Privacy Policy

Last updated: 30 September 2026

1. Who we are

PicnicBooking OU operates Picnic Booking at picnicbooking.com. We are responsible as controller for the personal information we process to operate the marketplace.

Registration number: 16698008
Business address: Lastekodu 6-23, Tallinn 10132, Estonia
Privacy contact: hello@picnicbooking.com

This policy explains how we handle information about website visitors, customers and providers. Independent providers also handle information for their own services and legal obligations. Ask your chosen provider about its privacy practices where relevant.

2. Information we handle

Accounts and profiles

When you create an account, we collect your user type, name, email address and the information needed to authenticate your account. Provider registration also asks for a display name and phone number. We handle profile information and photographs you subsequently choose to add.

We use required account information to create and operate your account. If you do not supply required fields, we cannot provide the associated account features.

Listings, enquiries and transactions

We handle the listings, photographs, messages, quote requests, offers and other information submitted through the marketplace. This may include the date and location of an occasion, guest count, agreed services and transaction status.

Your enquiry and transaction messages are shared with the provider or customer you are communicating with. Information you publish in a listing, public profile or review can be seen by other visitors and may appear in search engines. Private enquiry messages are not public listings.

Only provide information about another person when you are entitled to share it. Keep information about a surprise proposal or private event out of public fields.

Please do not put medical records, payment-card details, identity documents or unnecessary sensitive information in general enquiries or public content. If the provider needs health or accessibility information to deliver an experience safely, agree with that provider how to share only the necessary details through an appropriate channel.

Payments and provider verification

If you pay through a negotiated offer, Stripe processes the payment and associated billing information. We receive information needed to administer the transaction, such as its amount, status and associated customer and provider records.

Providers supply the business, identity and payout information requested in Stripe's onboarding process. Stripe uses relevant information for payments, verification, fraud prevention and its legal obligations, as explained in its Privacy Policy.

Sharetribe states that checkout card numbers are submitted to the specialist payment service without passing through Sharetribe's servers. This does not mean that all billing, verification or payout information is invisible to the marketplace operator. We use the information available through our payment administration tools only for appropriate transaction, support, security and legal purposes.

Support and technical information

We handle information you send when asking for assistance or reporting a problem. Our website and hosting services also process technical information needed to deliver and secure the service. This can include IP addresses, account identifiers and records of errors or security events. Transactional emails contain the account, message or transaction information needed for the notification being sent.

Website analytics

We use Plausible to understand website traffic and improve the marketplace. It measures pages visited, referral sources, device/browser categories and approximate location. It does not use analytics cookies or persistent visitor identifiers. IP address and browser information are processed temporarily to derive statistics and a daily, site-specific identifier; raw IP addresses are not stored. Plausible retains event and session records and presents traffic reports. Its visitor-data infrastructure is in the EU. See Plausible's visitor data policy.

We replaced the website's Google Analytics integration with Plausible on 30 September 2026. The handling of historical Analytics records is addressed under retention below.

Maps and location search

We use Mapbox to provide maps and location features. Requests to its services can include the location being searched or displayed, IP address and technical information needed to return the result. This is separate from asking your browser for permission to use your device's location. See Mapbox's product privacy information.

Social media and external links

We promote Picnic Booking through unpaid social-media posts and links. We do not currently run paid advertisements. If you follow a social-media link or interact with our posts on another platform, that platform processes information under its own privacy arrangements. We may see and respond to information you share with our account, such as a comment or message.

Do not post private booking, payment or sensitive personal details in public comments. Use the marketplace conversation or our contact email for enquiries requiring private information.

3. Why we use information

We use information for the following purposes. Where we rely on legitimate interests, we consider the effect on your rights and interests.

  • Create and operate accounts, listings and messaging: Account details, profile and listing content, messages. Legal basis: Performing our contract with you or taking steps you request before a contract.

  • Facilitate quotes and paid transactions: Offers, transaction records and necessary payment status information. Legal basis: Performing our platform contract; legal obligations where applicable.

  • Answer questions and resolve platform problems: Contact details, correspondence and relevant account or transaction records. Legal basis: Contract where connected with our service; otherwise our legitimate interest in responding to enquiries.

  • Respond to interactions with our social-media accounts: Comments, messages and the profile information visible in that interaction. Legal basis: Our legitimate interest in communicating about the marketplace; contract where responding to a requested service enquiry.

  • Protect the marketplace and investigate misuse: Relevant technical, account and transaction records. Legal basis: Our legitimate interests in security and preventing fraud, balanced against users' rights; legal obligations where applicable.

  • Meet accounting or other legal duties: Records required for the particular duty. Legal basis: Compliance with the relevant legal obligation.

  • Understand website traffic and improve the marketplace using Plausible: Page and referral information, device/browser categories, approximate location and transient technical information described above. Legal basis: Our legitimate interest in understanding and improving the service, to the extent personal data is processed, subject to a documented balancing assessment and any applicable consent requirements.

  • Display maps and return requested location results: Search/display locations and necessary technical request information. Legal basis: Contract where needed for a requested platform service; otherwise our legitimate interest in making listings discoverable, subject to a documented assessment and any applicable consent requirements.

Reading or accepting this policy is not a blanket consent to unrelated marketing, optional tracking or every possible use of your information. Where we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing.

4. Who receives information

Other marketplace users

The customer or provider involved in an enquiry or transaction receives the information shared for that interaction. Public content is visible as explained above. A provider may retain information it needs to supply its service or meet its own legal duties.

Services that support the platform

  • Sharetribe: Marketplace technology supporting accounts, profiles, listings, messaging and transaction records.

  • Stripe: Payments, provider onboarding, payouts and related verification/fraud prevention.

  • Plausible: Website traffic measurement on our behalf, under its data-processing agreement.

  • Google Analytics: Historical website-measurement records from before the switch to Plausible, as explained in section 7.

  • Email and support service providers: Receiving, storing and delivering correspondence you send to our contact address.

  • Mapbox: Maps, location search and the request information needed for those services.

  • Sharetribe's infrastructure providers: Hosting, transactional email, image delivery and technical support services used by Sharetribe to run the marketplace. Its security overview identifies AWS infrastructure, SendGrid email delivery, Imgix image delivery and diagnostic log services.

Some providers process information on our instructions; others also process certain information for their own legal or operational purposes. Stripe and Mapbox explain their respective roles in the privacy notices linked above.

Sharetribe Oy processes marketplace information on our behalf under its data-processing terms. It publishes a list of third-party services. That list also covers services for Sharetribe's own business; it does not mean that every listed company receives every Picnic Booking user's information.

Legal and professional recipients

We may disclose relevant information when required by law, to protect legal rights or to obtain necessary professional advice. Any disclosure must be limited to what is appropriate for that purpose.

The social-media platforms you choose to use handle your interactions there under their own privacy policies. A link to our social-media profile does not give that platform access to your private marketplace messages through this policy.

5. Cookies, maps and optional services

The marketplace uses cookies and similar technologies for account sessions and enabled payment features. Plausible does not set analytics cookies. Mapbox also receives the technical requests described above; a service can process personal information without using cookies.

Sharetribe documents a session cookie named st-hosted-token, lasting one month. Stripe uses cookies for payment security and fraud prevention, which can include __stripe_mid (one year) and __stripe_sid (30 minutes). The cookies used depend on the payment features loaded. See Stripe's cookie information.

You can remove or restrict cookies through your browser settings, although blocking necessary cookies can prevent sign-in or payment features from working.

Cookies left on your browser by the previous Google Analytics integration may remain until they expire or you remove them. The disabled website integration no longer uses that Google tag to collect new visits.

6. Information processed outside the EEA

Sharetribe's security overview places its primary marketplace data infrastructure in the EU, currently Ireland and Germany. This does not mean all processing by every connected service occurs only in the EU. Some suppliers or their support operations can process information outside the European Economic Area, including in the United States.

Sharetribe's data-processing agreement provides for EU Standard Contractual Clauses and, where necessary, supplementary protections for relevant subprocessor transfers, unless an adequacy decision or another permitted transfer mechanism applies. Stripe and Mapbox also operate international services under their respective data-protection arrangements. Plausible's EU visitor-data hosting does not mean all other marketplace processing occurs only in the EU.

Contact us for information about the safeguards relevant to your information or to request a copy where available, subject to lawful redactions. Accepting this policy is not blanket consent to international transfers.

7. How long we keep information

We keep personal information for the purposes explained in this policy and do not retain it indefinitely without a reason. Retention depends on the kind of record and any legal obligations.

Plausible is currently used under a 30-day trial. If we do not continue with a subscription, Plausible stops collecting statistics and later deletes them after notifying us. Expiry of the trial does not itself delete all collected statistics. We will update this section when we choose the ongoing retention arrangements. See Plausible's trial information.

Before 30 September 2026, we used Google Analytics for website measurement. Disabling that website integration did not delete the historical records already in our Analytics account. The last verified property settings retain event data for two months and user data for fourteen months, with user retention resetting on activity. Standard aggregated reports are not covered by those periods.

Historical reports are retained for reviewing past website performance while that comparison remains relevant. We review whether they remain needed as we evaluate the replacement analytics service. You can ask about, object to or request deletion of personal information in those records using the contact details below; applicable rights and lawful retention requirements will be considered.

We use the following retention periods and criteria for our records:

  • Account and profile information: While the account is used to provide marketplace services, then only the information needed for unresolved transactions, legal duties or a specific legal claim.

  • Enquiries and transaction correspondence: For the enquiry or transaction and the period needed to address an unresolved complaint or applicable legal claim; a record is not kept indefinitely merely because it could be useful.

  • Accounting source documents: Generally seven years after the end of the financial year in which the transaction was recorded, where the Estonian Accounting Act requires it. This does not justify retaining every message or profile field for seven years.

  • Support correspondence: For resolution of the issue and any connected complaint, security investigation or applicable claim, with unrelated details removed when no longer needed.

  • Consent and objection records: The limited evidence needed to record your choice, honour an objection and demonstrate compliance while that need continues.

Sharetribe states that its main technical logs are normally retained for 12 months, subject to specific exceptions, and database backups for up to 12 months. A diagnostic copy in Loggly is described as lasting 14 days. These infrastructure periods are different from our reasons for retaining an active account or transaction record.

You can request deletion using Account Settings → Manage Account → Delete Account, or contact hello@picnicbooking.com. A connected payment account with an unsettled balance can require assistance before account deletion is completed. We also need to consider records held outside the marketplace. A provider or payment service may independently retain information it is legally required to keep.

8. Your privacy rights

Depending on the applicable law and the circumstances, you can request access to your information, correction of inaccurate information, deletion, restriction of processing and a portable copy of certain information. You can object to processing based on legitimate interests and to direct marketing. You can withdraw consent where processing depends on it.

Send requests to hello@picnicbooking.com. We may ask for proportionate information to verify your identity. We will respond without undue delay, normally within one month under the GDPR. If a permitted extension is needed, we will explain the reason and timing within that month. We will explain any lawful reason for declining a request and the available means to challenge it.

You can complain to the Estonian Data Protection Inspectorate, Andmekaitse Inspektsioon, or another competent data protection authority. You do not have to resolve your concern with us first to use that right.

Some platform actions are automated, including payment-status notifications and the transaction deadlines described in our Terms. Contact us to request a review if you believe an automated platform action has affected your transaction incorrectly. Payment providers also carry out fraud and verification checks under their own arrangements. Where applicable law gives you additional rights concerning a solely automated decision with legal or similarly significant effects, those rights remain available.

9. Security

We use appropriate technical and organisational measures to protect personal information. No online service can promise absolute security. Protect your account credentials and contact us promptly if you suspect unauthorised use.

10. Children and other people's information

Our Terms require account holders to have reached the age of legal majority both in Estonia and under the law applicable to them. Children may attend an experience where the provider's arrangements permit it; that does not make them eligible for a marketplace account. Avoid including children's names, photographs or other identifying details in public content unless appropriate authority and a lawful basis exist.

If you believe personal information has been submitted about a child inappropriately, contact us so we can review it and take appropriate action.

11. Changes and contact

We will update this page when our practices change and identify the new date. Where required, we will provide additional notice or seek consent before using information for a new purpose.

For privacy questions, contact hello@picnicbooking.com or write to PicnicBooking OU at the address above.