GuildeHall LLC (“GuildeHall,” “we”) operates guildehall.com and respects your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights.
1. Information We Collect
Information you provide directly:
- Contact form submissions — name, email address, and message content.
- Booking requests — name, email, phone number, mailing address, event details (date, type, number of guests, etc.), and answers to venue-specific questions.
- Rental agreement acceptance — typed legal name, acceptance timestamp, and IP address at the time of acceptance.
- Payment information — handled entirely by Stripe. GuildeHall does not receive, store, or have access to your full card number. We receive limited metadata about the payment (amount, status, and a Stripe payment identifier) for reconciliation.
Information collected automatically:
- IP address, browser type, device identifiers, and referring URL, logged by our hosting provider (Cloudflare) for security and performance purposes.
- Essential session cookies required for the site to function. See our Cookie Notice for details.
We do not currently use third-party analytics, advertising, or tracking cookies.
2. How We Use Your Information
We use your information to:
- Respond to inquiries submitted through the Service.
- Facilitate booking requests, including forwarding your details to the relevant Host.
- Process payments, refunds, and security deposit releases.
- Send transactional email — booking confirmations, agreement links, payment links, refund notifications, and similar.
- Comply with legal obligations, including tax and recordkeeping requirements.
- Detect and prevent fraud, abuse, and security incidents.
- Send marketing email (newsletters) only if you opted in, and you may unsubscribe at any time.
3. Who We Share Information With
- Hosts — when you submit a booking request, we share your relevant information (name, contact, event details) with the Host whose venue you want to book. Hosts receive the information necessary to evaluate and fulfill the booking.
- Stripe — for payment processing. Stripe’s privacy policy is at stripe.com/privacy.
- Resend — our email service provider, for delivering transactional and marketing email. Resend’s privacy policy is at resend.com/legal/privacy-policy.
- Cloudflare — our hosting, CDN, and database provider. Cloudflare’s privacy policy is at cloudflare.com/privacypolicy.
- Legal authorities — if required by subpoena, court order, or applicable law, or to protect the rights, property, or safety of GuildeHall, our users, or others.
We do not sell your personal information. We do not share your information for third-party advertising purposes.
4. How Long We Keep Information
- Booking records (including payment metadata and rental agreement acceptance records) — retained for seven (7) years after the event date, for tax, accounting, and legal purposes.
- Contact form submissions — retained for up to two (2) years, then deleted or anonymized.
- Marketing email subscription records — retained until you unsubscribe, plus a reasonable period to honor your unsubscribe request.
- Server and security logs — retained by Cloudflare per their standard policy, typically not more than 30 days.
5. How We Protect Your Information
We use industry-standard security measures, including encryption in transit (HTTPS for all traffic), database access controls, and limiting payment card exposure by routing all card data directly to Stripe. No method of transmission or storage is 100% secure, however, and we cannot guarantee absolute security.
6. Your Rights
Depending on where you live, you may have rights regarding your personal information. These rights generally include:
- Access — to request a copy of the information we hold about you.
- Correction — to request correction of inaccurate information.
- Deletion — to request deletion of your information, subject to our legal retention obligations.
- Portability — to receive your information in a structured, commonly used format.
- Opt-out of marketing — at any time, by clicking unsubscribe in any marketing email.
Virginia residents (VCDPA): you have the above rights and may also appeal a denied request by contacting us.
California residents (CCPA/CPRA): you have the above rights plus the right to know what categories of personal information we have collected and to non-discrimination for exercising your rights. We do not sell or share personal information for cross-context behavioral advertising.
To exercise any right, email [email protected] with the subject line “Privacy Request.” We will respond in a reasonable time consistent with applicable law.
7. Children
GuildeHall is not directed to children under 13 (or under 16 where applicable), and we do not knowingly collect personal information from them. If you believe a child has submitted information, contact us and we will delete it.
8. International Users
GuildeHall is operated from the United States and currently serves the Commonwealth of Virginia. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.
9. Changes to This Policy
We may update this Privacy Policy from time to time. The “Effective date” at the top reflects when it was last revised. Material changes will be highlighted on the Service or communicated by email where appropriate.
10. Contact
Email [email protected] with any privacy questions, concerns, or requests.