Privacy Policy

1. Who we are

Vistavent is a B2B event-services platform that helps organizations request tailored venue and vendor proposals. The Service is operated by HXE Vistavent Inc.. For privacy questions and requests to exercise privacy rights, contact us at sean.hu@vistavent.com.

2. Scope

This Policy applies to personal information we collect through the Service, including our marketing pages, the “Plan Your Event” request funnel, cookie consent tools, and related communications. It does not apply to third-party websites, venues, or vendors that may receive information about you when you request quotes; those parties’ privacy practices are governed by their own policies.

3. Personal information we collect

Depending on how you use the Service, we may collect:

• Identifiers and contact details — such as first name, last name, work email address, phone number, and company name.
• Event and commercial information — such as city or location, event type or purpose, preferred date(s), guest count, budget range, and free-text notes about requirements (for example AV, catering, or accessibility needs).
• Communications preferences — such as whether you agree to be contacted about your request and, if offered, marketing preferences.
• Internet / device information — such as IP address, browser type, device identifiers, pages viewed, referring URL, and approximate location derived from IP, when collected through necessary operations or analytics tools you allow.
• Security and anti-abuse signals — such as tokens and related signals from Cloudflare Turnstile or similar bot-protection services used when you submit a form.
• Local device storage — if you use “Save & exit,” we may store a draft of your funnel answers in your browser’s local storage so you can resume later. That draft stays on your device until you submit successfully or clear it.

We do not intentionally collect government ID numbers, precise geolocation, financial account numbers, or other sensitive personal information as defined under California law through the current request form. Please do not include sensitive data in free-text notes.

4. Sources of personal information

• Directly from you (forms, emails, and other communications).
• Automatically from your browser or device (cookies, pixels, and similar technologies, subject to your consent choices where required).
• From service providers that help us operate the Service (for example hosting, security, analytics, or email delivery).

5. How we use personal information

We use personal information to:

• Receive, process, and respond to your event planning request.
• Match your requirements and facilitate proposals from venues and/or vendors.
• Communicate with you about your request, quotes, and related customer support.
• Operate, secure, troubleshoot, and improve the Service (including fraud and abuse prevention).
• Measure site performance and marketing effectiveness when you consent to analytics or marketing cookies.
• Send marketing communications only where permitted by law and, where we ask for it, based on your opt-in choice. You may unsubscribe at any time.
• Comply with legal obligations and enforce our terms.

6. How we disclose personal information

We may disclose personal information to:

• Venues and vendors — only after you confirm or otherwise authorize sharing for your request. We do not automatically push your personal information to matched venues or vendors without that confirmation. Once shared with your authorization, those parties become independent controllers of the information they receive.
• Service providers / processors — companies that host our website and APIs, provide security (including Cloudflare), email or messaging, analytics (when enabled), customer support tools, or similar services under contractual obligations to protect personal information.
• Legal and safety — when we believe disclosure is required by law, legal process, or to protect rights, safety, or security.
• Business transfers — in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality protections.

We do not sell personal information for money. Depending on how advertising and analytics technologies are configured, some disclosures for cross-context behavioral advertising may be treated as a “sale” or “share” under California law. See Section 10 for your choices.

7. Cookies and similar technologies

We use necessary cookies to run the Service and remember your cookie choices. Analytics and marketing cookies or tags (for example via Google Tag Manager, when configured) load only after you opt in through our cookie banner or Cookie settings. For category details and how to change your choices, see our Cookie Policy.

8. Retention

We host and process Service data on servers located in the United States. We retain personal information for as long as needed to fulfill the purposes described in this Policy (including completing your request and related follow-up), to maintain business records, resolve disputes, and meet legal, tax, or accounting requirements. Drafts stored in your browser via “Save & exit” remain until you submit, clear site data, or we clear them on successful submission.

9. Security

We use administrative, technical, and organizational measures designed to protect personal information, including HTTPS, bot protection on form submission, and access controls on our systems. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

10. Your U.S. privacy rights

Depending on where you live (including California and other states with comprehensive privacy laws), you may have the right to:

• Know / access the personal information we have collected about you.
• Correct inaccurate personal information.
• Delete personal information, subject to legal exceptions.
• Receive a portable copy of certain information.
• Opt out of the “sale” or “sharing” of personal information for cross-context behavioral advertising, if applicable.
• Limit the use and disclosure of sensitive personal information, if we collect it (we do not currently seek sensitive personal information through the request form).
• Not be discriminated against for exercising privacy rights.

How to exercise rights. Email sean.hu@vistavent.com with the subject line “Privacy Request,” describe the right you wish to exercise (for example access, correction, or deletion), and provide enough information for us to verify your identity and locate your records (for example the email address used in a request). You do not need a separate account portal to submit a request. Authorized agents may submit requests where permitted by law; we may require proof of authorization and verification. We aim to respond within the timeframes required by applicable law (for example, within 45 days under California law, subject to permitted extensions).

Do Not Sell or Share. You can limit advertising and analytics cookies through our cookie banner / Cookie settings. To submit a broader opt-out request, email us at the address above with “Do Not Sell or Share” in the subject line. If we deploy a Global Privacy Control (GPC) signal handler, we will treat a valid GPC signal as an opt-out of sale/sharing for that browser where required by law.

Appeals. If we deny your request, you may appeal by replying to our decision email. If you remain unsatisfied, you may contact your state attorney general or other applicable regulator.

11. International processing

HXE Vistavent Inc. is organized in the State of Nevada, United States, and we operate the Service using infrastructure located in the United States. If you access the Service from outside the United States, your information may be processed in the United States and other countries where we or our service providers operate. Those countries may have privacy laws different from those where you live. Where required, we use appropriate contractual and organizational safeguards for cross-border transfers.

12. Children’s privacy

The Service is intended for business users and is not directed to children under 18. We do not knowingly collect personal information from children under 18. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

13. Third-party links and partners

The Service may link to third-party sites or enable you to interact with venues and vendors. We are not responsible for their privacy practices. Review their policies before providing information to them.

14. Changes to this Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we post revisions. Material changes may also be highlighted on the Service or communicated by email where appropriate. Continued use of the Service after an update means you acknowledge the revised Policy.

15. Contact us

Privacy questions and requests: sean.hu@vistavent.com.

Operator: HXE Vistavent Inc.
Registered address: 732 S 6TH ST STE N LAS VEGAS, NV 89101
Website: https://vistavent.com