LegalPrivacy policy
Effective
MyVenueHQ is venue management software for event and wedding venues, operated by Colorado Web Forge LLC, based in Colorado (“MyVenueHQ”, “we”, “us”). This policy explains what personal information we collect through myvenuehq.com and app.myvenuehq.com (together, the “Service”), what we do with it, who we share it with, and the choices you have.
Questions or requests: hello@myvenuehq.com.
The short version
- We collect what you and your venue put into MyVenueHQ, plus the minimum we need to keep it secure.
- We never see or store card numbers. Payments happen on pages hosted by Stripe, Square or PayPal.
- We don’t sell personal information, and we don’t use it for advertising.
- Our marketing site uses no cookies. The app uses cookies only to keep you signed in and to protect forms.
- You can ask us for a copy of your data, or to delete it, by email.
Two kinds of information, two roles
Your account. When a venue owner or staff member signs up, we decide how that account information is used, and this policy covers it directly.
Your venue’s records. Venues use MyVenueHQ to store information about their own clients, guests, ticket buyers and vendors. For that information, we act on the venue’s behalf, as its service provider. The venue decides what to collect and why, and is responsible for having the right to do so. If you are a venue’s client or guest and want to access or delete your information, contact the venue first; we will help them respond, and you can also write to us.
What we collect
From venue owners, staff and portal clients
- Account details: name, email address and password. We store only a one-way hash of the password (argon2), never the password itself.
- Optional profile details and preferences, and your role and permissions on a venue’s team. When a venue invites a teammate, or a client to its client portal, we store their email address to send the invitation.
- Venue details, including the venue’s address, which we send to Google to place it on a map.
- Subscription details from Stripe: plan, status and billing dates. Stripe holds your card; we don’t.
- Messages you send to teammates in the app.
That venues add about their clients, guests and vendors
- Contacts and bookings: names, email addresses, phone numbers, company, event details, guest counts, notes and payment history.
- Inquiries and form submissions sent through a venue’s website form.
- Proposals, contracts and invoices. When someone signs a contract, we store the signature image, the signer’s name and email, the time of signing and the signer’s IP address, as a record of the signature.
- Ticket orders: the buyer’s name, email address and phone number, ticket details, check-in status, any promo code and the amount paid.
- Vendor contacts, and comments or reviews left on pages a venue shares.
- Files uploaded to the app, such as images, PDFs and spreadsheets.
Collected automatically
- IP addresses, used to limit repeated sign-in attempts, form submissions and other requests that could be abuse.
- A log of actions taken in an account, such as a booking being created or a contract being sent, so a venue can see its history.
- On myvenuehq.com, anonymous page-view counts through Vercel Web Analytics, which does not use cookies.
When you contact us
If you use our contact form, we receive your name, email address and message by email so we can reply.
What we don’t collect
We never receive or store full card numbers or bank details. Card payments for invoices, deposits and tickets happen on checkout pages hosted by Stripe, Square or PayPal, and we keep only the payment’s reference, amount and status. We don’t use advertising or cross-site tracking cookies, and we don’t buy personal information.
How we use information
- To provide the Service: store your venue’s records, show them to the right people, and do what you ask, such as sending a proposal, a contract or an invoice.
- To send email the Service needs: invitations, password resets, contracts, proposals, invoices, ticket confirmations, event reminders and notifications. Venues can also send their own messages, such as announcements to ticket buyers, through MyVenueHQ.
- To bill for subscriptions and apply ticket service fees.
- To keep the Service secure, prevent fraud and abuse, and fix problems.
- To answer support requests and improve the product.
- To tell venue businesses about MyVenueHQ. If you receive such an email and don’t want more, reply and we will stop.
Who we share it with
We share personal information only with the services that run MyVenueHQ, with integrations a venue chooses to connect, or when the law requires it. We don’t sell personal information or share it for cross-context behavioral advertising.
| Service | What it does for us |
|---|---|
| Vercel | Hosts the website and app, stores uploaded files, and counts page views on myvenuehq.com |
| Neon | Hosts our database |
| Resend | Delivers the emails the Service sends |
| Stripe | Bills subscriptions, and processes a venue’s payments if the venue connects Stripe |
| Square, PayPal | Process a venue’s payments, if the venue connects them |
| Square, Clover, Toast, Lightspeed | Send point-of-sale sales data to MyVenueHQ, if a venue connects them |
| Intuit QuickBooks | Receives customer names, email addresses and invoices, if a venue connects it |
| Google Maps Platform | Displays maps and looks up venue addresses. Maps are subject to Google’s privacy policy |
| Eventriloquist | If a venue connects this event planning app, it can create inquiries in MyVenueHQ, and we notify it when records change using record identifiers, not their contents |
We may also disclose information if required by law, to protect the rights and safety of our users or others, or as part of a sale or reorganization of our business, in which case this policy continues to apply to the information transferred.
Links, shared pages and files
Some things in MyVenueHQ are designed to be opened by link without signing in: proposals, contracts to sign, shared floor plans, public event pages, a venue’s public calendar, and ticket pages. Anyone who has the link can open that page, so venues should share these links only with the people meant to see them. Files uploaded to the app are stored at long, unguessable web addresses; anyone with a file’s address can open it.
Cookies and browser storage
The app sets a cookie that keeps you signed in for up to 30 days, plus two short-lived security cookies used during sign-in. They can’t be read by scripts on the page and aren’t used for tracking. The app also saves small preferences in your browser, such as your theme, sidebar layout and recent searches. On a shared floor plan page, the name and email you enter to comment are saved in your browser so you don’t have to type them again. The marketing site at myvenuehq.com sets no cookies.
How long we keep it
We keep an account’s information while the account is open, including if a paid subscription lapses and the account becomes read-only, so nothing is lost if the venue returns. When an account owner asks us to delete an account, we delete its information within 30 days, except records we must keep for tax, accounting or legal reasons. Copies in database backups are overwritten on the backup provider’s normal schedule.
Your choices and rights
You can ask us to:
- tell you what personal information we hold about you and give you a copy;
- correct information that is wrong;
- delete your information or your account;
- stop sending you emails about MyVenueHQ.
Email hello@myvenuehq.com from the address on the account, or tell us how we can confirm it’s you. We will respond within 30 days. We won’t treat you differently for making a request. Depending on where you live, such as California or the European Union, you may have further rights under local law, and we will honor them. If your information is in a venue’s records, we may pass your request to that venue, which controls that information.
Security
All connections to MyVenueHQ are encrypted with HTTPS. Passwords are stored only as argon2 hashes. Access to a venue’s records is limited to that venue’s team, by role. We rate-limit sign-in and other sensitive requests, and card data never touches our systems. No service can promise perfect security; if we learn of a breach that affects your information, we will tell you as the law requires.
Children
MyVenueHQ is a business tool and isn’t directed to children under 13. We don’t knowingly collect personal information from children under 13. If you believe a child has given us personal information, email us and we will delete it.
Where information is processed
MyVenueHQ is run from the United States, and information is stored and processed in the United States. If you use the Service from outside the United States, your information will be transferred there.
Changes to this policy
When we change this policy we will update the effective date above. If a change is significant, we will also email account owners before it takes effect.
Contact
Colorado Web Forge LLC
Colorado, United States
hello@myvenuehq.com
See also our terms of service.