Privacy Policy

This Privacy Policy explains how BOOKITUSA LLC (“BookItUSA”, “we”, “us”) collects, uses, shares, and protects information about you when you use our website and booking platform.

1. Information we collect

Information you give us:

• Account details, meaning your name and email address, handled through our authentication provider.
• Your mobile phone number, which you provide when making a booking.
• Booking details, including event date, time, guest count, food selections, and any event description you write.
• Guest lists you upload, which may contain the names of your guests.
• Reviews and any messages you send us.

Information collected automatically:

• Basic technical information such as browser type, device type, and IP address.
• Records of your activity on the Platform, such as bookings created and payments made.

Information from payment processing: when you pay, our payment provider processes your card or bank details directly. We never receive or store your full card number. We receive only a confirmation of payment and limited reference details.

2. How we use your information

• To create and manage your account.
• To process bookings and payments, and to issue refunds where applicable.
• To send you service messages about your booking, such as confirmations, payment reminders, changes, and event updates.
• To send you promotional messages, but only where you have opted in.
• To share the details a Venue needs in order to host your event.
• To provide customer support.
• To detect, prevent, and investigate fraud, abuse, and security issues.
• To meet our legal, tax, and accounting obligations.

3. Text messages and your phone number

Your phone number is collected so that we can contact you about your booking. When you make a booking you are asked to consent to receive booking-related text messages. This consent is required in order to book, because we rely on it to reach you about payments, changes, and access to your event.

• Booking-related messages are transactional, for example payment reminders and event updates.
• Promotional messages are separate and optional. You may decline them at booking, or opt out later at any time.
• Message frequency varies depending on your booking activity.
• Message and data rates may apply, depending on your mobile plan.
• Reply STOP to any message to stop receiving texts. Reply HELP for assistance.
• We do not sell your phone number, and we do not share it with third parties for their own marketing.

Full details are set out in our SMS Terms.

4. How we share information

We share information only as described below. We do not sell your personal information.

• With the Venue hosting your event, who receive the details they need to prepare for and run it, which may include your name, event details, and guest list. Whether a Venue receives your email address and phone number is controlled by us and is not shared by default.
• With our service providers, who may only use the information to provide their service to us. These currently are: Stripe (payments), Clerk (accounts and sign-in), Vercel (website hosting and file storage), Neon (database hosting), Cloudinary (image hosting), Zoho (our email), and Discord (internal alerts to our own team, which may include your name, email address and phone number so that we can contact you about your booking). We also expect to use Resend (email delivery) and Twilio (text messages). This list may change as our providers do.
• Where required by law, or to protect the rights, property, or safety of BookItUSA, our users, or the public.
• In connection with a merger, acquisition, or sale of assets, subject to this Policy continuing to apply.

5. Guest lists

If you upload a guest list, it may contain other people’s names. You are responsible for ensuring you are permitted to share that information. We use guest lists only to allow the Venue to manage entry to your event, and See “Data retention” below for how long we keep them.

6. Data retention

We retain booking, payment, and consent records for as long as needed to operate the Platform and to meet our legal, tax, and accounting obligations. Records of consent are kept for as long as we may need to demonstrate that consent was given.

Guest lists. We keep guest list files for as long as they are needed to run and support your event and to meet our legal and record-keeping obligations. We may remove them at any time after your event has taken place, and we do not guarantee that a guest list will remain available to download afterwards. If you need a copy for your own records, please download it before or shortly after your event.

You may ask us to delete a guest list you have uploaded at any time by contacting us at contact@book-itusa.com.

7. Security

We use industry-standard measures to protect your information, including encrypted connections, access controls, and restricting internal access to what is needed. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices and rights

• Opt out of promotional texts at any time by replying STOP, or by contacting us.
• Unsubscribe from marketing emails using the link in any such email.
• Request a copy of the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your information, subject to records we must keep for legal, tax, or accounting reasons.

To make a request, contact us at contact@book-itusa.com. Depending on where you live, you may have additional rights under state privacy laws.

Note that you cannot opt out of essential service messages about an active booking while that booking is live, as they are necessary to deliver it.

9. Children

The Platform is not intended for anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

10. Cookies

We use cookies and similar technologies that are necessary for the Platform to function, such as keeping you signed in and maintaining your session security. You can control cookies through your browser, though disabling them may prevent parts of the Platform from working.

11. Third-party links

The Platform may link to third-party sites, such as a playlist you have shared. We are not responsible for their privacy practices, and we encourage you to read their policies.

12. Changes to this Policy

We may update this Policy from time to time. The “last updated” date above reflects the most recent version. Material changes will be communicated where reasonably practicable.

13. Contact

Questions or privacy requests: contact@book-itusa.com