Privacy Policy

Last updated: November 5, 2026

This policy explains what personal data VenueClerk ("we", "us") collects, how we use it and the choices you have. It covers our website and the VenueClerk platform.

Who is responsible for your data

We are responsible for the data we collect about website visitors and the people who hold VenueClerk accounts. When a venue uses VenueClerk to manage its own clients, guests and callers, the venue decides how that data is used and we process it on the venue's behalf. If you contacted a venue that uses VenueClerk, please send requests about your data to that venue first.

What we collect

• Details you give us: your name, work email, phone number, venue name and details, and anything else you include in a demo request, free trial sign-up or message to us.
• Account data: login details, team members, settings, and the menus, prices, spaces and documents you add.
• Venue client data: inquiries, messages, proposals, contracts, event details and payment status that a venue stores in VenueClerk.
• Phone data: if a venue uses the AI Voice Receptionist, the caller's number, call details and a transcript of the call.
• Payment data: payments are handled by Stripe. We receive payment status and limited details, such as the card type and last four digits, but not full card numbers.
• Technical data: IP address, browser and device type, and basic logs that keep the service running and secure.

How we use it

• To provide, maintain and support the platform, including AI replies, proposals, follow-ups and phone answering.
• To respond to demo requests and questions, and to send service messages.
• To process payments and keep billing records.
• To protect the service, prevent fraud and meet legal obligations.
• To improve the product and tell you about updates. You can opt out of marketing emails at any time.

Where the law requires a legal basis, we rely on performing our contract with you, our legitimate interests in running and improving the service, your consent where we ask for it, and our legal obligations.

How the AI uses data

The AI works from each venue's own menus, prices, policies and messages to do that venue's work. To do this, we send the content needed for each task to AI service providers that act on our instructions. Venue data belongs to the venue, and we do not sell it.

Who we share it with

We do not sell personal data. We share it only with:

• Service providers that help us run VenueClerk, including payment, hosting, email, phone, scheduling and AI providers.
• Tools a venue chooses to connect, such as its calendar or accounting software.
• Authorities or advisers when the law requires it or when needed to protect our rights and users.
• A successor business if VenueClerk is merged or sold, with this policy continuing to apply to your data.

Cookies

We use only the cookies and similar technology needed for the service to work, such as keeping you signed in. We do not use advertising cookies on our website. If you open our booking calendar, our scheduling provider, Calendly, may set its own cookies. If this changes, we will update this policy and ask for consent where required.

How long we keep it

We keep personal data for as long as your account is active or as needed to provide the service. After an account closes, we delete or anonymize its data within a reasonable period, unless we must keep it for legal, tax or security reasons.

Security

We use technical and organizational measures to protect personal data, including access controls and encrypted connections. No system is completely secure, so we cannot guarantee absolute security. We will notify you of a breach affecting your data where the law requires it.

International transfers

VenueClerk serves venues worldwide, so data may be processed in countries other than your own. Where required, we use appropriate safeguards for these transfers.

Your rights

Depending on where you live, including under laws such as the GDPR and the CCPA, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain uses, and to withdraw consent. You may also complain to your local data protection authority. To make a request, email us. We will not treat you differently for using these rights.

Children

VenueClerk is a business service and is not meant for anyone under 16. We do not knowingly collect their personal data.

Changes to this policy

We may update this policy from time to time. We will change the date above and, for significant changes, let account holders know by email or in the platform.

Contact us

Questions or requests: book@venueclerk.com