Last updated: July 2026
This document is drafted to be accurate to how UbiFrui Seating actually operates, but it has not been reviewed by a qualified lawyer. If you rely on this agreement for your own compliance obligations, or your event involves particularly sensitive data, we recommend having it reviewed for your specific situation before relying on it.
This Data Processing Agreement ("DPA") forms part of the agreement between you, as the host running an event on UbiFrui Seating ("Controller"), and Ubifrui ("Processor"), governing the processing of your guests' personal data on your behalf. By creating a host account and using UbiFrui Seating to collect or manage guest information, you and Ubifrui agree to this DPA.
This DPA governs Processor's handling of guest personal data in connection with providing the seating-planning service: collecting guest responses, running seating analysis, storing seating plans, and generating outputs (plans, place cards, exports) on Controller's behalf.
This DPA remains in effect for as long as Controller has an active account, and continues to apply to any data retained after account closure until that data is deleted under the retention terms below.
Processor processes guest personal data only to:
Processing occurs only as needed to provide the service Controller has signed up for. Processor does not use guest data for its own purposes, marketing, or to build profiles beyond the individual event.
| Category | Detail |
|---|---|
| Identity | Guest name |
| Relationship context | How the guest knows the host, seating-relevant notes |
| Preferences | Interests, icebreaker answer |
| Special category (Art. 9) | Dietary requirements, where these reveal health or religious information. Processed on the basis of the guest's explicit consent when they submit them, not Controller's legitimate interest. |
| Custom fields | Any additional fields Controller has configured for their event's registration form |
Guests invited to Controller's event who register through the event link.
Processor will process guest data only as necessary to provide the service, following the configuration and actions Controller takes within the product. Processor will not process guest data for any other purpose without Controller's instruction, unless required by law.
Anyone with access to guest data on Processor's side is bound by confidentiality obligations, whether contractual or as a condition of employment.
Processor maintains the following measures, consistent with the Security section of our Privacy Policy:
Processor uses the following sub-processors. Controller authorises their use by agreeing to this DPA, and Processor will not add a new sub-processor that handles guest data without updating this list.
| Sub-processor | Purpose | Location |
|---|---|---|
| Hostinger | Application hosting | EU |
| Stripe | Payment processing (host billing only; no guest data) | See Stripe's own privacy policy |
| Resend | Transactional email delivery | See Resend's own privacy policy |
AI analysis runs on Processor's own self-hosted infrastructure, not a third-party AI sub-processor, as of the date at the top of this document. If that changes, this DPA and our Privacy Policy will be updated first.
Processor will help Controller respond to guest requests to access, correct, or delete their data, including by providing the tools in the product to do this directly and by responding to Controller's requests for assistance.
Processor will provide reasonable assistance with Controller's own security, breach-notification, and impact-assessment obligations, to the extent Processor holds the relevant information.
Guest and event data is automatically deleted 30 days after the event date (Controller receives a warning email first). Controller can also delete an event, or specific guest data, at any time. On account closure, Controller's remaining data is deleted following the same retention terms described in our Privacy Policy.
Processor will provide Controller with the information reasonably necessary to demonstrate compliance with this DPA on request.
Application hosting is within the EU. Where a sub-processor operates outside the UK/EEA, an appropriate safeguard applies (such as Standard Contractual Clauses) under that sub-processor's own terms. Contact us if you need specifics for your own compliance records.
If Processor becomes aware of a personal data breach affecting guest data, Processor will notify Controller without undue delay. As described in our Privacy Policy, Processor separately notifies the ICO within 72 hours where a breach poses a risk to individuals.
This DPA is governed by the laws of England and Wales.
Ubifrui
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