Privacy Policy
VenueReply is inquiry-to-tour software for event venues and banquet halls. Venues sign up for it; the software receives event inquiries addressed to the venue, keeps them in one place, and drafts and sends replies on the venue’s behalf. This policy explains what information passes through VenueReply in the course of that work, what we do with it, and what we never do with it.
It covers two groups of people: venue owners, who are our customers, and the people who inquire with a venue — the couple planning a wedding, the family planning a quinceañera. We call that second group consumers below.
This policy is provided by VenueReply. If any of it is unclear, or you want to know something it does not answer, write to michael@newware.co — a person reads that inbox.
What we collect
Venue account data. When a venue signs up we collect the owner’s name and email address, the venue’s name and details, and the material the venue loads to teach the software its voice: packages and prices, FAQs, calendar availability, tone notes. Payment details go directly to Stripe; VenueReply never stores card numbers.
Consumer inquiry data. When someone inquires with a venue, we store what the inquiry contains: the person’s name, email address, phone number if they provided one, event details such as the date, the type of celebration and the guest count, and the contents of their messages. We store this to provide the service to the venue — so the venue can answer, follow up and book a tour.
Connected inboxes. A venue may connect its own email inbox (Gmail or Outlook) through Unipile. We screen incoming messages for possible event inquiries and replies from existing leads. Messages rejected by the initial filter are not stored. Candidate messages are stored for further classification and recovery; that classification may send message content to Anthropic. Some unrelated messages can pass the initial filter. Messages later filtered out remain in processing records, and uncertain messages may remain in the venue’s inbox for review.
Instagram and text messages. A venue may also connect its Instagram account (through Unipile) or use a VenueReply-provided texting number (through Twilio). Direct messages and texts sent to the venue are stored and handled like any other inquiry; the venue’s own outgoing messages are not collected. Texting STOP to a venue’s number ends its messages to you. Phone numbers and texting consent are never shared with or sold to third parties or affiliates for their marketing.
Public demo. If you submit the demo form, we use the contact and event details and message you provide to draft a reply and attempt to send one real automated reply to the email address you enter. Demo submissions never receive follow-up messages. We also keep the submitting IP address briefly to prevent abuse. The submission, reply, and abuse-prevention record are automatically deleted within 25 hours.
How we use it
- To provide the service: receiving and organizing inquiries, drafting replies, sending messages the venue approves (or auto-sends), scheduling follow-ups, booking tours, and preparing the venue’s weekly report.
- To classify messages and draft replies with AI. Anthropic’s Claude receives candidate message content for classification and the inquiry and relevant venue material for drafting. The venue reviews drafts before they go out, unless it has chosen to enable auto-send.
- To bill venues for their subscription and to answer support requests.
We do not sell personal data — anyone’s — and we do not use inquiry data for advertising.
Follow-up emails
If an inquiry goes unanswered, VenueReply sends a short follow-up sequence on the venue’s behalf, and stops the moment the person replies or books a tour. Every follow-up email carries an unsubscribe link; using it stops follow-ups immediately.
Who else touches the data
VenueReply runs on a small set of service providers — subprocessors — each doing one job:
Each of these providers processes data only to perform its job for VenueReply.
Retention and deletion
Inquiry data, uncertain messages saved for review, and raw processing records are retained while the venue’s account is active, so conversation history and delivery troubleshooting remain available. This includes records later classified as unrelated. They are deleted with the venue’s data or on request.
A venue owner can request deletion of the venue and everything associated with it by writing to michael@newware.co, or by using the in-app deletion where available. A consumer can ask the venue they contacted to delete their inquiry data, or write to us directly at the same address. We honor both.
Public demo submissions follow the shorter retention period described above and are not kept as part of a venue’s lead history.
Security
Data moves over encrypted connections. Inside the database, row-level security keeps each venue’s records readable only by that venue, and access to production data is limited to what operating the service requires. No security is absolute and we will not pretend otherwise — but these are the practices in place, and we keep them current.
Your rights
If you are a California resident, the CCPA gives you the right to know what personal information we hold about you, to request its deletion, and not to be discriminated against for exercising those rights. We extend the same to everyone, wherever you live: write to michael@newware.co to ask what we hold about you, or to have it deleted, and we will respond. We do not sell personal information, so there is no sale to opt out of.
Children
VenueReply is a business tool and is not directed at children under 13. We do not knowingly collect personal information from children under 13; an inquiry about a daughter’s quinceañera is her parent’s inquiry, and it is the parent’s information we store.
Changes to this policy
If this policy changes, we will update this page and its effective date. If a change is significant, we will tell venue owners by email.
Contact
Questions, requests and complaints all go to michael@newware.co. See also the Terms of Service.