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Privacy & TermS

# Privacy Policy

**Soul Agave**
Last updated: 18 September 2026

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## 1. Who we are

Soul Agave is an event planning, design and production studio based in Arizona. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have.

If you have questions about this policy or want to exercise any of the rights described below, contact us at **hello@soulagave.com**.

## 2. Two kinds of information, two different roles

This is the most important thing to understand about how we handle data.

**Information about our clients.** When you hire Soul Agave, we collect and use your information to plan and produce your event. We decide how that information is used, within the terms of our agreement with you.

**Information about guests of our clients.** When you respond to an invitation, complete an RSVP, or use an event website we operate, we are handling your information *on behalf of the client hosting that event* — the couple, family or organization who invited you. We use it only to help them plan and run their event. If you want your information removed or corrected, you can contact us directly and we will act on it, and we will also tell the host.

## 3. What we collect

**From clients**
Name, email address, phone number, mailing address, event date and location, budget and payment information, vendor preferences, planning documents and notes, messages exchanged with us, and any files you upload to our client portal.

**From guests**
Name, email address, phone number, mailing address, party size, attendance responses, meal selections, dietary requirements and allergies, accessibility needs, guest relationships and seating preferences, any messages or photos submitted through an event website, and any other information the host chooses to collect through their RSVP form.

**From anyone who contacts us**
Whatever you provide through an inquiry form, email, text or booking request, including the answers to any questions on that form.

**Automatically, from visitors to our websites**
Basic technical information such as IP address, browser type, device type, pages viewed and referring page. We use this to keep the site working and secure.

**We do not collect** Social Security numbers, government identification numbers, or payment card numbers. Payments are processed by a third-party payment processor; we never see or store full card numbers.

## 4. How we use information

- To plan, design, coordinate and produce events
- To communicate with clients about their event and with guests about an event they were invited to
- To coordinate with vendors on a client's behalf
- To prepare proposals, contracts, invoices and payment records
- To operate our client portal and the event websites we host for clients
- To send text message updates to guests who have opted in (see section 6)
- To improve our services and keep our systems secure
- To meet legal, tax and accounting obligations

We do not sell personal information. We do not share personal information with third parties for their own marketing purposes.

## 5. Dietary requirements, allergies and accessibility needs

Some of what guests tell us — a food allergy, a dietary restriction, an accessibility requirement — is sensitive by nature. We collect it only because it is necessary to serve you safely at the event.

This information is shared with the client hosting your event and with the caterer, venue or vendor who needs it to accommodate you. It is not used for any other purpose, and it is not retained beyond the period described in section 9.

## 6. Text messages (SMS)

If you provide a mobile number and opt in while responding to an event invitation, Soul Agave may send you text messages about that event — schedule and timing, venue and parking details, changes to plans, and day-of reminders.

**How we collect your number.** Mobile numbers are provided voluntarily by guests when responding to an invitation on an event website we host on behalf of our clients. You are asked separately to agree to receive text messages. Providing a number does not by itself enroll you.

**What we send.** Event logistics and updates only. We do not send marketing or promotional messages by text, and we do not text you about events you were not invited to.

**How we use your number.** Only to send you messages about the event you responded to, and to share your response and related details with the client hosting that event. **We do not sell mobile numbers, and we do not share them with third parties for their own marketing.** Numbers are shared only with our messaging provider for the sole purpose of delivering these messages.

**Opting out.** Reply STOP to any message and you will receive no further texts. Reply HELP for assistance, or contact hello@soulagave.com. Message frequency varies. Message and data rates may apply. Consent is not a condition of attending an event or of any purchase.

**Retention.** Mobile numbers and consent records are kept for the duration of the event and a reasonable period afterward, and are deleted on request.

## 7. Who we share information with

**The client hosting your event.** Guests' responses, contact details and requirements are shared with the host — that is the purpose of collecting them.

**Vendors working on an event.** Caterers, venues, photographers, florists, rental companies and similar, but only what they need to do their job. A caterer receives meal counts and dietary requirements. A venue receives headcount and timing. None of them receive your full record.

**Service providers who operate our systems.** We use third parties for hosting and databases, email delivery, text message delivery, payment processing, file storage, scheduling and design. They process information on our instructions and are not permitted to use it for their own purposes.

**Professional advisors and authorities.** Our accountants and lawyers where necessary, and government authorities where we are legally required to disclose.

**In a business transfer.** If Soul Agave is sold or merged, information may transfer as part of that transaction, subject to this policy.

## 8. Where information is stored and how it is protected

Information is stored on servers in the United States operated by our hosting providers. We protect it with access controls, encryption in transit, restricted staff access, and audit logging of changes to client and guest records.

No system is perfectly secure. We do not promise that information can never be accessed improperly, but we take reasonable steps to protect it and will notify affected people and any required authority if a breach occurs.

## 9. How long we keep information

**Client records** are kept for the duration of the engagement and for seven years afterward, to meet tax, accounting and legal obligations.

**Guest records** are kept for the duration of the event and for up to twelve months afterward, so that hosts can complete thank-you notes, resolve vendor questions and access their own records. After that they are deleted or anonymized.

**Mobile numbers and consent records** follow section 6.

**Inquiry and lead records** are kept for up to three years.

You can ask us to delete your information sooner, and we will do so unless we are legally required to keep it.

## 10. Your choices and rights

Wherever you live, you can ask us to:

- Tell you what information we hold about you
- Correct anything that is wrong
- Delete your information
- Stop sending you text messages, emails or other communications

**If you are a California resident**, you also have the right to know what categories of personal information we collect, use, disclose and — if we did — sell or share; the right to request deletion; the right to correct inaccurate information; and the right not to be discriminated against for exercising these rights. **We do not sell or share personal information as those terms are defined under California law.**

To exercise any of these, email **hello@soulagave.com**. We will respond within the time the law requires. We may need to verify your identity before acting on a request.

## 11. Children

Our services are not directed at children, and we do not knowingly collect information from anyone under 13. Children do appear on guest lists — a name, a meal choice, an age for seating — and that information is provided by the adult responding on their behalf and is used only to plan the event. If you believe we have information about a child that should not be there, contact us and we will remove it.

## 12. Cookies and analytics

Our websites use cookies to keep the site working, remember your preferences and understand how the site is used. You can block or delete cookies through your browser settings, though some parts of the site may not work properly if you do.

Event websites we host for clients may include basic analytics so the host can see how many people have visited and responded. These do not track you across other websites.

## 13. Links to other sites

Our sites may link to vendor websites, registries and other third parties. We are not responsible for their privacy practices, and this policy does not apply to them.

## 14. Changes to this policy

We may update this policy. When we do, we will change the date at the top. If a change materially affects how we use your information, we will make that clear on the site or tell you directly.

## 15. Contact

**Soul Agave**
hello@soulagave.com
soulagave.com

For questions about information collected for a specific event, you may also contact the client hosting that event.