Privacy Policy

VENUEFLOW LLC ("VenueFlow," "we," "us," or "our") respects the privacy of the businesses, staff members, guests, and other individuals whose information is processed through VenueFlow.

This Privacy Policy explains how VenueFlow collects, uses, processes, and protects personal information in connection with its websites, mobile applications, AI Host, reservation tools, restaurant websites, and related Services.

1. Information We Collect

Depending on how VenueFlow is used, we may process the following categories of information.

Account and staff information: name, email address, optional telephone number, account identifiers, organization membership, assigned roles, invitations, authentication information, and account settings.

Business information: restaurant or business name, locations, addresses, operating hours, menus, policies, contact information, website content, events, reservation settings, and other information provided by a Customer.

Guest information: guest names, telephone numbers, email addresses, reservation details, party size, reservation date/time, notes, event inquiries, catering inquiries, and related communications.

AI Host information: telephone-call information, transcripts, summaries, classifications, extracted request information, and related operational records when AI Host functionality is used.

Website and inquiry information: information submitted through restaurant websites, lead forms, private-event forms, catering forms, reservation forms, or other connected website features.

Billing information: subscription, invoice, transaction, payment-status, and related billing information. Payment information may be processed directly by our payment provider rather than stored directly by VenueFlow.

Technical information: security logs, system events, diagnostic information, browser/session information, and information necessary to operate and secure VenueFlow.

2. How We Use Information

VenueFlow may process information to provide and operate the Services; authenticate users; manage restaurant organizations and locations; process reservation requests; manage private-event and catering inquiries; operate AI Host; maintain menus and restaurant websites; provide notifications and customer support; process subscriptions and payments; protect accounts and systems; diagnose technical problems; maintain appropriate operational and audit records; comply with legal obligations; enforce agreements; and improve the reliability and functionality of VenueFlow.

VenueFlow does not currently use personal information for third-party advertising or behavioral advertising, and the current VenueFlow application does not contain advertising or tracking SDKs according to the verified application audit.

3. AI Host and Telephone Information

When a restaurant uses VenueFlow's AI Host, VenueFlow and its service providers may process telephone-call information to answer calls, understand requests, provide configured business information, collect reservation or event information, generate transcripts or summaries, and route requests to restaurant personnel.

AI systems can make mistakes. Restaurants remain responsible for reviewing operational requests requiring human attention.

Call recording and transcription requirements can vary by jurisdiction. VenueFlow Customers are responsible for configuring and using these capabilities in compliance with applicable notice and consent requirements.

4. Restaurant Customer Data

VenueFlow provides Services to restaurants and other hospitality businesses.

When VenueFlow processes guest information on behalf of a Customer, that Customer may independently have privacy obligations concerning its guests.

Guests with questions about a restaurant's own privacy practices may need to contact that restaurant directly.

VenueFlow does not claim ownership of a Customer's guest database merely because the information is processed through the VenueFlow platform.

5. Service Providers

VenueFlow uses service providers to operate portions of the Services. Based on VenueFlow's current verified implementation, these include:

• Supabase — database infrastructure, authentication, and storage.
• Stripe — subscriptions and payment processing.
• Retell — AI-powered telephone answering and related call/transcript processing.
• Resend — transactional and operational email delivery.
• Cloudflare — infrastructure associated with connected restaurant website hosting and delivery.

These providers process information according to their functions and applicable contractual arrangements.

VenueFlow may change service providers as its infrastructure evolves. This Privacy Policy should be updated when material data-processing practices change.

6. SMS and Twilio

VenueFlow's current production configuration does not have SMS messaging enabled.

Although Twilio-related infrastructure may exist in VenueFlow's technical environment, VenueFlow's verified current production configuration does not send SMS messages or send production customer data to Twilio through the disabled SMS functionality.

If VenueFlow activates SMS functionality in the future, applicable privacy disclosures and consent practices should be updated before or when that functionality becomes active.

7. Payments

VenueFlow uses Stripe for payment and subscription processing.

Payment-card or bank information may be collected and processed directly by Stripe. VenueFlow may receive information about subscriptions, transactions, invoices, payment status, or payment methods necessary to administer Customer accounts.

VenueFlow does not use guest reservation data for payment processing unless a future product feature specifically requires and discloses such processing.

8. Cookies, Sessions, and Local Storage

VenueFlow uses browser and application storage necessary to operate the Services.

This may include authentication/session information, selected restaurant or location, and small user-interface preferences.

VenueFlow's current verified implementation does not use advertising or cross-site behavioral tracking SDKs.

9. How Information Is Shared

VenueFlow may disclose information to service providers when necessary to provide the Services; to a Customer and its authorized personnel according to account permissions; when required by applicable law, legal process, or governmental request; to protect the security, rights, and safety of VenueFlow, Customers, users, or others; in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable law; or when an individual or Customer directs or authorizes the disclosure.

VenueFlow does not sell personal information for third-party advertising based on its current business practices.

10. Data Security

VenueFlow uses administrative, technical, and organizational measures designed to protect information against unauthorized access, alteration, loss, misuse, or disclosure.

VenueFlow uses server-side authorization controls and limits access based on organization, location, and user role.

Sensitive service credentials are maintained on server-side infrastructure rather than intentionally embedded in VenueFlow's client applications.

However, no internet-connected system can guarantee absolute security.

11. Data Retention

VenueFlow retains personal and business information for periods reasonably necessary for the purposes for which it was collected, including providing Services, maintaining operational and business records, complying with legal obligations, resolving disputes, preventing fraud, maintaining security, and enforcing agreements.

Retention periods may differ depending on the type of information and the relationship between VenueFlow and the Customer.

VenueFlow does not currently state a single fixed retention period for all information.

12. Account Deletion

VenueFlow users can request deletion of their individual accounts through VenueFlow's account settings.

Deletion of an individual staff account removes that individual's VenueFlow access and associated personal account information according to VenueFlow's deletion process.

Deleting an individual user account does not automatically delete restaurant-owned operational records such as reservations, guest history, business information, invoices, menus, Private Party inquiries, Catering inquiries, or other Customer records.

A sole organization owner may need to transfer ownership before deleting their individual account.

VenueFlow also maintains a public Account Deletion information page.

13. Privacy Requests

Individuals may contact VenueFlow regarding applicable privacy requests at:

support@venueflowio.app

Depending on applicable law and the nature of the relationship, rights may include requesting access to, correction of, or deletion of certain personal information.

VenueFlow may need to verify the identity and authority of a requester before fulfilling a request.

When VenueFlow processes information solely on behalf of a restaurant Customer, VenueFlow may direct the requester to that Customer where appropriate.

14. Children's Privacy

VenueFlow is a business operations platform and is not intended for children to create or operate VenueFlow business accounts.

VenueFlow does not knowingly design its Services to collect personal information directly from children for advertising or profiling purposes.

Restaurant Customers remain responsible for their own lawful handling of information concerning their guests.

15. International Processing

VenueFlow and its service providers may process information using infrastructure located in the United States or other jurisdictions where service providers operate.

Where applicable law requires safeguards for cross-border transfers, VenueFlow will use appropriate mechanisms.

16. Business Transfers

If VenueFlow participates in a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar transaction, information may be transferred as part of that transaction subject to applicable law and appropriate protections.

17. Changes to This Privacy Policy

VenueFlow may update this Privacy Policy to reflect changes to the Services, technology, service providers, business practices, or legal requirements.

The effective date will be updated when a revised Privacy Policy is published.

Where required, VenueFlow will provide additional notice regarding material changes.

18. Contact VenueFlow

Questions or requests concerning this Privacy Policy may be sent to: