keep your owner access details secure and contact us promptly if you suspect unauthorised access.

You control the audience you share the event link with and the Guest Notes you make visible. If you need to stop new public lookups, pause the site while you contact support.

11. Access, correction and privacy concerns

Owners can edit event/guest details and export their list through the app. If you are a guest, you can ask the organiser to correct your information, or contact us directly about information we hold about you.

Email hello@peppermintpress.com.au to request access, correction or deletion, ask a privacy question, or make a complaint. We may need to verify your identity and authority so we do not disclose another person’s information. Supply enough context to locate the event, but do not email a full guest list or identity documents unless a suitable process has been arranged.

Our team responds within one business day during Australian business hours, Monday–Friday. That is an initial response expectation, not a promise that a privacy investigation or deletion will be completed within one day. We will explain the next steps and respond to the substance of a request or complaint within the time required by applicable law.

If we cannot grant a request in full, we will explain the reason and any available review options, subject to applicable law. If your concern remains unresolved, you may contact the Office of the Australian Information Commissioner or another privacy regulator with jurisdiction. Additional rights may apply where you live.

• Email our privacy contact
• Peppermint Press contact page
• OAIC privacy complaints information

12. Updates and access to this policy

This policy shows its version and last updated date and is available through Event settings. Contact us if you need a copy in another accessible format. We will update the policy and provide any required notice or choices before materially changing how personal information is handled.