Privacy Policy

1. Introduction

Welcome to VendHive (“VendHive,” “we,” “us,” or “our”), accessible at https://bookvendhive.com. VendHive operates an online event vendor marketplace that connects event hosts, planners, and guests (“Buyers” or “Event Hosts”) with independent mobile bars, coffee carts, dessert stations, catering carts, and specialty event service providers (“Vendors”).

This Privacy Policy explains what information we collect when you browse our website, submit an event quote inquiry, create a user or vendor account, or interact with our services, how we use and share that information, and the choices you have regarding your personal data.

2. Information We Collect

We collect information in the following ways depending on how you use VendHive:

• Event Inquiry & Quote Request Information (Event Hosts): When you request a quote from a Vendor or use our Concierge Match feature (whether signed in or as a guest), we collect your name, email address, optional phone number, event date, requested event start and end time window, estimated guest count, event city and state, event type, estimated budget, selected package, and any special instructions or message notes you provide.
• Account & Authentication Information: When you register or sign in via our authentication provider (Clerk), we receive your name, email address, profile avatar, and unique authentication identifier.
• Vendor Profile & Listing Information (Vendors): When you onboard as a Vendor, we collect your business name, business description, service city/state/zip code, travel radius, external website and Instagram URLs, pricing packages, blocked calendar dates/time slots, and media files (such as logos and gallery photos) that you upload.
• Reviews & Ratings: When you submit a review for a Vendor, we collect the star rating, written feedback, and your display name (formatted as your first name and last initial or email handle).
• Technical & Usage Information: We automatically collect standard technical information sent by your browser, including IP address, browser type, device type, referring pages, and aggregate listing view counts to help Vendors understand their storefront traffic and to protect our platform against spam and abuse.

3. How We Use Your Information

We use the information we collect to:

• Deliver your event quote inquiries and booking requests to the Vendor(s) you select or match with.
• Send transactional email notifications (such as inquiry confirmation receipts, new lead alerts for Vendors, and booking confirmation updates).
• Operate, maintain, and display public Vendor storefronts, service listings, pricing packages, and real-time date/time availability calendars.
• Prevent fraudulent inquiries, automated bot submissions, and abuse (including rate-limiting and honeypot spam checks).
• Respond to customer support requests sent to info@bookvendhive.com.

4. How Your Information Is Shared

We do not sell your personal information to third-party data brokers or advertisers. We share your information only in the following circumstances:

• Direct Vendor Quote Inquiries: When you submit a quote request on a specific Vendor's listing, your contact details (name, email, phone number) and event details are shared directly with that Vendor so they can reply with a custom quote and confirm availability.
• Multi-Vendor Network & Concierge Matching: If you leave the optional “Get quotes from similar local vendors” box checked on a listing inquiry form, or if you submit a request through our “Get Matched with Local Vendors” modal, we share your inquiry with up to 3–4 available Vendors on VendHive whose category, location, and schedule match your event date and time frame.
• Public Vendor Storefronts & Reviews: Vendor business profiles, service listings, packages, blocked availability windows, and submitted customer reviews are publicly visible to visitors and search engines.
• Trusted Infrastructure Service Providers: We use industry-standard service providers to run VendHive, including Clerk (user authentication), Supabase / PostgreSQL (secure database hosting), Resend (transactional email delivery), and UploadThing (media and image hosting). These providers process data solely on our behalf under strict security and confidentiality obligations.
• Legal Compliance & Safety: We may disclose information if required to do so by law, subpoena, or legal process, or when necessary to protect the rights, property, or safety of VendHive, our users, or the public.

5. Cookies & Authentication Sessions

VendHive uses essential cookies and local storage tokens managed by our authentication provider (Clerk) to keep you securely signed in, protect your dashboard session against cross-site request forgery (CSRF), and remember your session preferences. You can configure your browser to block cookies, though doing so may prevent you from signing into the Vendor Dashboard.

6. Data Retention & Security

We retain account and inquiry records for as long as necessary to provide our marketplace services, allow Vendors to manage their booked events and leads history, resolve disputes, and comply with legal obligations. We implement administrative, technical, and physical safeguards—including TLS/HTTPS encryption in transit and role-based access controls—to protect your data.

7. Your Privacy Rights & Choices

Depending on your location (including residents of California, Virginia, Colorado, and the European Economic Area), you may have the right to:

• Request access to a copy of the personal data we hold about you.
• Request correction of inaccurate account, listing, or inquiry information.
• Request deletion of your account, vendor profile, or past quote inquiries.

To exercise any of these rights, please email us at info@bookvendhive.com from the email address associated with your account or inquiry.

8. Children's Privacy

VendHive is intended for adults planning events or operating event businesses and is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect new features or regulatory requirements. When we make material changes, we will update the “Last Updated” date at the top of this page.