Placecard Privacy Policy

Effective date: July 14, 2026
Last updated: October 18, 2026

This Privacy Policy explains how Placecard (we, us, or our) collects, uses, discloses, and protects information when people use our websites, applications, event pages, guest lookup tools, checkout flows, emails, and related services (collectively, the Service).

Operator: Placecard LLC
Address: 6370 W. Flamingo Rd. 14K9, Las Vegas, NV 89103
Contact: support@placecard.app
Website: https://placecard.app

If you are a host or event organizer, you are responsible for making sure that you have the right to upload, import, publish, and otherwise process guest information through the Service.

1. Scope

This Privacy Policy applies to:

• hosts, organizers, venue operators, planners, and other account holders who use Placecard to create and manage events;
• guests and visitors who access a published event page, QR code, guest lookup flow, or public guest list;
• people who receive emails or complimentary access invitations from Placecard; and
• people who contact us for support, billing, privacy, or other requests.

This Privacy Policy does not apply to websites, services, or applications that we do not operate, including third-party services that may be linked from the Service.

2. Information we collect

We collect information in the following categories.

Account information

When a host creates or uses an account, we may collect:

• name;
• email address;
• authentication identifiers;
• account creation date;
• administrator status, where applicable; and
• related account records needed to operate the Service.

Authentication is handled through our authentication provider, currently WorkOS AuthKit.

Event information

Hosts may create and manage events. Event information may include:

• event title;
• subtitle or description;
• event date text;
• venue or location text;
• public event slug or URL;
• publication status;
• whether the host has enabled a public guest list;
• guest count;
• uploaded floor-plan images; and
• event creation and update timestamps.

Guest information

Hosts may upload, import, or manually enter guest information. Guest information may include:

• guest full name;
• table number or seating assignment;
• meal preference;
• import identifiers from a spreadsheet or CSV file; and
• related event assignment records.

Meal preferences or similar event details may reveal dietary restrictions, allergies, religious practices, accessibility needs, or other sensitive information depending on what a host enters. Placecard is not designed for medical records or highly sensitive personal data. Hosts should not upload sensitive guest information unless it is necessary for the event and they have the right to do so.

Uploaded content

Hosts may upload floor-plan images or similar event-related files. We validate supported file types and file sizes, but hosts remain responsible for the content they upload.

Guests may take photos and record videos on an event's camera page. Photos go to the event's album. A video goes either to the event's reel or, as a private message, only to the host and the event's honorees, such as the couple; a private message never appears in the album or the reel. Other guests at the event can see the album and the reel once the album is revealed. A video includes the sound recorded with it. Videos go from the guest's device to our video provider, Mux, which stores and streams them and creates English captions from their audio using automated speech recognition. Because the guest's device uploads the video straight to Mux, Mux also receives that device's IP address and the browser and device information sent with the upload, and may infer an approximate location from the IP address. The only information about a video that we send Mux ourselves is internal identifiers that link it to its event, not names, email addresses, or phone numbers.

Billing information

If a host purchases a paid plan, we may collect and store billing-related records, such as:

• selected plan;
• billing provider;
• billing status;
• provider customer ID;
• checkout ID;
• order ID;
• subscription ID;
• current billing period end;
• payment failure status; and
• related entitlement records.

Payments are processed by our billing provider, currently Polar. We do not intentionally store full payment card numbers on our own systems.

Email and notification information

We may collect and process email information needed to send and track service-related, access-related, and event emails, including:

• recipient email address;
• a one-way hash of the recipient email address;
• email delivery ID;
• the type of email and the account, event, guest, or complimentary access record it relates to;
• delivery status, such as pending, sent, delivered, delayed, bounced, complained, suppressed, failed, or skipped;
• complimentary grant reason or related access record;
• unsubscribe choices; and
• timestamps related to email delivery.

Our email delivery provider is currently Resend. Resend reports delivery events, such as an email being delivered, bouncing, or being marked as spam, and we record each event against the email it concerns.

Guests receive event emails, such as a reminder that an event's cameras are open or a note that its album is ready, only when the host has turned those emails on and the guest list includes the guest's email address. The host can see how many of those emails were sent and delivered for their event and, for any that could not be delivered, the guest's name, a partly hidden email address, and the reason.

Unsubscribe choices

Optional emails include an unsubscribe link and the one-click unsubscribe headers that mail apps use. These are event emails to guests, event update emails to hosts (such as an event's share kit, its album going live, or a reminder to open the album), and complimentary access emails. Opening the link does not unsubscribe anyone; the choice is recorded only when the button on that page or the mail app's own unsubscribe control is used. Unsubscribing from a guest email stops event emails about that event to that address; unsubscribing from a host update email stops host update emails about every event; unsubscribing from a complimentary access email stops further complimentary access emails. The unsubscribe record stores a one-way hash of the email address and the kind of email it stops.

Emails about an account itself, such as a welcome email, purchase and refund confirmations, and notice that complimentary access has ended, do not include an unsubscribe link.

Phone numbers and texts

A guest may ask for the event's album by text on the event's camera page. That program, Placecard album texts, is optional, and the album never requires a phone number. When a guest asks, we collect:

• the mobile number the guest typed; and
• the time the guest agreed to the texts, with the version of the disclosure they saw.

We use the number only to send up to 2 messages about that album: one confirmation, and one text with the album link when the album opens. Our text-message provider, Telnyx, processes the number to deliver those texts. We keep the number for 30 days from when it is given, or less if the event's media is deleted or the host removes that guest. Phone numbers never appear in our analytics or logs. Reply STOP to any text to opt out, or HELP for help.

No mobile information will be sold or shared with third parties for promotional or marketing purposes.

Device, session, cookie, and security information

When someone uses the Service, we may collect or process:

• IP address or derived network information;
• browser, device, and request metadata;
• session identifiers;
• authentication/session storage information;
• guest lookup session cookie information;
• rate-limit and abuse-prevention records;
• logs and diagnostic information; and
• information needed to maintain security, prevent abuse, and operate the Service.

For published guest pages, we use a guest session cookie to support rate limiting, abuse prevention, and the guest lookup experience. See our Cookie Policy for more detail.

Analytics information

Signed-in host pages use PostHog for product analytics with memory-only persistence: no cookies, no local storage, and nothing runs on guest pages.

Support and communications

If you contact us, we may collect your name, email address, message contents, attachments, and other information needed to respond.

3. Sources of information

We collect information from:

• you, when you create an account, contact us, pay for a plan, or use the Service;
• hosts, when they upload guest lists or event information;
• guests, when they use a published event page or guest lookup flow;
• service providers, such as authentication, billing, email, hosting, and database providers;
• automated technologies, such as cookies, logs, and security systems; and
• publicly accessible or linked information only when reasonably needed to operate or secure the Service.

4. How we use information

We use information to:

• provide, operate, and improve the Service;
• authenticate hosts and manage accounts;
• create, edit, and publish events;
• import and manage guest lists;
• enable guests to find table assignments through a published event link or QR code;
• show optional public guest lists when enabled by a host;
• process billing, checkout, subscription, entitlement, and customer portal flows;
• send transactional, service, support, billing, and access-related emails, and event emails to guests when a host turns them on;
• honour unsubscribe choices and send each email only once;
• prevent fraud, abuse, scraping, unauthorized access, and misuse;
• rate-limit guest-facing endpoints;
• debug, monitor, and maintain the Service;
• comply with legal obligations;
• enforce our Terms of Service; and
• respond to support, legal, privacy, or safety requests.

5. Published event pages and guest visibility

Hosts can publish an event page and share it through a link or QR code. When an event is published, anyone with the event link or QR code may be able to access guest-facing event features.

Depending on the event settings and guest lookup flow, guest-facing information may include:

• event title, date, and location text;
• guest names matching a search query;
• table assignments;
• the selected guest’s meal preference;
• tablemates at the same table; and
• an optional public guest list grouped by table, if the host enables that feature.

Hosts are responsible for deciding whether to publish an event, whether to enable the public guest list, and whether the event information and guest information they upload is appropriate to make available through the Service.

6. How we disclose information

We may disclose information in the following circumstances.

Service providers

We use service providers to operate the Service. These may include:

• Convex for backend, database, file storage, and server functions;
• WorkOS AuthKit for authentication and user management;
• Polar for billing, checkout, subscription, entitlements, and customer portal functionality;
• Resend for email delivery;
• Telnyx for text-message delivery of album texts;
• Mux for storing, processing, and streaming event videos and their sound, and for creating their captions with automated speech recognition, which Mux may run on its own systems or through AI service providers it engages under its terms; Mux also receives device and network information from the guest uploading a video and from the person watching it;
• PostHog for host-route product analytics (memory-only persistence; no cookies or local storage; guest pages excluded);
• Vercel or similar hosting/infrastructure providers for deployment, hosting, serverless execution, and request handling;
• other vendors we use to operate, secure, debug, or improve the Service.

Mux's terms allow it to use content its customers send it, once that content contains no personal data or has been anonymized, to train or improve AI models Mux owns or controls. We have asked Mux to exclude everything we send it, including videos, their sound, captions, and anything derived from them, from that use.

Hosts and guests

Information may be displayed to hosts inside their own event dashboard. Guest-facing event information may be shown to guests and other visitors through a published event page, guest lookup flow, QR code, or public guest list.

Legal, safety, and compliance

We may disclose information if we believe it is reasonably necessary to:

• comply with law, legal process, or government requests;
• protect the rights, privacy, safety, or property of Placecard, users, guests, or others;
• investigate or prevent fraud, abuse, security incidents, or misuse;
• enforce our Terms of Service; or
• respond to disputes, chargebacks, or billing issues.

Business transfers

If we are involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate protections.

With your direction or consent

We may disclose information when you direct us to do so or when you give consent.

7. Selling or sharing personal information

We do not sell personal information for money. We do not currently use cross-context behavioral advertising or marketing pixels in the Service. If we later add advertising, retargeting, or similar marketing technologies, we will update this Privacy Policy and our Cookie Policy and provide any choices required by applicable law.

8. Legal bases for processing, where applicable

Where laws such as the GDPR or UK GDPR apply, our legal bases may include:

• contract: to provide the Service, account, checkout, and event-management features;
• legitimate interests: to secure, maintain, improve, and prevent abuse of the Service;
• consent: where required for optional cookies, marketing communications, or optional processing;
• legal obligation: to maintain billing, tax, compliance, or legal records; and
• vital or public interests: where required in rare safety or legal circumstances.

For guest information uploaded by hosts, the host generally determines what guest information is uploaded and why. Placecard processes that information to provide the Service.

9. Retention

We keep information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, prevent abuse, enforce agreements, and maintain business records.

General retention principles:

• account records are kept while the account is active and for a reasonable period afterward;
• billing records may be retained as required for tax, accounting, fraud-prevention, and legal purposes;
• event and guest records are kept while needed to operate the event and account;
• floor-plan images may remain in storage while associated with an event and may remain in backups for a limited time after deletion;
• email delivery records may be retained to diagnose delivery, compliance, and abuse issues and to make sure each email is sent only once;
• the copies of email messages we hold for sending are deleted from our systems about 30 to 35 days after they are sent or abandoned;
• when an event is deleted, we delete its guest email records and the unsubscribe choices made from its guest emails, and keep the host's own email records for that event so that an unsubscribe link already sent keeps working;
• when a host account is deleted, we remove the email address from the email records linked to that account and keep the one-way hash and unsubscribe choices, so that earlier unsubscribe choices keep holding and unsubscribe links already sent keep working;
• a phone number given for album texts is kept for 30 days from when it is given, or less if the event's media is deleted or the host removes that guest;
• when a guest or their event is deleted, the device push tokens of an Apple Wallet pass issued to that guest are kept for 7 days and deleted within the following day, with the pass's identifiers and a one-way hash of its access code but no name or seat, so that the pass on the guest's phone can be marked as no longer valid;
• security, rate-limit, and diagnostic logs may be retained for a reasonable period; and
• published event information remains available until unpublished, removed, or otherwise restricted.

Hosts may request deletion of account, event, or guest information by contacting support@placecard.app. Some records may need to be retained where required for billing, security, legal, tax, accounting, or dispute purposes.

10. Security

We use administrative, technical, and organizational safeguards designed to protect information. These include authentication controls, access controls, file validation, rate limiting, webhook validation, and security monitoring appropriate for the current stage of the Service.

No internet service can guarantee perfect security. You are responsible for using a secure device, keeping your login credentials safe, and limiting the information you upload to what is appropriate for your event.

11. Your choices and rights

Depending on where you live, you may have rights to:

• access personal information;
• correct personal information;
• delete personal information;
• receive a copy of personal information;
• object to or restrict certain processing;
• withdraw consent, where processing is based on consent;
• opt out of certain sales, sharing, or targeted advertising if applicable; and
• appeal or complain to a privacy regulator where applicable.

To make a request, contact support@placecard.app. We may need to verify your identity and account relationship before responding.

Guests whose information was uploaded by a host may also need to contact the host directly, because the host controls the event content and guest list.

12. California and other U.S. state privacy rights

Some U.S. state privacy laws give residents additional rights over personal information. If those laws apply to us or to your information, we will honor applicable rights and provide required disclosures.

We do not currently sell personal information for money or use cross-context behavioral advertising. If this changes, we will update this policy and provide any required opt-out methods.

13. International users and transfers

We operate the Service using providers that may process information in the United States and other countries. If you access the Service from outside the United States, your information may be transferred to, stored in, or processed in a country that may not provide the same level of data protection as your home jurisdiction.

Where required, we rely on appropriate safeguards for international transfers.

14. Children’s privacy

The Service is not intended for children under 13, and we do not knowingly collect personal information directly from children under 13. Hosts should not upload information about children unless they have the legal right and appropriate consent or authority to do so.

For paid host accounts, you must be at least 18 years old or have authority to bind the organization you represent.

15. Third-party links and services

The Service may link to third-party websites or services. We are not responsible for the privacy practices of third parties. Review their policies before providing information to them.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new effective date or last updated date. If changes are material, we may provide additional notice where required.

17. Contact

Questions, requests, or concerns about this Privacy Policy can be sent to:

Placecard Privacy
Email: support@placecard.app
Phone: (844) 347-8369
Operator: Placecard LLC
Address: 6370 W. Flamingo Rd. 14K9, Las Vegas, NV 89103

Appendix: Notice at collection summary

This table summarizes the categories of personal information we collect and the purposes for which we use them. Section 2 has the complete details.

We do not sell personal information for money, and we do not currently use cross-context behavioral advertising or marketing pixels.