Terms of Service

1. Acceptance of These Terms

By accessing or using SeatPlanning, you confirm that you have read and agree to these Terms and to our Privacy Policy. If you use the service on behalf of an organization, you confirm that you are authorized to bind that organization to these Terms. If you do not agree, you must not use the service.

2. The Service

SeatPlanning is a web application for creating seating charts and floor plans and for collecting and managing event RSVPs. We offer a free tier that works without an account, as well as paid features available through a one-time Event Pass or a recurring subscription. The service is provided for your own event-planning use.

3. Eligibility and Age

You can use the free seating-chart tool from age 16, or the age of digital consent in your country. To buy a paid plan you must be 18, because that is the age at which you can enter into a contract. The service is intended for adults organizing real events and is not directed at children. If you are under 18, you may buy only with the involvement of a parent or guardian.

4. Your Account

When you create an account, you must provide accurate information and keep it up to date. You are responsible for activity that you carry out, or that you allow someone else to carry out, and for taking reasonable care of your login details. Notify us promptly at contact@seatplanning.com if you suspect any unauthorized use of your account, and we will help you secure it.

5. Plans, Fees and Billing

Paid features are offered in two ways:

• Event Pass: a one-time purchase that unlocks premium features for a single event. Access begins when you activate the pass and runs for the period shown at checkout, currently 90 days. The period shown when you buy is the period you get, and we cannot shorten it afterwards.
• Subscription: a recurring plan billed monthly or annually. It renews automatically at the end of each billing period unless you cancel before the renewal date. For annual plans we email you a reminder at least 60 days before renewal, with the date and the amount.
• Payments are handled by our payment provider, Stripe. If you are a consumer, the price shown at checkout is the total you pay, including any taxes that apply. We never add a charge you have not seen and agreed to.
• You can cancel future renewals at any time from your billing settings, in a few clicks and without giving a reason. Cancellation takes effect at the end of the current billing period, and you keep access until then.
• Price changes: we may change the price of a subscription for future billing periods. We will tell you at least 30 days beforehand, including the new price and the date it starts. It applies only from your next renewal, so if you do not want to pay it, cancel before that date and you will never be charged it. A price change never applies to a period you have already paid for, or to an Event Pass you have already bought.

6. Right of Withdrawal and Refunds

SeatPlanning provides digital content and online services that you can access immediately after payment. Under EU and Romanian consumer law (Directive 2011/83/EU and OUG 34/2014), the following applies:

• Event Pass not yet activated: an Event Pass you have bought but not yet applied to a chart is a credit. Nothing has been supplied, so your 14-day right of withdrawal is untouched and we refund it in full, no reason needed.
• Event Pass once activated: applying the pass to a chart unlocks the premium features immediately. You ask for that at checkout and confirm it with a separate acknowledgment, and from that point the 14-day right of withdrawal no longer applies. We record your acknowledgment at the time of purchase.
• Subscriptions: you ask us to start the service straight away. If you withdraw within 14 days after it has started, you pay only for the part already used, worked out in proportion to the full price, and we refund the rest. You can cancel future renewals at any time from your billing settings.
• If we did not give you the withdrawal information before you bought, or if you did not ask us to start during the 14 days, you pay nothing and we refund the full amount.
• Refunds: we pay you back without undue delay and no later than 14 days after you tell us you are withdrawing, using the same payment method you paid with. We never charge a fee for a refund.
• How to withdraw: send us any clear statement that you are withdrawing, to contact@seatplanning.com. You do not have to give a reason.
• Statutory rights: nothing here affects your legal rights if the service is faulty, not as described, or does not work as it should. If you have a genuine problem, contact us and we will make it right.

7. Conformity and Updates

Under EU and Romanian law on digital content and digital services (Directive (EU) 2019/770, transposed in Romania by OUG 141/2021), we owe you a service that matches its description and works as it should.

• We supply the service with the features, quality and performance you can reasonably expect, and keep it fit for the purpose it is sold for.
• For as long as your subscription runs, we provide the updates needed to keep the service in conformity, including security updates. For a one-time Event Pass, we do so for the period the pass covers.
• If the service is not in conformity, you can ask us to put it right. We do that free of charge and within a reasonable time, which by law cannot exceed 15 calendar days from when you tell us, and without significant inconvenience to you.
• If we do not put it right in time, or the problem is serious, you may ask for a proportionate price reduction or end the contract and get a refund for what was not supplied in conformity.
• For plans that run over a period, we remain responsible for keeping the service in conformity for the whole of that period.
• These rights sit alongside the right of withdrawal described above, and nothing in these Terms limits them.

8. Your Content and Data

You keep ownership of the charts, floor plans, guest lists and other content you create or upload ("Your Content"). You grant us a limited, worldwide, royalty-free licence to host, store, process and display Your Content solely to operate and provide the service to you. We do not sell Your Content and we do not use it for advertising.

• Where Your Content includes personal data about your guests, you act as the data controller and we act as your processor under our Data Processing Agreement and Art. 28 GDPR.
• You are responsible for having a lawful basis to collect and share guest data, and for obtaining any consents required for optional fields such as dietary or accessibility information.
• You may export or delete Your Content at any time. Deleting a chart or your account deletes the associated guest data, subject to any records we must keep by law.

9. Acceptable Use

You agree to use SeatPlanning only for lawful purposes. You must not:

• Break the law or infringe anyone's rights, including data-protection and privacy rights
• Upload malware, attempt to gain unauthorized access, or disrupt or overload the service
• Reverse engineer, copy, resell or sublicense the service except as permitted by law
• Use the service to send spam or unlawful communications, or to collect personal data without a proper legal basis
• Use guest data collected through the service in a way that breaks data-protection law, or for marketing the guest has not agreed to

10. Reporting Illegal Content

SeatPlanning stores content that our users create, so anyone can notify us about content they believe is illegal. Send your notice to contact@seatplanning.com with a link to the content, an explanation of why you believe it is unlawful, and your name and email address so we can reply.

• We confirm we received your notice, review it, and tell you what we decided and on what grounds.
• Where content breaks the law or these Terms, we may remove it, disable access to it, restrict its visibility, or suspend the account responsible.
• We apply these Terms carefully and consistently, with regard to the rights and legitimate interests of everyone involved, including freedom of expression.
• If you think we removed your content in error, reply to our decision and we will reconsider it. You keep the right to go to court, and to any out-of-court dispute settlement available to you.
• We do not use automated content moderation: notices are reviewed by a person.

11. Our Intellectual Property

The SeatPlanning software, design, branding and the content we provide are owned by MIVO STUDIO S.R.L. and protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable right to use the service under these Terms. These Terms do not transfer any of our intellectual-property rights to you.

12. Third-Party Services

The service integrates with third-party providers (for example, Stripe for payments). Your use of those services may be subject to their own terms and privacy policies. We are not responsible for third-party services that we do not control.

13. AI-Assisted Features

We use AI-assisted tools, including from our processor Anthropic, to help answer support messages. When a reply is generated and sent by the AI assistant without a person reviewing it first, it is labelled as AI-generated, and you can ask for a human at any point. AI-generated answers are not always accurate, so please check anything important before relying on it. We do not use Your Content to train third-party AI models.

14. Availability and Changes to the Service

We work to keep the service available and reliable, but we do not promise it will be uninterrupted or error free. We may change the service for good reasons: to fix problems, to keep it secure, to comply with the law, to replace a supplier or technology we depend on, or to improve how it works. If a change would remove or noticeably reduce a paid feature, we will email you at least 30 days before it takes effect and explain what is changing. If the change makes the service materially worse for you, you can end your paid plan within 30 days of that notice at no cost, and we refund the unused part of what you paid. Short maintenance windows and urgent security fixes are not changes of this kind, and we keep them as short as we can. If we ever shut the service down entirely, we will give at least 60 days' notice, refund the unused part of any paid plan, and keep export working until the shutdown date.

15. Disclaimers

We do not promise the service will always be available or completely free of errors. Software has bugs and services have outages, and we fix them as fast as we can. What we do owe you is a service that matches how we describe it, that works the way you can reasonably expect a seating-chart tool to work, and that we keep updated and secure for as long as your plan runs. Those duties come from the law and we do not try to sign out of them. The section on conformity explains what you can ask for if we fall short. If you use SeatPlanning as a business rather than as a consumer, the service is provided as is, and we exclude implied terms and warranties as far as the law allows.

16. Limitation of Liability

If we cause you loss by breaking these Terms or by not providing the service properly, we are responsible for that loss as the law provides. We are not responsible for loss that was not a foreseeable result of what went wrong, for loss caused by an event outside our control that we could not have avoided, or for loss to the extent it was caused by something you did. If something goes wrong with a paid plan, our first answer is to fix it; if we cannot, you can ask for a price reduction or end the contract and get a refund for what was not delivered properly. Those rights are yours by law and we do not limit them. If you use SeatPlanning as a business rather than as a consumer, then as far as the law allows we are not liable for indirect or consequential loss, loss of profit, loss of business or loss of data, and our total liability for all claims relating to the service is limited to the amount you paid us in the 12 months before the claim. Nothing in these Terms limits liability that cannot be limited by law, including for death or personal injury caused by our negligence, for fraud, for intentional or grossly negligent conduct, or for your statutory rights as a consumer.

17. Indemnity

This section applies only if you are not a consumer. You are a consumer if you are an individual using SeatPlanning mainly for purposes outside your trade, business, craft or profession. If you are a consumer, none of this section applies to you, and your liability to us is only what the law provides. If you are not a consumer, you agree to cover the reasonable and direct losses, including reasonable legal costs, that we incur from a third-party claim caused by your unlawful use of the service or your breach of these Terms, including claims about guest data you collected without a proper legal basis. We will tell you about any such claim promptly, we will not settle it without asking you first, and we will take reasonable steps to keep the cost down. You may take over the defence of the claim by telling us in writing that you accept responsibility for it.

18. Suspension and Termination

You may stop using the service and delete your account at any time, without giving a reason. We may suspend or end your access if you seriously or repeatedly break these Terms, if you use the service unlawfully or in a way that harms other users or the service itself, if you do not pay for a paid plan, or if the law or a competent authority requires it. Before we do, we will tell you what the problem is, give you at least 14 days to put it right, and act only if you do not. We can act sooner, and without prior notice, where there is a real risk of harm to other people, to their data or to the service, or where the law leaves us no choice; in those cases we tell you as soon as we can afterwards, explain the reason, and keep the suspension no wider and no longer than the problem requires. You can reply to any such decision and ask us to look at it again, and a person will make that decision, not an automated system. If we end a paid plan for a reason that is not your fault, we refund the unused part of what you paid. On termination the rights we granted you end; you can export Your Content before your account closes, and we delete or return it afterwards, apart from records we must keep by law.

19. Governing Law and Dispute Resolution

These Terms are governed by the laws of Romania and the applicable laws of the European Union. If you are a consumer, you also keep the protection of the mandatory laws of the country where you live, and you may bring proceedings in the courts of your country of residence. If we ever need to bring a claim against you and you are a consumer, we can only do so in the courts of the country where you live.

• Please contact us first at contact@seatplanning.com. Most problems are settled quickly and without any formal procedure.
• If we cannot resolve it, consumers may use alternative dispute resolution (SAL) through the Romanian National Authority for Consumer Protection (ANPC): https://anpc.ro/ce-este-sal/.
• Consumers resident elsewhere in the EU may also use the alternative dispute resolution body competent in their own country.
• The European Commission's online dispute resolution (ODR) platform was shut down on 20 July 2025 and is no longer available.

20. Changes to These Terms

We may update these Terms for good reasons: to reflect changes in the service, to comply with the law or a decision of a court or regulator, to keep the service secure, or to reflect a change in our costs or in the providers we depend on. If a change affects your rights or obligations in a meaningful way, we will email you at least 30 days before it takes effect and tell you what is changing and why. If you do not agree, you can end your paid plan before the change takes effect and we refund the unused part of what you paid. Changes never apply backwards, and they never change the terms of an Event Pass you have already bought, which stays on the terms that applied when you bought it. Small changes that do not affect your rights, such as fixing a typo, take effect when we publish them.

21. Contact

If you have any questions about these Terms, contact us at contact@seatplanning.com. Full provider details are available in our Imprint.