Privacy Policy

Reunion Technologies, LLC ("Reunion," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our event management platform and related services (the "Service").

1. Information We Collect

We collect information in several ways when you use our Service:

1.1 Information You Provide Directly

Account Information

• Email address
• Password (stored in encrypted form)
• Full name
• Phone number (optional)

Organization/Venue Information

• Venue name and business information
• Business address
• Business phone number
• Website URL
• Primary contact name and role
• Logo and branding materials

Event and Lead Information

• Client names, email addresses, and phone numbers
• Event details (date, time, guest count, activity type)
• Company/organization names
• Event notes and special requests
• Pricing and payment information
• Banquet Event Orders (BEOs) and related documents

Communication Content

• Email messages sent and received through the Service
• SMS/text messages sent and received through the Service
• Voice call recordings (when enabled by you)
• Internal notes and team communications

Payment Information

• Billing name and address
• Payment card information (processed and stored by Stripe; we only receive the last four digits and card type)
• Transaction history

1.2 Information Collected Automatically

When you use our Service, we automatically collect:

• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, pages viewed, referring URLs
• Usage Data: Features used, actions taken, time spent on pages
• Location Data: General location based on IP address

1.3 Information from Third Parties

We may receive information from:

• Payment processors (transaction confirmations, fraud alerts)
• Communication providers (message delivery status, email open/click tracking)
• Authentication providers (login verification)

2. How We Use Your Information

We use the information we collect to:

2.1 Provide and Maintain the Service

• Create and manage your account
• Process and manage your events and leads
• Facilitate communications between you and your clients
• Process payments and subscriptions
• Provide customer support

2.2 Improve and Personalize the Service

• Analyze usage patterns and trends
• Develop new features and functionality
• Personalize your experience
• Train and improve our AI models (using aggregated, de-identified data)

2.3 Communicate With You

• Send service-related notifications and updates
• Respond to your inquiries and support requests
• Send marketing communications (with your consent)
• Notify you of changes to our Service or policies

2.4 AI-Powered Features

• Generate suggested message responses
• Create automated follow-up sequences
• Provide event insights and recommendations
• Assist with content creation (BEOs, proposals)

2.5 Protect and Secure

• Detect and prevent fraud, abuse, and security incidents
• Monitor for violations of our Terms of Service
• Comply with legal obligations

3. Legal Bases for Processing

For users in the European Economic Area (EEA) and similar jurisdictions, we process personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide you with our Service
• Legitimate Interests: Processing for our legitimate business interests, such as improving the Service, preventing fraud, and marketing
• Consent: Processing based on your explicit consent, which you can withdraw at any time
• Legal Obligation: Processing necessary to comply with applicable laws

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 With Your Clients

When you use the Service to communicate with your clients, your venue information and communications will be shared with them as part of normal business operations.

4.2 With Service Providers

We share information with third-party vendors who perform services on our behalf. See Section 5 for a list of our key service providers.

4.3 For Legal Reasons

We may disclose information if we believe it is necessary to:

• Comply with applicable law, regulation, or legal process
• Protect the rights, property, or safety of Reunion, our users, or others
• Detect, prevent, or address fraud, security, or technical issues
• Enforce our Terms of Service

4.4 Business Transfers

If Reunion is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

4.5 With Your Consent

We may share your information for other purposes with your explicit consent.

5. Third-Party Service Providers

We use the following third-party services to operate our platform. Each provider has their own privacy policy governing their use of your data:

6. SMS and Voice Communications

6.1 SMS Messaging

When you use our SMS features:

• Messages are transmitted through Twilio
• Message content is stored in our database for your records
• Delivery status and timestamps are tracked
• Phone numbers are stored to enable communication

6.2 Opt-Out Instructions

Recipients of SMS messages sent through our Service may opt out by replying STOP to any message. Venue operators are responsible for honoring opt-out requests promptly.

6.3 Voice Calls and Recordings

When you use our voice calling features:

• Calls are facilitated through Twilio
• Call metadata (duration, timestamps, participants) is logged
• Call recordings, when enabled, are stored securely and accessible only to your organization
• You are responsible for complying with applicable call recording laws and obtaining necessary consent

7. AI and Automated Processing

Our Service includes AI-powered features provided through integration with OpenAI. Here's how we handle data in connection with these features:

7.1 Data Sent to AI Providers

To generate AI responses and suggestions, we may send to OpenAI:

• Event details (date, guest count, activity type)
• Client names and relevant context
• Recent message history for context
• Your venue information for personalization

7.2 AI Data Handling

• We use OpenAI's API, which does not use customer data to train their models
• AI-generated content is provided as suggestions and should be reviewed before use
• You can disable AI features in your organization settings

7.3 Automated Decision-Making

Our AI features assist with content generation but do not make automated decisions that significantly affect individuals. All AI-generated communications require human review or approval before being sent (unless you explicitly enable automated sending).

8. Data Retention

We retain your information for as long as necessary to:

• Provide you with the Service
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records as required by law

After you terminate your account, we will retain your data for up to 30 days to allow for data export requests. After this period, we will delete or anonymize your data, except where retention is required by law.

Communication records (emails, SMS, call recordings) are retained for the duration of your subscription plus any legally required retention period.

9. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security assessments and monitoring
• Employee training on data protection
• Incident response procedures

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we will notify you of any security breach as required by law.

10. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

10.1 General Rights

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Data Portability: Request your data in a portable format
• Objection: Object to certain processing activities
• Withdrawal of Consent: Withdraw consent where processing is based on consent

10.2 California Residents (CCPA)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, and disclose
• Request deletion of your personal information
• Opt out of the "sale" of personal information (we do not sell personal information)
• Non-discrimination for exercising your privacy rights

10.3 International Users

Depending on your location, you may have additional rights under local privacy laws. If you are in the EEA, UK, or Switzerland, you additionally have the right to lodge a complaint with your local data protection authority, restrict processing of your personal data, and object to automated decision-making and profiling.

You may contact the relevant privacy authority in your jurisdiction:

• UK: Information Commissioner's Office (ico.org.uk)
• EU/Ireland: Your local Data Protection Authority
• Canada: Office of the Privacy Commissioner (priv.gc.ca)
• Australia: Office of the Australian Information Commissioner (oaic.gov.au)
• New Zealand: Office of the Privacy Commissioner (privacy.org.nz)

We comply with UK GDPR, PIPEDA, the Australian Privacy Principles, and the New Zealand Privacy Act 2020 to the extent applicable.

10.4 Exercising Your Rights

To exercise any of these rights, please contact us at support@tryreunion.com. We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing your request.

11. Children's Privacy

The Service is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@tryreunion.com, and we will delete such information.

12. International Data Transfers

We are based in the United States, and your information may be transferred to, stored, and processed in the United States or other countries where our service providers are located. These countries may have data protection laws that differ from your country.

When we transfer data internationally, we implement appropriate safeguards, such as standard contractual clauses, to protect your information in accordance with applicable law.

13. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Enable core functionality like authentication and security
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Understand how you use our Service to improve it

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Service.

14. Do Not Track Signals

Some browsers include a "Do Not Track" (DNT) feature. We currently do not respond to DNT signals, as there is no industry standard for how to respond to such signals. We will update this policy if a standard is established.

15. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice on the Service at least 30 days before the changes take effect. We encourage you to review this page periodically.

Your continued use of the Service after any changes become effective constitutes your acceptance of the revised Privacy Policy.

16. Contact Us

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

For data protection inquiries from the European Union, you may also contact your local data protection authority.