Privacy Policy

Effective October 5, 2026

The short version: Headtable has no accounts. It shows no ads and does no tracking, and we never sell or share your information. Your guest list, tables and seating chart stay on your iPhone or iPad. The only time anything you enter leaves your device for us is if you choose to use the optional find-my-seat page or online invitations, or to plan an event together with someone: then guest names (with their tables, or with the invitation links you send them), the event name and date/venue line and — for invitations — the message, cover photo, time and address you add are hosted, together with the replies your guests give on their link; a shared plan is held so the people you invite can edit it with you. Everything is deleted automatically 30 days after the event, or sooner when you take it offline or stop sharing. Otherwise the App only sends anonymous usage statistics (for example, that an export happened) so we can see which features are used.

Who we are

Headtable (the “App”) is a seating-chart and guest-list planner for weddings and events, for iPhone and iPad. This policy explains how the App handles your information. It is short because Headtable collects almost nothing: planning happens on your device, the App sends anonymous usage statistics, and the only content we ever store is a find-my-seat page, online RSVP links or a shared plan that you decide to use.

What we collect

Nothing about you. There is no account to create, no sign-up, no email address and no profile. Your events, guests and seating plans are not transmitted to us or to anyone else, except for the limited seating details you choose to publish on a find-my-seat page, the guest names and replies involved in online RSVP, and an event you choose to plan together with someone, if you use them (all described below).

The App does send anonymous usage statistics through TelemetryDeck, a privacy-focused analytics service: which steps of onboarding were completed, whether the upgrade screen was viewed or a purchase made, and when a chart was exported or auto-arranged (with a guest or seat count). These signals contain no names, no guest or event details and no account or advertising identifier; TelemetryDeck identifies an install only by a salted one-way hash generated on your device, so the statistics cannot be linked back to you. We use them only in aggregate to improve the App.

Where your plan is stored

Everything you enter in Headtable is stored on your device and, when iCloud sync is on, in your own private iCloud database:

Your events — name, date, venue and notes, and the room size if you draw it to scale.
Your guests — names, party or household, RSVP status, meal choice, dietary needs, notes, day-of check-in, and any keep-together / keep-apart preferences.
Your tables and floor plan — table names, shapes, seat counts and positions, and venue elements such as the dance floor or stage.
Your online-invitation settings and the venue and invitation photos you add.
Your settings, onboarding progress and whether Headtable Pro has been unlocked (these stay on the device).

This information never reaches us unless you publish a find-my-seat page, send online invitations or share an event with Plan together (see below). It is included in your normal device backup (iCloud Backup or a computer backup) under your own Apple Account and your own backup settings; we cannot access backups. Deleting an event in Settings removes that event and its guests and tables everywhere it syncs; deleting the App removes everything stored on that device.

Importing guests

You can add guests by typing them, pasting a list, importing a CSV file you choose from Files, or picking them from your Contacts. A pasted list or CSV is read on your device and nothing about it is sent anywhere. Picking from Contacts This uses Apple's system contact picker, which runs outside the App: Headtable does not ask for permission to read your address book and never accesses it. The App receives only the names of the contacts you tap, adds them to your guest list on your device, and nothing else is read or stored.

Exporting and sharing

The seating chart PDF, escort cards and CSV guest list are generated entirely on your device. When you share or print them, iOS hands the file to the app, printer or person you choose (for example Mail, Messages, Files or AirPrint). What happens to it from there is governed by that app or service — we never receive a copy.

Find-my-seat page (optional)

With Headtable Pro you can publish a simple web page for your guests: they scan a QR code at the venue, type their name and see their table. Nothing is uploaded unless you tap Publish, and it is off until you do.

What is uploaded: each seated guest’s display name and the name of their table, the event name and the date/venue line shown on the page — nothing else. No RSVP status, meals, dietary needs, notes, parties, contact details or keep-together / keep-apart preferences, and nothing about you. If you turn on Show the floor plan, the room layout goes too — each table’s name, shape and position, and the labels of venue elements such as “Bar” or “Dance floor” — so guests can see where their table is. Any event details for guests you write (for example a schedule, the menu or parking directions) are shown on the page as you wrote them. While the page is published, the App updates it automatically when you change the seating or those details, replacing the previous version.
Who can see it: people who have both the page’s link or QR code and the 4-digit passcode printed on your sign. Guests can only search by name (at least three letters, or a whole name) and see up to ten matching names with their tables; the guest list is never shown in full. The link is a long random address that cannot be guessed, passcode attempts are limited, and the page asks search engines not to index it.
Where it is stored: on Cloudflare, which hosts the page and runs its servers on its global network, including in the EU and the US. Cloudflare processes it on our behalf only to serve the page.
How long it is kept: the page and everything on it are deleted automatically 30 days after the event date, or straight away when you tap Take offline in the App.
What it is used for: only to show the page to your guests. We do not read, analyse, sell or share it, and it is not used for analytics, advertising or anything else.

Only publish the page if your guests would be comfortable with their name and table being visible to people who have the link — typically the others attending your event.

Online invitations and RSVP (optional)

You can send each guest, or each household, a private link to your invitation where they tell you whether they are coming. Nothing is uploaded until you tap Create invitation links, and it is off until you do.

What is uploaded from the App: the event name, date, start time, venue and address, the message and cover photo you add to the invitation, the meal choices and reply deadline you set, and each guest’s display name with whether they may bring a plus-one (for a household you send one link to: the group’s name and its members’ names). No tables, notes, contact details or keep-together / keep-apart preferences, and nothing about you. Only add a cover photo you are happy for your guests to see.
What guests send: on their own link, each guest can say whether they are coming, pick a meal, add dietary needs or allergies, and — only if you allowed it — give a plus-one’s name, meal and dietary needs, answer for each member of their household, and leave you a message. Guests don’t need an account or an app, and they can change their reply until your deadline. Please don’t ask guests to add information they wouldn’t want you to see.
Who can see it: each link is a long random address that cannot be guessed, shows only your invitation and that one guest’s (or household’s) names and reply, and asks search engines not to index it. The replies are sent only to your copy of the App, which uses a private key to fetch them, and are added to your guest list on your device.
Where it is stored: on Cloudflare, which runs the service on its global network, including in the EU and the US, and processes it on our behalf only to show the links and deliver the replies to you.
How long it is kept: everything is deleted automatically 30 days after the event date, or straight away when you tap Take invitations offline or delete the event in the App.
What it is used for: only to collect your guests’ replies for you. We do not read, analyse, sell or share them, and they are not used for analytics, advertising or anything else.

Shared plans — Plan together (optional)

You can invite your partner, a parent or a planner to plan an event with you from their own iPhone or iPad, even with a different Apple Account. Nothing is uploaded until you tap Plan together and invite someone, and it is off until you do.

What is uploaded: that one event’s plan — the event name, date, venue and other event details (such as the room size); its tables and venue elements; each guest’s name, party or group, RSVP status, meal choice, dietary needs, notes, seat, keep-together / keep-apart preferences and day-of check-in; and the venue photo if you added one — plus the display name of each person on the plan. Guests’ phone numbers and email addresses are never uploaded, and neither are your online invitations (they stay on your device). While the event is shared, the App sends each change as it is made so everyone sees the same plan.
Who can see it: only the people you invite. Each invite link can be used once, within 7 days, and asks search engines not to index it. Everyone who joins gets a private key on their device that is needed to read or change the plan; we store only a one-way hash of it. Up to four people can share a plan. You can remove someone, and anyone can leave, at any time.
Where it is stored: on Cloudflare, in a storage unit dedicated to that one plan (a Durable Object), on its global network including in the EU and the US. It is encrypted at rest, but it is not end-to-end encrypted: the service needs to read seat assignments so that two people can never be put in the same seat. Cloudflare processes it on our behalf only to keep the plan in step between your devices.
How long it is kept: everything is deleted straight away when you tap Stop sharing, or automatically 30 days after the event date — or, if the event has no date, 400 days after the last change. Each person keeps their own copy of the plan on their device; deleting the shared copy does not remove it from their phones.
What it is used for: only to let the people you invite plan the event with you. We do not read, analyse, sell or share it, and it is not used for analytics, advertising or anything else.

Only invite people you would be comfortable seeing your whole guest list, including any dietary notes and notes you have added.

Purchases

Headtable Pro is a single one-time purchase handled entirely by Apple through the App Store. Your purchase is verified on your device; no receipt is sent anywhere and we never see your payment details, billing address or Apple Account. Restoring a purchase asks Apple, not us.

Ratings and reviews

The App may occasionally ask whether you would like to rate it. That prompt is Apple's standard in-app review request and is shown, limited and handled by Apple; nothing about it reaches us.

iCloud sync

From version 1.4, Headtable can keep your events in step across the iPhone, iPad and Mac signed in to your Apple Account. It uses Apple’s CloudKit private database: the data sits in your own iCloud storage, under your Apple Account, and counts towards your iCloud storage. We have no access to it, and it is never shared with other Apple Accounts.

Sync is on for new installs. If you used Headtable before 1.4, it stays off until you turn it on.
Turn it on or off at any time in the App: Settings → iCloud → Sync with iCloud. Turning it off keeps your plan on that device.
To delete the iCloud copy, open iOS Settings → your name → iCloud → Manage Storage (or Manage Account Storage) → Headtable.
Without an iCloud account, everything stays on your device.

iCloud sync never shares your data with another person’s Apple Account. To plan with someone who uses a different Apple Account, Headtable uses Plan together, described above, which you turn on per event. The find-my-seat page above is read-only and holds only names and tables, and online RSVP holds only names and your guests’ replies.

Advertising, analytics and third-party software

Headtable contains no advertising, no crash-reporting service and no attribution or measurement software. Its only third-party software is the TelemetryDeck analytics library described above, which collects anonymous usage statistics only. We do not use the Advertising Identifier (IDFA), we do not track you across apps or websites, and there is no data broker relationship of any kind. Should this ever change, we will update this policy and the App's App Store privacy information before any such feature ships.

Children

Headtable is a planning tool for a general audience. It is not directed at children under 13 and we do not knowingly collect personal information from anyone — apart from the guest names on a find-my-seat page you choose to publish, the names and replies involved in online RSVP and the plan of an event you share with Plan together, if you use them, the App collects only the anonymous usage statistics described above.

Your rights and choices

We hold no data that identifies you — the usage statistics are anonymous and cannot be linked to you — so there is nothing about you for us to look up, export or erase on request. You remain in full control:

Tap Take offline in the App to delete a published find-my-seat page and the guest names on it immediately; otherwise it is deleted 30 days after the event. A guest who wants their name removed can ask the host, or email us with the page link.
Tap Stop sharing under Plan together to delete a shared plan from our servers immediately; otherwise it is deleted automatically as described above. Anyone on the plan can leave it at any time.
Delete an event from the App's Settings to remove it with its guests and tables.
Delete the App to remove everything it stored on your device, and delete its iCloud data in iOS Settings → your name → iCloud → Manage Storage.
Manage device backups in iOS Settings under your Apple Account.

Changes to this policy

If this policy changes we will post the revised version on this page and update the effective date above. Material changes will also be reflected in the App's App Store privacy information.

Contact

Questions about this policy or your privacy? Email contact@imaigination.art.