Privacy Policy

Welcome to VenueFlow AI ("we," "our," or "us"), a Canadian company headquartered in Ontario, Canada. We are committed to protecting your privacy and ensuring the security of your personal information in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy legislation, and US privacy laws where applicable.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at venueflowai.com or use our lead generation and marketing services for wedding and event venues. We serve clients across Canada and the United States.

By accessing our website or using our services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this policy, please do not access the site or use our services.

Information You Provide Directly

We may collect information that you voluntarily provide to us when you:

• Fill out contact forms or booking request forms
• Schedule a tour or consultation
• Subscribe to our newsletter or marketing communications
• Communicate with us via email, phone, or other channels

This information may include:

• Name - Your full name or business contact name
• Email Address - For communication and service delivery
• Phone Number - For follow-up and consultation scheduling
• Venue Name - The name of your wedding or event venue
• Message Content - Any messages or inquiries you submit
• Booking/Tour Dates - Preferred dates for consultations or tours

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and browsing activity, including:

• IP Address - Your device's internet protocol address
• Browser Type - The web browser you use to access our site
• Device Information - Device type, operating system, and screen resolution
• Referring URLs - The website that directed you to our site
• Pages Visited - The pages you view and actions you take on our site
• Access Times - The date and time of your visits

We use the information we collect for the following purposes:

• Service Delivery: To provide our lead generation, AI-powered follow-up (including optional automated tour booking), CRM, and marketing services to your venue
• Communication: To respond to your inquiries, send service-related communications, and provide customer support
• Scheduling: To facilitate tour bookings and consultation appointments
• Marketing: To send promotional materials, newsletters, and updates about our services (with your consent where required)
• Improvement: To analyze usage patterns and improve our website and services
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Protection: To protect our rights, privacy, safety, or property, and that of our users and the public

In accordance with PIPEDA's consent principles, we obtain your consent before collecting, using, or disclosing your personal information. Consent may be:

• Express Consent: Provided when you submit a contact form, schedule a consultation, or sign a service agreement
• Implied Consent: Inferred from your actions, such as visiting our website or continuing to use our services after being informed of our practices

You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain services to you.

We limit our collection of personal information to what is necessary for the purposes identified, and we will not use or disclose your information for purposes other than those for which it was collected, except with your consent or as required by law.

We do not sell your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our website and providing our services (subject to confidentiality obligations)
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets
• Protection: To protect our rights, privacy, safety, or property, and/or that of our affiliates, users, or others
• Consent: With your explicit consent for purposes not covered by this policy

Our website and services may integrate with or use the following third-party services:

LeadConnector (api.leadconnectorhq.com)

We use LeadConnector as our primary CRM platform for managing leads, scheduling, and communications. When you submit forms or book tours through our website, your information may be processed through LeadConnector's systems. Please review LeadConnector's Privacy Policy for information about their data practices.

Google Fonts

Our website uses Google Fonts for typography. Google may collect usage data when fonts are loaded. For more information, please see Google's Privacy Policy.

Vercel (Hosting)

Our website is hosted on Vercel. Vercel may collect certain technical data for security and performance purposes. Please review Vercel's Privacy Policy for more information.

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The retention period may vary depending on the context of our interactions with you and our legal obligations.

When personal information is no longer needed for the purposes for which it was collected, we will securely delete or anonymize it, unless retention is required by law.

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols
• Secure storage with industry-standard security practices
• Access controls limiting who can view and process your information
• Regular security assessments and updates

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

Depending on your location, you may have certain rights regarding your personal information under applicable privacy laws.

Canadian Residents (PIPEDA & Provincial Laws)

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation (including Alberta's PIPA, British Columbia's PIPA, and Quebec's Law 25), you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Withdrawal of Consent: Withdraw your consent to our collection, use, or disclosure of your personal information, subject to legal or contractual restrictions
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated
• Information: Request information about our policies and practices regarding the management of your personal information
• De-indexation: For Quebec residents, request that your personal information be de-indexed or cease being disseminated where applicable

We will respond to your request within 30 days, as required by PIPEDA. In some cases, we may need to verify your identity before processing your request.

US Residents

If you are a resident of the United States, you may have additional rights under applicable state privacy laws, including the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), and similar laws in other states:

• Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share your information
• Right to Delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions
• Right to Correct: You have the right to request correction of inaccurate personal information
• Right to Data Portability: You have the right to receive your personal information in a readily usable, portable, and machine-readable format, to the extent technically feasible
• Right to Opt-Out: You have the right to opt out of the sale or sharing of your personal information. Note: we do not sell personal information
• Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to verifiable requests within the timeframes required by applicable law.

VenueFlow AI does not sell, rent, or trade your personal information to third parties for monetary or other valuable consideration. This applies to all users regardless of location.

For California residents: Under the CCPA/CPRA, you have the right to opt out of the "sale" or "sharing" of your personal information. As we do not engage in these activities, no opt-out mechanism is necessary. However, if you believe your information is being used in a manner inconsistent with this policy, please contact us immediately.

Our website uses minimal cookies necessary for the functioning of the site. We currently do not use analytics tracking or advertising cookies.

Third-party services integrated into our website (such as LeadConnector widgets) may set their own cookies. Please refer to their respective privacy policies for more information about their cookie practices.

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect the functionality of our website.

VenueFlow AI complies with Canada's Anti-Spam Legislation (CASL) and the US CAN-SPAM Act. We will only send you commercial electronic messages (CEMs) with your express or implied consent as defined under CASL.

• Express Consent: We will obtain your express consent before sending you marketing emails, newsletters, or promotional content
• Implied Consent: We may send you commercial messages if you have an existing business relationship with us, as permitted under CASL
• Unsubscribe: Every commercial message we send will include a clear and prominently displayed unsubscribe mechanism. We will process unsubscribe requests within 10 business days as required by CASL
• Identification: All commercial messages will identify VenueFlow AI as the sender and include our contact information

Our website and services are designed for business-to-business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately. If we discover that we have collected personal information from a child without verification of parental consent, we will take steps to delete that information.

As a Canadian company serving clients in both Canada and the United States, your personal information may be transferred across borders. Specifically:

• Canada to US: Personal information of Canadian clients may be processed using servers or services located in the United States. Such transfers are conducted in compliance with PIPEDA requirements for cross-border data transfers.
• US to Canada: Personal information of US clients may be stored and processed on servers located in Canada. Canada has been recognized as providing adequate data protection.

When we transfer your information internationally, we take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy and applicable Canadian and US privacy laws. We ensure that any third-party service providers who process your information provide comparable levels of protection.

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the updated policy on this page with a revised "Last updated" date. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

Continued use of our website or services after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

VenueFlow AI
Privacy Officer: Zaid Darwazeh
Location: Ontario, Canada
Email: zaid@venueflowconsulting.com
Website: venueflowai.com

Our Privacy Officer is responsible for overseeing compliance with applicable privacy legislation, including PIPEDA. All privacy-related inquiries and requests should be directed to the Privacy Officer using the contact information above.

We will respond to your inquiry as soon as reasonably possible and within any timeframes required by applicable law (30 days under PIPEDA, 45 days under CCPA/CPRA).

If you are not satisfied with our response, Canadian residents may file a complaint with the Office of the Privacy Commissioner of Canada.