Privacy policy
Last updated October 16, 2026
The short version
- No ads, on any plan, ever. We don’t sell or rent anyone’s information.
- No third-party trackers or advertising cookies on signup sheets.
- Participants never make an account. We ask for a name and email so the organizer knows who signed up and we can send your confirmation and reminders.
- You can edit or cancel your own signup from the link in your confirmation email, and you can ask us to delete your information at any time.
Who we are
SlotsFilled (“we”, “us”) runs slotsfilled.org, a signup sheet tool. Organizers create sheets; participants sign up for slots on them. Questions about this policy go to hello@slotsfilled.org.
What we collect
From organizers: your email address (used to sign you in — there are no passwords), the sheets you create and everything on them, your plan, and, if you pay, a Stripe customer reference. Card details go straight to Stripe; we never see or store them.
From participants: the name and email you enter, the slot you picked, and anything else you choose to add (a comment, a quantity, or an answer to the organizer’s question). An organizer can also add someone to their own sheet by hand, sometimes without an email address.
Technical data: to stop spam signups we count recent requests per IP address; those counters are deleted within a few days. Our hosting provider keeps standard server logs (IP address, browser, pages requested) for security and debugging.
Email records: for each email we send, we keep the recipient address, the email type, which sheet it was about, and whether it was delivered, bounced, or marked as spam. We use this to stop sending to addresses that bounce or complain.
Cookies
We use two first-party cookies and nothing else:
sf_sessionkeeps an organizer signed in for up to 30 days.sf_refremembers which link first brought you here (for example, the “Made with SlotsFilled” link on a sheet) so we know which channels bring new organizers. It’s only set when you arrive from a tagged link and expires after 30 days.
No analytics, advertising, or social media cookies.
How we use it
- To run the service: show sheets, record signups, and let organizers manage them.
- To send the emails the product depends on: sign-in links, signup confirmations, reminders before your slot, cancellation and waitlist notices, messages the organizer sends to their sheet, and a daily activity digest for organizers.
- To bill paid plans through Stripe.
- To prevent abuse and keep the service secure.
- To answer you when you write to us.
We don’t send marketing email to participants.
Who can see your information
The sheet’s organizer sees every signup on their sheet, including names, email addresses, comments, and answers, and can export them. Anyone with the sheet link sees participant names next to filled slots. Names are shown by default; if the organizer turns them off, a filled slot just says “Filled”. Email addresses are never shown on the public sheet.
We share data with these service providers only so they can run parts of SlotsFilled for us:
- Vercel — hosting
- Railway — database
- Postmark — sending email
- Stripe — payments (organizers on paid plans only)
- Cloudflare — DNS and routing email sent to hello@slotsfilled.org
We may also disclose information if the law requires it, or to protect people or the service from fraud or abuse. If SlotsFilled is ever sold or merged, this policy continues to apply to the data we hold, and we’ll tell organizers before anything changes.
How long we keep it
- Sheets and their signups are kept until the organizer deletes the sheet. A deleted sheet is hidden right away and can be recovered on request for 30 days; after that the sheet, its slots, and its signups are permanently erased. Email delivery records (below) are not part of that erasure.
- A canceled signup stays on the organizer’s record, marked canceled, until the sheet is deleted or you ask us to erase it.
- Sign-in links expire after 15 minutes; spam-prevention counters are removed within a few days.
- Email delivery records, including each recipient’s address, are kept indefinitely, even after the sheet they were about is erased, so we can honor bounces and complaints. Addresses that bounced or were marked as spam stay on our do-not-send list indefinitely too.
- Organizer accounts are kept until you ask us to delete them.
Your choices
Participants: use the manage link in your confirmation email to change or cancel your signup or to stop reminders. To have your information erased entirely, ask the organizer or email us.
Organizers: you can export all your data from your dashboard and delete any sheet. To close your account and erase your data, email us.
Wherever you live, you can ask us to tell you what we hold about you, correct it, or delete it. Email hello@slotsfilled.org from the address in question and we’ll respond within 30 days.
Security
Everything is served over HTTPS. Sheet and manage links use long random codes that can’t be guessed, and there are no passwords to leak. Treat your manage link like a key: anyone who has it can change your signup.
Children
SlotsFilled is meant for adults organizing and signing up for activities. It isn’t directed at children under 13, and we don’t knowingly collect their information. Parents should sign up on their child’s behalf. If you think a child has given us their information, email us and we’ll delete it.
Changes
If we change this policy, we’ll update the date at the top. If a change affects how we use information we already hold, we’ll email organizers before it takes effect.