Privacy Notice

Venue portal privacy notice

This notice explains common privacy practices for public inquiry forms, client portals, messaging, proposals, planning tools, and venue operations powered by this system. Each venue or event business remains responsible for reviewing and publishing the final privacy policy that applies to its customers.

Last updated: June 7, 2026

This page is an operational privacy notice template, not legal advice. A Texas attorney should review the final privacy policy, terms, contracts, subscription language, and data processing practices before full production use.

Information collected

  • Contact details such as name, email address, phone number, and preferred communication method.
  • Event details such as date, guest count, event type, selected spaces, package interests, notes, planning forms, files, and proposal or invoice activity.
  • Communication records such as messages, consent choices, unsubscribe or STOP requests, and support notes.
  • Technical records such as basic device, browser, IP address, security logs, and activity needed to keep the portal reliable.

How information is used

  • To respond to inquiries, schedule tours, prepare proposals, manage bookings, and operate event planning workflows.
  • To send transactional messages about the inquiry, event, proposal, contract, invoice, reminders, planning tasks, and client portal access.
  • To send marketing messages only when a person has opted in or when the venue has another lawful basis to send the message, with opt-out tools available.
  • To secure the system, troubleshoot issues, prevent abuse, keep audit records, and meet legal or accounting obligations.

Sharing and service providers

  • Information is visible to the venue or event business that owns the portal account and to authorized users for that business.
  • Information may be processed by service providers configured by the business, such as hosting, email, text messaging, calendar, payment, analytics, or file storage providers.
  • The system is designed to keep each business account separate from other businesses using the portal.
  • Information may be disclosed when required to comply with law, protect rights and safety, investigate abuse, or complete a business transaction.

Texas privacy rights

  • Texas residents may have rights to know whether personal data is being processed, access personal data, correct inaccuracies, delete personal data, and obtain a portable copy.
  • Texas residents may have rights to opt out of targeted advertising, sale of personal data, or certain profiling if those activities apply.
  • A business should provide a way to submit privacy requests, authenticate the requester, respond within required timeframes, and provide an appeal process when a request is denied.
  • The portal includes compliance records so a business can track privacy requests, consent, opt-outs, and related events.

Communication choices

  • Text messages require recorded consent before app-sent texts are allowed.
  • A person can reply STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, or OPT OUT to suppress future text messages.
  • Marketing emails should include an unsubscribe link and a valid physical mailing address for the sending business.
  • Transactional messages about an active inquiry, booking, payment, or client relationship may still be sent where permitted by law.

Security and retention

  • The portal uses account access controls, business separation, audit-oriented records, and provider credential storage to help protect information.
  • Businesses should keep records only as long as needed for event operations, legal obligations, accounting, dispute resolution, and security.
  • Texas breach reporting may require notice to affected consumers and, for breaches affecting 250 or more Texans, electronic reporting to the Texas Attorney General.
  • No web system can guarantee perfect security, so businesses should review access, integrations, staff roles, and incident response procedures regularly.