Privacy policy

Who we are

Papillon Events is run by [Company name], [Company address]. Questions about this policy or your information go to [Contact email or phone].

Our staff set up invitations for hosts. Hosts decide who is invited and what guests are asked. We hold that information to run the invitation for them.

What we hold about guests

Not all of this applies to every invitation. It depends on what the hosts use.

• Your name and the number of seats offered to you or your family. Staff add these, or you give them when you reply through a shared link.
• Your phone number, if staff add it. You never type it on an invitation. Staff use it to send you your link, a reminder or a thank-you, usually through WhatsApp.
• Your reply: whether you're coming, how many of you, any note you write, and when you replied.
• The names of the people coming with you, if you give them.
• Your answers to the hosts' own questions, such as a meal choice or allergies.
• Whether and when your personal link was first opened, and when staff last sent you a reminder or thank-you.
• Your table and seat, if the hosts use seating.
• Whether you've arrived, when, and how many came with you, if the hosts use check-in at the door.
• Photos, films, voice wishes and written wishes you share, with the name you give.

Allergies and other health information

Questions about allergies or dietary needs can reveal information about your health. Hosts write their own questions, and can make one required for guests who are coming, so you may have to answer it to reply online. If you'd rather not, you can contact the hosts directly instead.

Our staff and the hosts see your answers, so the event can be planned around them. Give only what's needed. If you decline the invitation, your answers are cleared.

Who can see what

• Our staff can see all of the above, to run the service.
• Hosts have a private page with replies, notes, answers, family names, seating, who has opened their link, and how many have arrived so far. It doesn't show phone numbers or personal links. Anyone the hosts give that page's link to can see the same. Hosts can also receive a weekly email with names and replies, if staff add their address, and can stop it from a link in the email.
• Your personal link shows you your own reply and answers. It's a secret: anyone you forward it to can see them and change your reply. Apps such as WhatsApp may show your name in the preview of that link.
• If the hosts turn on the seat finder, anyone with its link can search for a name. A search shows only the name, table and seat of the guests it matches, needs at least two letters, and shows nothing when too many guests match.
• What you share in the memory book stays private until staff approve it, or the hosts, if staff allow them to. Once approved, anyone with the book's link can see it and the name you gave.

Photos, films and voice wishes

Your files go to private storage. Nobody can browse it, and pages reach a file through a signed link that stops working after about a day. Until then, it works for anyone who has that link.

Photos, films and sound recordings can hold hidden details, including where they were made and on what device. Before a file can reach anyone but our staff, our system removes these details and replaces the stored file with the cleaned one, so we don't keep the version that had them. Guests, hosts and memory book downloads only ever get cleaned files.

Until that's done, only signed-in staff can see a file, so they can review it. If it can't be cleaned, it stays that way. Cleaning doesn't change what can be seen or heard in a file, and some cameras write data into a film's picture itself, which isn't removed. What a file was called on your device stays in our records, for staff only.

Cookies and what's saved in your browser

Guests and visitors get no cookies. Cookies are only for staff: to keep them signed in, and to remember whether their side menu is open. A staff member's choice of light or dark theme is saved in their own browser.

If you turn on an invitation's music, your browser remembers that until you close the tab. The site has no advertising and no third-party tracking scripts.

Counting visits to this site

We count visits to our public pages: the home page, pricing, these legal pages and the template samples. Invitation links are never counted.

For each day we store only the page, the name of the website you came from if there was one, whether it was a phone or a computer, and the total. There are no cookies, your network address isn't stored, and nothing in these counts identifies you.

If your browser sends Global Privacy Control or Do Not Track, your visit isn't counted at all.

Network addresses and technical records

To stop floods of automated requests, we use your network address for a short time. For replies, uploads, seat searches and the request form, a scrambled form of it can sit in our database for about a minute, and old entries are cleared from time to time. For counting visits it stays in the server's memory for about a minute and is never written to the database.

The companies that host our service may keep their own technical records.

If you ask us about a celebration

The form on our pricing page collects your name, phone or email, type of event, date, number of guests, your message and the language you used. Only our admins can see it. We use it to answer you and for nothing else, and we keep it until an admin deletes it. Ask us and we'll delete it.

Staff accounts

For staff we hold a name, email address, password in scrambled form, two-factor details if turned on, sign-in sessions with their network address and browser, and a record of actions such as publishing or deleting an invitation.

Other companies involved

We don't sell personal information or use it for advertising. These companies handle it to run the service, and may hold it outside your country:

• Cloudflare R2 stores photos, films and voice wishes.
• Railway runs our server and database.
• Vercel serves the website.
• Resend sends our emails: to staff, and weekly reply summaries to hosts.
• WhatsApp carries links and messages when staff send them to you that way.
• Google or Outlook receive an event's details if you choose to add it to your calendar. Your personal link is never included.

How long we keep it

• An invitation, its guest list and what guests shared stay until staff delete them. After the celebration, an invitation can stay online as a keepsake.
• Archiving an invitation takes it offline for guests, but keeps its information. We may archive invitations and remove their files a set time after the event: [Tidy-up periods, if any].
• Deleting an invitation for good removes its guests, replies, memories and files from the live service. The activity log keeps only its internal number, with no names.
• Deleted information stays in database backups until they expire, after [Backup retention period].
• A guest or memory that staff delete can be brought back for up to a minute, in case of a mistake. After that it's removed for good, normally within about ten minutes.
• A memory book download is removed after 7 days. An upload that was never finished is removed after about an hour.
• The daily visit counts hold no personal information, and we keep them.

Your choices

You can ask us what we hold about you, and ask us to correct or delete it, at [Contact email or phone]. You can also ask the hosts. With a personal link, you can change your reply yourself. Depending on where you live, you may have other rights.

Children

Papillon Events is meant for adults organising and attending events. A guest list, family names or photos can still include children, so hosts and guests should share these only with a parent's agreement.

Changes

If this policy changes, we'll update this page.