Privacy Policy
Plain-language summary
Oikos Venue is software that wedding and event venues use to run their business. If you are a couple or guest who contacted a venue, the venue decides what it collects about you and why. Oikos stores and processes it for the venue, under contract, and for no other purpose. We do not sell personal information, we do not use it for advertising, and we do not use it to train AI models. Text messages go only to people who agreed to receive them, and replying STOP ends them.
1. Who we are and what this policy covers
This policy explains how Oikos United LLC ("Oikos," "we," "us") handles personal information in Oikos Venue (the "Service"): the venue workspace at app.oikosvenues.com, the inquiry forms, client portal, coordinator portal and signing pages it generates for each venue, the text messages and emails sent through it, and the website at oikosvenues.com.
We play two different roles, and the difference matters:
For the venue's own records, Oikos is a service provider (processor). When you submit a venue's inquiry form, sign its contract, use its client portal, or text its number, you are dealing with that venue. The venue is responsible for your information (the "controller"), and Oikos processes it only on the venue's instructions under our Data Processing Addendum. Questions about what a venue does with your information, or requests to see or delete it, are best sent to the venue first. You can also write to us and we will pass the request to the venue and help it respond.
For our own customers and our website, Oikos is the controller. That covers the account and billing information of venues that use the Service, and the information collected through oikosvenues.com.
Oikos United LLC's master Privacy Policy covers our website, our client tools, our marketing email lists, and the account and billing records of every customer who subscribes to an Oikos product. For the information inside Oikos Venue, this policy governs.
2. Information the Service holds
2a. About couples, event hosts and prospects (held for the venue)
- Contact details: name, partner's name, email addresses, phone number, preferred contact method, city and state.
- Event details: event type and date, backup dates, guest count, budget range, venue areas, package, planner name, day-of contact name and phone, emergency contacts, final headcount, whether alcohol will be served, and whether children will attend a tour.
- Your answers to the venue's forms and questionnaires, in whatever fields the venue sets up, including free text such as "anything else we should know."
- Accessibility needs you choose to tell the venue about for a tour.
- Communications: the text messages and emails exchanged with the venue through the Service, and the record of each message sent.
- Contracts and signatures: documents sent to you for signature, your typed or drawn signature, the name you adopted, your consent to sign electronically, the time of each signing event and, where recorded, the IP address and browser of the signing device.
- Payments: amounts, due dates, method (card, bank transfer, check or cash) and payment references. Card numbers are never stored by Oikos or the venue in the Service.
- The venue's notes about you, including notes staff write after a tour.
- Incident reports a venue records after an event, which can include descriptions and photos of an injury, property damage or behavior.
- Messaging preferences: whether you agreed to texts and emails, when, and from which venue; and any opt-out.
2b. About guests, coordinators and vendors (held for the venue)
Names and contact details a couple or venue adds (for example, a day-of contact or emergency contact); a coordinator's name, email and phone; a vendor's business contact details and insurance certificate.
2c. About venue staff and account holders (Oikos is controller)
Name, work email, role, availability and time off, the venue's business name, legal name, address and phone, subscription and billing status, and the Stripe customer and subscription identifiers. When a venue registers for text messaging we collect the business information US carriers require: legal name, business type, address, and a contact's name, title, email and phone. At signup we keep a one-way hash of the signup IP address to prevent abuse, not the address itself.
2d. Collected automatically
Our hosting providers process standard request data, including IP address and browser information, to deliver and protect the Service. The Service stores your sign-in session in your browser's local storage. The Service and website load fonts from Google Fonts, so your browser's IP address is sent to Google when a page loads. The website oikosvenues.com uses Cloudflare Web Analytics, which is cookieless: it sets no cookies, stores nothing in your browser, does not fingerprint you and does not follow you across sites or over time. It gives us aggregate counts of pages viewed, which site a visit came from, and visitors' country, browser, operating system and device type. It does not record the query string of the address you visited. The Service at app.oikosvenues.com, venue client portals and inquiry forms run no analytics at all.
2e. What we do not collect
No Social Security numbers, government ID numbers, dates of birth, full card numbers or bank account numbers. No advertising or cross-site tracking cookies, no advertising pixels, no advertising identifiers, and no analytics that identify or follow a person (Section 2d describes the cookieless website measurement). We do not buy personal information from data brokers.
3. How information is used
For the venue: to run the inquiry, tour, proposal, contract, payment-schedule, planning and event-day workflow the venue operates; to send the messages and reminders the venue sets up; to let you sign documents and see your plans and payments in the client portal; and to keep the venue's records.
For Oikos's own purposes: to provide, secure, support and bill for the Service; to prevent abuse and fraud; to comply with law; and to fix problems. We use information about how the Service performs to improve it, but we do not mine one venue's client data to benefit another venue.
We do not sell or "share" personal information as those terms are used in state privacy laws, we do not use it for targeted advertising, and we do not use it to train AI models.
4. Text messages
When you give a venue your phone number on its inquiry form, you can choose to let that venue text you about your inquiry, tours and your event. That box is never pre-checked and agreeing is not a condition of booking. We record that you agreed, when, and which venue you agreed to hear from.
- Who texts you: the venue named on the form, from a number provisioned for that venue through Oikos.
- What about: your inquiry, tour scheduling and reminders, and your event. Venues do not send marketing text messages through the Service.
- Frequency varies with your inquiry and event. Message and data rates may apply.
- To stop: reply STOP (or END, CANCEL, QUIT, UNSUBSCRIBE, STOPALL, REVOKE or OPT OUT). You will get one confirmation and no further texts from that venue. You can also tell the venue by any other reasonable means and it must honor it. Reply START to resume. Reply HELP for help.
- Mobile information is not shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and text-messaging consent collected through the Service are never shared with any third party, other than the carriers and messaging provider that deliver the messages.
The Messaging Terms at oikosvenues.com/sms-terms set out the full program terms.
5. Email
The Service sends email on each venue's behalf from an oikosvenues.com address: confirmations, tour reminders, documents to sign, payment reminders, and messages the venue writes. Each email is either transactional (it relates to an inquiry, tour, booking, contract, payment or document you have with the venue, including a countdown of what to lock in before your event) or commercial (for example an anniversary note, a request for a review, or an offer of the venue's extras). Every commercial email carries a one-click unsubscribe link that works without signing in, plus the venue's postal address, and is sent only to people who agreed to email from that venue on its form. Once you unsubscribe, the Service stops sending you that venue's commercial email. You can also reply to the venue, which receives every reply, or write to hello@oikosunited.com; we will make sure it is honored within 10 business days. Transactional messages carry no unsubscribe link and continue while your inquiry, booking or contract with the venue is active.
6. Oikos AI: what each feature sends
Oikos AI is included in every Oikos Venue plan and is off until the venue's owner turns it on. Its features are powered by Anthropic's Claude API. Under Anthropic's commercial API terms as of the effective date, Anthropic does not use API inputs or outputs to train its models. While Oikos AI is off, none of the features below sends anything to Anthropic, except the help assistant, which is sent nothing from the venue's records. We count each venue's AI replies per month to apply the allowance in the Terms; the count is a number, not the content.
- Lead concierge. Answers a prospect's questions on the venue's behalf. It is sent the conversation with that prospect, the venue's name, and the venue facts, policies, packages, promotions and calendar availability the venue has supplied. Our terms require venues to identify concierge messages as coming from an AI assistant, and the venue's team can take over any conversation.
- Check-ins. When Oikos AI is on, the check-in sent after a tour, or after an inquiry goes quiet, is written by AI. It is sent the prospect's first name, the tour date and the venue's name, and nothing else from the venue's records, and the message identifies itself as the venue's AI assistant. When Oikos AI is off, the venue's own template text is sent instead.
- Staff copilot. Answers a venue staff member's questions about their pipeline. It is sent the question and the relevant pipeline records, which can include couples' names, event dates and, for venue owners, amounts due.
- Help assistant. Answers "how do I" questions about the software. It is sent the question and the name of the screen, and nothing from the venue's records. Nothing is stored.
If the venue attaches Oikos Marketing Studio, a separate Oikos product (Section 7), two further features run on the same provider and are not part of Oikos AI:
- Marketing planner. Is sent aggregate figures about the venue's business, not individual records.
- Caption writer. Drafts social media posts for the venue's own accounts. It is sent the venue's name, the marketing goal and the note the venue's staff type about a photo or theme, and nothing from client records. Drafts are saved for the venue to review; nothing is posted without the venue.
AI features do not make decisions that produce legal or similarly significant effects about anyone. They do not score, approve or decline people.
7. Who we share information with
The venue. Information you give a venue is available to that venue's authorized staff, and to coordinators the venue invites, within the roles the venue sets. Coordinators cannot see payment information.
Service providers (sub-processors) that run the Service, each under contract and only to provide its function:
| Provider | What it does | Location |
|---|---|---|
| Supabase | Database, sign-in, file storage | United States |
| Render | Application hosting | United States |
| Cloudflare | Website hosting, content delivery, DNS, cookieless website analytics (oikosvenues.com only) | United States and global edge |
| Resend | Email delivery | United States |
| Twilio | Text message delivery | United States |
| Stripe | Payment processing | United States |
| Anthropic | Oikos AI, once the venue turns it on (Section 6) | United States |
| Google Fonts | Font delivery (receives IP address) | United States |
Other Oikos services the venue chooses to use. If a venue uses Oikos Books for its accounts, deposits and payments recorded in Oikos Venue are posted to the venue's Oikos Books ledger. If a venue attaches Oikos Marketing Studio, a separate Oikos United product, Oikos Venue makes the venue's own contact list (names, contact details, tags and consent status) available to it, so the venue can run its marketing in a place that honors each person's consent and opt-outs; it also receives the venue's bookings (dates, packages and guest counts, without names) and the titles of its calendar events, for planning. Both are operated by Oikos United LLC for the same venue; Oikos Venue's Terms, this policy and the Data Processing Addendum govern what Oikos Venue shares with them.
Social accounts. If a venue connects its Facebook, Instagram or TikTok account to post content, Oikos holds the access permission the venue granted. We do not send client data to those platforms.
Calendar feeds. A venue can subscribe to a private calendar feed of its events; events and tours in the feed show the couple's or visitor's name and the date.
Legal and safety. We disclose information where required by law or valid legal process, or to protect the rights, safety and security of people, the venues, or Oikos.
Business transfers. If Oikos is involved in a merger or sale of its business, information may transfer to the successor, subject to this policy.
8. Data retention
- While a venue uses the Service, its records are kept until the venue deletes them. Venue owners can delete a prospect's record and everything attached to it. A record linked to a booking cannot be deleted while that booking stands, because the venue may need it as a business record.
- Signed documents and their signing records are kept as long as the record they belong to. If the venue deletes a prospect's record after a document was fully signed, the sealed signed record is kept on its own, detached from the deleted record, as evidence of the agreement; it holds the signed text, the signers' names and email addresses and the signing events. Erasing one person everywhere in a venue (Section 9) is refused while they have a booking or a completed signature.
- When a venue's subscription ends, the workspace stays read-only for 90 days so the venue can export its data, and we then delete it, unless the venue asks us to delete it sooner.
- When a free trial ends without a subscription, the workspace stays read-only. If it remains unsubscribed for 12 months, we email the owner and delete it 30 days later.
- How these deletions are done. The end-of-subscription and end-of-trial deletions above are carried out by our team on that schedule; they are not yet automated, and the schedule is the same either way.
- Text-message opt-outs are kept for as long as the venue's account exists, so that an opt-out is never forgotten. If the venue's account is deleted, we keep only one-way hashes of the opted-out numbers and of the venue's texting number, so that the opt-out is still honored if that number texts again.
- Backups are kept by our database provider on a rolling schedule; deleted data leaves backups as they expire.
- We may keep limited records longer where the law requires it (for example, billing records for tax purposes).
9. Your rights and choices
Depending on where you live, you may have the right to know what personal information is held about you, to get a copy, to correct it, to delete it, and to opt out of sale, sharing or targeted advertising (which we do not do), and the right not to be discriminated against for exercising these rights. We extend these rights to everyone, wherever they live.
- If a venue holds your information, ask the venue. You can also email hello@oikosunited.com; we will forward your request to the venue within 5 business days and help it respond.
- If you are a venue user or account holder, email hello@oikosunited.com from your account address. We respond within 45 days.
- We may need to verify your identity before acting. You can use an authorized agent where the law allows.
- If we decline a request, you can appeal by replying to our decision; we respond to appeals within 60 days. If you are in Virginia or another state with an appeal right and remain unsatisfied, you can contact your state Attorney General.
10. Security
Information is encrypted in transit (TLS) and at rest by our database and storage providers. Each venue's data is separated from every other venue's: by row-level access controls enforced in the database, and, where our servers read or write on a venue's behalf, by checks that limit every request to that venue's records. Staff access is role-based, files are held in private storage, and signed documents carry a tamper-evident seal. No system is perfectly secure; if a breach affects your personal information we will notify the venue, and you where the law requires, without undue delay.
11. Cookies and local storage
The Service uses your browser's local storage to keep you signed in and to hold event-day checklists while you are offline. It uses no advertising or analytics cookies. The website oikosvenues.com uses no tracking cookies; its only measurement is the cookieless analytics described in Section 2d.
12. Children
The Service is for businesses and is not directed to children under 13. We do not knowingly collect personal information from children. A venue may record that children will attend an event; it should not record information about a child beyond what the event requires. If you believe a child's information has been provided to us, contact hello@oikosunited.com and we will delete it.
13. Where information is processed
The Service is operated from the United States and is offered to venues in the United States. Information is stored and processed in the United States.
14. Changes
We will post changes here, with a new version number and Last updated date, and a new effective date when a change takes effect later than it is posted. If a change materially affects how we handle personal information, we will notify venue account holders by email at least 30 days before it takes effect.
15. Contact
Oikos United LLC, Commonwealth of Virginia, USA (mailing address available on request) · hello@oikosunited.com