Privacy Policy

Effective November 3, 2026

Potlucky is a free sign-up sheet for potlucks, volunteer shifts, time slots, rotations and meal trains. It is designed to collect as little as possible: a name is the only thing required anywhere, there are no ads, and nobody needs an account. This page explains what we do collect, who can see it, how long we keep it and how to delete it.

What we collect

• Guests (people who sign up). A display name is required. Optional: an email address, a phone number (only if you ask to be texted when text reminders exist), a note, how many you are bringing, dietary tags, and answers to any custom questions the organizer added. Email addresses and phone numbers are encrypted in our database.
• Organizers (people who make a sheet). The sheet itself: title, date, place, host name, the list of items or slots, and your settings. An email address is optional; if you give one, we use it to send you your organizer link and, if you ask, a list of your sheets.
• Secret links. The organizer link and each guest's confirmation link contain a long random token. They work like a key: anyone who has the link can manage that sheet or that sign-up. We store only a protected form of the token, and we cannot recover a lost one.
• Routine technical data. Our hosting providers keep standard server logs, such as IP address, time and page requested, for security and to keep the service running.

What is shown publicly

Anyone with a sheet's link can see the sheet. On it, guests appear by display name in short form, such as "Tom B.", together with what they are bringing and any dietary tags they chose. If the organizer turns on hide names, the sheet shows only counts, such as "3 of 4 filled", and no names at all. An organizer-only roster mode keeps the full list of names visible to the organizer alone.

Email addresses and phone numbers are never shown on a sheet, to other guests or in public. An organizer can see contact details only for guests who chose to give them. Sheets are not listed or searchable, and the link is the only way in.

No ads and no trackers on sheets

We never show ads, to anyone, on any plan. We do not use advertising or tracking scripts on sheet pages and we do not sell or rent your data. Creating a sheet or signing up may use Cloudflare Turnstile to block bots. Turnstile sets no tracking cookies and is not used for advertising, and sheet pages load no other third-party scripts.

The Potlucky marketing pages (the home page, template pages and this page) use Google Analytics (GA4) to count visits and which buttons are used. Those pages have no sign-up forms. We also keep anonymous counters, such as how many sheets were made and how many sign-ups they received, with no names or contact details in them.

How long we keep it

• Free sheets stay readable for 60 days after the event, then are archived as read-only, and are deleted one year after the event. Contact details are deleted with the sheet.
• Paid plans (Pro and Org, arriving in December 2026) can keep sheets longer. Their own terms will be listed here when they launch.

Deleting your data

• Guests: open the link in your confirmation message (or the device you used) and remove your sign-up. That deletes your name, contact details and answers from the sheet.
• Organizers: use the Delete button on your manage page. The sheet and every sign-up on it are deleted.
• If you cannot reach your link, email keepers@sviewstudios.com with the sheet link and we will help. This also covers requests from people in the EU or UK.

Email

We send email only to people who gave an address, and only to do what they asked: a confirmation of a sign-up, a reminder if they asked for one, or an organizer link. Every message has an unsubscribe link. We do not send newsletters or marketing, and we do not let organizers send messages to arbitrary addresses. Email is sent through Resend, which handles it for us and may process the address and message in order to deliver it.

Adults, children and classrooms

Potlucky is for adults. Parents and guardians sign up, not children, and children under 13 should not use it on their own. Templates for school events ask for a parent name, and we collect nothing about a student beyond what a parent or organizer types into a name or note. For classrooms, use hide names or the organizer-only roster so that a shared link does not list parents or children. Please do not put a child's full name, grades or health information in a sheet.

Where it is stored

Sheet data is stored on Cloudflare infrastructure. These pages are served by Netlify. Data is protected in transit with HTTPS, and email and phone numbers are encrypted at rest.

Reports and abuse

Every sheet has a link to report it. A sheet with repeated reports is hidden until we have reviewed it. We may remove a sheet that is used to harass people, collect personal data under false pretenses or send spam.

Payments

Potlucky does not take payments for sign-ups. When Pro and Org launch, purchases will be handled by a payment provider acting as merchant of record, and we will receive only an email address and a license key. We never see card details.

Changes

If we make a material change to this policy, we will update the date at the top of this page.

Contact

Questions or requests about your data: keepers@sviewstudios.com, or use the support page. Potlucky is made by South View Studios.