1. Introduction
This Privacy Policy applies to Avalon Concierge, a brand operated by Zentrust LLC, a Florida limited liability company doing business as Avalon Concierge ("Avalon Concierge," "we," "us," or "our"). We operate an AI-powered concierge platform that helps couples explore wedding venues, ask questions, and schedule tours. This Privacy Policy explains how we collect, use, share, and protect your personal information when you interact with our chatbot, dashboard, or any part of our Service.
We are committed to protecting your privacy and handling your data with transparency and care.
2. Information We Collect
We collect the following categories of information during your interaction with the Avalon Concierge platform:
| Data Type | Examples | Purpose |
|---|---|---|
| Contact Information | Name, email address, phone number | Tour scheduling, confirmations, follow-ups |
| Event Details | Wedding date, estimated guest count, budget range | Venue matching and lead qualification |
| Tour Information | Preferred tour date and time | Calendar booking and reminders |
| Conversation Data | Messages exchanged with the chatbot | Providing accurate responses, improving service quality |
| Session Data | Session ID, timestamps, interaction status | Maintaining conversation continuity |
| Opt-in Preferences | Email follow-up consent, SMS consent, vendor recommendation consent | Respecting your communication preferences |
| Mobile Information | Phone number, SMS opt-in timestamp, opt-out status | Sending transactional SMS messages (only if you opt in) |
| Payment Information | Payment confirmation, deposit amount (card data handled by Stripe) | Processing tour or event deposits |
| Dashboard Access | Email, password (hashed), role | Authenticated access to venue analytics |
3. How We Collect Information
Information is collected through:
- Direct input — information you type into the chatbot (name, email, phone, dates)
- Contact cards — structured input forms within the chat widget
- Opt-in buttons — explicit consent buttons for email follow-up communications, SMS reminders, and vendor recommendations
- Payment forms — hosted by Stripe for deposit collection (Avalon Concierge never sees or stores your card number)
- Dashboard login — email and password for venue staff accessing analytics
We do not use cookies for tracking. We do not collect information from third-party sources. We do not use browser fingerprinting or hidden tracking technologies.
4. How We Use Your Information
Your information is used for the following purposes:
- Tour scheduling — creating calendar events and sending confirmation emails
- SMS notifications — sending tour reminders, booking confirmations, invoice notifications, and form reminders via text message (only if you opt in)
- Deposit collection — processing tour or event deposits through Stripe on behalf of the venue
- Venue communication — sharing your inquiry with the venue's events team so they can prepare for your visit
- Follow-up communications — tour reminders, post-visit follow-ups, and promotional offers (only if you opt in)
- Vendor recommendations — connecting you with trusted wedding vendors such as photographers, DJs, caterers, and planners (only if you opt in)
- Analytics — aggregated, non-identifying statistics displayed on the venue dashboard to measure service effectiveness
- Service improvement — analyzing conversation patterns to improve the chatbot's accuracy and helpfulness
5. SMS Communications and Mobile Information
SMS opt-in is separate from other consents. You will only receive text messages if you explicitly opt in via a dedicated SMS consent prompt presented within the Avalon Concierge chat widget after completing a tour booking.
When you opt in to SMS, we use your mobile phone number to send the following transactional messages on behalf of the venue partner:
- Tour reminders (typically 24 hours before your scheduled tour)
- Booking confirmations (immediately after a tour is booked)
- Invoice notifications (when a venue sends an invoice through Stripe)
- Tasting or preference form reminders (when applicable)
We do not send marketing or promotional SMS messages. SMS frequency is limited to a maximum of 6 messages per booking, with a typical booking generating 2-3 messages total.
Mobile information is never sold, shared, or transferred to third parties or affiliates for marketing or promotional purposes. Your phone number and SMS opt-in status are shared only with our SMS subprocessor (Twilio) to deliver messages, and with the partner venue whose website you used to book.
Opt out at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, OPTOUT, or REVOKE to any text message. After opting out you will receive one confirmation message and no further messages from us. You can also email support@avalonconcierge.ai to request opt-out.
For help, reply HELP or INFO to any message, or email support@avalonconcierge.ai.
Message and data rates may apply per your mobile carrier. Avalon Concierge does not charge any fee for SMS messages. See our SMS Terms & Conditions for full details.
6. How We Share Your Information
We share your information only in the following circumstances:
- With the venue partner — the venue whose website you are using receives your contact information and event details to follow up on your inquiry and prepare for your tour. This sharing is necessary to provide the Service.
- With wedding vendors — only if you explicitly opt in to vendor recommendations, your name, email, and phone number may be shared with the venue's trusted vendor partners. You can withdraw this consent at any time.
- Service providers (subprocessors) — we use third-party services to operate the platform, including cloud hosting (Supabase), email delivery (SendGrid), SMS delivery (Twilio), calendar integration (Google), payment processing (Stripe), and AI language model processing (OpenAI). These providers process data on our behalf and are bound by their own privacy policies.
- Legal requirements — we may disclose information if required by law, regulation, or legal process.
We never sell your personal information to third parties. Mobile information (phone number, SMS opt-in status) is never shared with third parties or affiliates for marketing purposes.
7. Your Choices and Rights
You have the following rights regarding your information:
- Opt out of email follow-ups — click the unsubscribe link in any email, or contact us at support@avalonconcierge.ai
- Opt out of SMS — reply STOP to any text message, or contact us
- Withdraw vendor consent — contact us to stop sharing your information with vendors
- Request your data — contact us to receive a copy of the personal information we hold about you
- Request deletion — contact us to have your personal information deleted from our systems
- Correct your data — contact us to update or correct any inaccurate information
To exercise any of these rights, email support@avalonconcierge.ai with your name and the email address or phone number you used.
8. Data Retention
We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy:
- Active leads — retained for up to 90 days after your last interaction, after which your lead is automatically expired and marked as inactive
- Conversation history — retained for up to 90 days for service continuity
- SMS opt-in/opt-out records — retained as required for compliance with telecommunications regulations
- Payment records — retained as required by applicable financial regulations and for dispute resolution
- Unsubscribed users — contact information is retained in inactive status to ensure we do not contact you again
You may request earlier deletion at any time by contacting us.
9. Data Security
We take reasonable measures to protect your information, including:
- Encrypted data transmission (HTTPS/TLS) for all communications
- Secure database hosting with row-level security and access controls
- Encrypted credential storage for all API integrations
- Payment processing handled entirely by Stripe (PCI DSS Level 1 compliant) — we never store card numbers
- Authenticated dashboard access with password hashing
While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
10. 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. If we learn that we have collected information from a child under 18, we will delete it promptly.
11. Third-Party Services (Subprocessors)
Our platform integrates with the following third-party services:
- Supabase — database hosting (Privacy Policy)
- SendGrid (Twilio) — email delivery (Privacy Policy)
- Twilio — SMS delivery (Privacy Policy)
- Google Calendar — tour scheduling (Privacy Policy)
- Stripe — payment processing (Privacy Policy)
- OpenAI — AI language model processing (Privacy Policy)
These services have their own privacy policies and data handling practices.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. If we make material changes, we will make reasonable efforts to notify affected users. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.
13. California Residents
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt out of the sale of your information. We do not sell personal information. To exercise your CCPA rights, contact us at support@avalonconcierge.ai.
14. Florida Residents
If you are a Florida resident, you may have rights under the Florida Digital Bill of Rights (FDBR), including the right to access, correct, and delete your personal data. To exercise these rights, contact us at support@avalonconcierge.ai.
15. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
Avalon Concierge (operated by Zentrust LLC)
Email: support@avalonconcierge.ai