Last updated: August 14, 2026
1. Introduction
EventFlow is operated by EventFlow LLC ("EventFlow," "we," "our," or "us"). We provide an AI-powered sales and event management platform for restaurants and hospitality venues. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform and services.
This policy covers two groups of people. Venue customers are the businesses that subscribe to EventFlow and the staff who use it. Guests are the people who contact a venue about an event, or whose contact details a venue has given us. Section 5 explains how guest information is handled and what guests can do about it.
2. Information We Collect
Account Information
When you create an EventFlow account, we collect your name, email address, business name, and venue details that you provide through our onboarding process.
Email Data
When you connect your email account (Gmail or Microsoft 365 and Outlook), EventFlow accesses inbound event inquiry emails and the surrounding conversation threads in order to generate replies. We process email content to identify event details, qualify leads, and write and send responses on your behalf. We also keep a log of the messages the Service reads and sends.
Venue Knowledge Base
Documents and details you provide (event packets, menus, pricing sheets, policies, venue facts) are stored securely and used as reference material that the AI reads when writing replies for your venue. This content is not used to train any artificial intelligence model. It is supplied to the model as context at the moment a reply is written, and it is never used for any venue other than yours.
Guest and Event Data
To run the Service we hold information about your guests and their events. This can include name, email address, phone number, company or organization, the content of their messages, event dates, guest counts, budgets, menu selections, dietary requirements, booking and event documents, and past visit history where a venue has provided it. Some of this comes directly from guests, and some is provided by the venue or imported from systems the venue already uses, such as its CRM or reservation platform.
Website and Analytics Data
Our public website uses Google Analytics, which sets cookies and collects standard information such as pages viewed, approximate location, referring site, browser, and device type. This helps us understand how the site is used. It is separate from the platform data described above. You can block these cookies through your browser settings or Google's opt-out tools.
Usage Data
We collect information about how you interact with our platform, including inquiry volumes, response metrics, and feature usage, to operate and improve our services.
3. How We Use Information
We use the information we collect to:
- Provide, operate, secure, and maintain the EventFlow platform
- Generate and send replies to event inquiries on your behalf
- Qualify and score inbound leads, and record them in your pipeline
- Send automated follow-up sequences and, where enabled, marketing campaigns on your behalf
- Create and manage bookings, event documents, menu selections, and related records
- Provide customer support and respond to your requests
- Monitor and improve the quality of the Service, including reviewing sample replies to refine how the AI is instructed
- Send you service-related communications and updates
We do not use your data, or your guests' data, to train artificial intelligence models, and we do not permit our AI providers to do so. Your data is never used to serve another EventFlow customer.
4. Our Role and Yours
For guest information, the venue decides what is collected and why, and EventFlow processes it on the venue's instructions in order to deliver the Service. For account and usage information about our own customers, EventFlow decides how that information is used. Business customers who require a data processing agreement can request one at sales@eventflowsales.com.
5. Guest Information
If you are a guest who contacted a venue that uses EventFlow, or whose details a venue has given us, this section is for you.
- The venue you contacted decides what happens with your information. EventFlow handles it on that venue's behalf.
- Replies you receive may be written and sent automatically by our AI on the venue's behalf.
- We do not sell your information, and we do not use it for any purpose other than helping that venue serve you.
- Marketing emails sent through EventFlow include an unsubscribe link. Unsubscribing stops marketing email from that venue through our platform. It does not stop replies to an inquiry you started.
- You can ask to see, correct, or delete your information, or ask us to stop contacting you, by emailing sales@eventflowsales.com or by contacting the venue directly. We will pass requests to the venue where appropriate and act on them without undue delay.
6. Dietary and Allergen Information
Guests often share dietary requirements, allergies, and food preferences when planning an event. We record this information and pass it to the venue so it can plan the event.
Please read the following carefully. EventFlow and the venues we work with make every reasonable effort to record dietary requirements accurately and to accommodate them. Even so, neither EventFlow nor any venue can guarantee that a dish, ingredient, or event will be free of a particular allergen. Kitchens prepare many ingredients in shared spaces, so cross-contact is always possible, and menus, suppliers, and preparation methods can change. Anyone with a serious allergy or a medical dietary requirement should speak with the venue directly before the event and should not rely on information recorded in this platform alone. Nothing in the Service is a medical or safety assurance.
7. Data Sharing and Disclosure
We do not sell personal information, and we do not share it for cross-context behavioral advertising. We may share information with:
- Service providers who help us operate the platform, listed in section 8
- CRM and reservation platforms you have connected, and only the data needed for that integration. Tripleseat is supported today. SevenRooms is planned and is not currently available.
- Law enforcement or other parties where required by applicable law, or to protect our rights, safety, or property
- A successor entity in connection with a merger, acquisition, or sale of assets, subject to this policy
8. Service Providers and Third-Party Services
EventFlow relies on the following providers to deliver the Service. Each processes data only as needed to perform its function, and each has its own privacy policy.
- Anthropic for AI processing of inquiry content and generated replies
- Supabase for database hosting and application storage
- Google (Gmail, Drive, Sheets, Apps Script, Analytics) and Microsoft (Microsoft 365 and Outlook) for email access and supporting services
- n8n for workflow automation and Netlify for website hosting
- Tripleseat where a venue has connected it
- Slack and Twilio for internal alerts and notifications to venue staff
Your use of any integration you connect is also subject to that provider's own terms and privacy policy.
9. Data Security
We take the security of your data seriously and use commercially reasonable measures to protect it, including encryption in transit and at rest, access controls, least-privilege credentials, and separation of each customer's data. Venue documents, email data, and guest records are isolated per account and are not shared between customers. No system can be guaranteed completely secure, and we cannot warrant absolute security.
10. Data Retention
We retain data for as long as your account is active or as needed to provide the Service. When you cancel, we will delete or anonymize your venue knowledge base, email processing data, guest records, and account information from our active production systems, ordinarily within 30 days of your request. Copies may persist for a limited further period in encrypted backups, archived logs, and system audit records, which are overwritten on their normal cycle. We may retain information for longer where required by law or to resolve a dispute.
11. Your Rights
Depending on where you live, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to or restrict certain processing
- Disconnect your email account at any time
- Request an export of your data in a portable format
- Opt out of marketing communications at any time
To exercise any of these rights, email sales@eventflowsales.com. We will not discriminate against you for exercising them.
12. Data Location and Children
Our systems and service providers are based in the United States, and information is processed there. The Service is intended for business use, is not directed to children under 13, and we do not knowingly collect their personal information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify customers of any material changes by email or through a notice on our platform, and we will update the date at the top of this page.
14. Contact Us
If you have questions about this Privacy Policy or your data, contact EventFlow LLC at sales@eventflowsales.com.