Privacy Policy

1. What we collect, and when

In short: You give us most of this directly. The rest is the ordinary technical record a website keeps.

Visiting the site. Our website runs on Cloudflare's network, which records the usual technical details of each request (your IP address, browser type, the page requested, the time) in short-lived logs that we use for security and to keep the site working. We use no analytics or advertising tools and no tracking pixels.

Signing in. Your email address, the one-time link or code we send to it, the time you sign in, and a session cookie. There are no passwords.

Listing an act. The public profile you write: the act's name, kind, photo, tagline, bio, hometown, genres, menu items and prices, add-ons, technical notes, cancellation terms and any YouTube or Spotify links. Privately: your booking contact (a name, an email address, optionally a phone number, and how you prefer to be reached), your booking terms (deposit percentage, when the balance is due, whether you accept cash), and the status of the Stripe account you set up for payouts. Your identity documents and bank details go to Stripe, not to us (section 4).

Sending an inquiry. Your name, email address, phone number if you give one, the kind and date of the event, guest numbers and your message. The act sees your first name, the event details and the message with anything that looks like contact details hidden; your email and phone stay with BandMenu.

Requesting a booking (hosts). The name you give, your phone number (United States numbers only), the event: its kind, date, times, venue or address, guest numbers and notes; your messages with the act; the quotes and the agreement; the time, network address and browser of your electronic signature; and payment records (amounts, dates and Stripe's reference for each charge or refund). We never see or store card numbers.

Accepting a booking (acts). Your quotes, messages and electronic signature (time, network address, browser), and the payout records for the booking.

Venues and gigs. Business details of a venue (name, address, phone, website, hours, socials, photo), who manages it, any claim you send (your role and a message), and the gigs you post.

Writing to us. Whatever you include in an email to us.

2. What we use it for

• To run BandMenu: show listings and the calendar, pass inquiries and booking requests to acts, carry messages, prepare and keep the performance agreement, take payments and send payouts, and email you about things you have done or that affect you (a sign-in code, a new request, a signed agreement, a failed charge, a review decision).
• To keep the service safe and fair: stop spam, fraud and abuse; hide contact details in messages until a deposit is paid; enforce the no-contact-details rule on act pages; keep a record of who signed what and when.
• To help when something goes wrong: look into a dispute, a complaint or a refund, which may involve staff reading a booking's messages.
• To reach a host about their booking, which is why we ask hosts for a phone number. That number is for BandMenu's use only and is never shown to the act.
• To meet legal obligations: tax and accounting records, responding to lawful requests.

We do not use your information for advertising, we do not send marketing email today, and we do not profile you. If we ever start sending marketing email we will ask first and every message will have an unsubscribe link.

3. Who sees what

Publicly: an act's profile (section 1), its share card and page link, a venue's business details, and the calendar of gigs, including in the iCal feeds and in search engines. Your booking contact, your sign-in email, your phone number, your bookings and your messages are never public.

The other side of a booking: until the deposit is paid, the act sees the host's first name and the host sees the act's name, and contact details are hidden from both sides' messages. After the deposit, the host receives the act's booking contact (name, email, phone if given), and the act receives the host's full name and sign-in email. The act never receives the host's phone number.

BandMenu staff: the people who run BandMenu can see accounts, listings, bookings, payment records, signatures and messages in full, to review listings, run the service, resolve disputes and prevent abuse. Access is limited to that purpose.

The law: we disclose information when the law requires it, to respond to a valid legal request, or to protect someone's safety or our rights.

A successor: if BandMenu is sold or merged, your information goes with it under this policy, and we will tell you.

4. The companies that process it for us

These providers process your information on our behalf, under their own security and privacy commitments. We use no others today.

• Supabase: our database, sign-in service and file storage (act and venue photos). Everything in section 1 lives here.
• Cloudflare: hosts and serves the website, provides the domain and email security records, and runs Turnstile, the human check on sign-in and the inquiry form. Turnstile looks at browser signals to tell people from bots; it is the one place a third party sets something in your browser, and it does not track you across sites.
• Resend: sends our email (sign-in codes, booking and listing notifications). It processes the address and the content of each message.
• Stripe: processes payments and payouts. Hosts enter card details on Stripe's secure page, never on ours. Acts set up a Stripe account with us for payouts; Stripe collects the identity and bank details it needs and is the controller of that information. We store Stripe's references (a payment id, an account id and its status), not the underlying details.
• YouTube and Spotify: when an act page embeds a video or a playlist, your browser loads it from YouTube (in its privacy-enhanced mode) or Spotify, which may set their own cookies as they would on their own sites. They load only on pages that have an embed.

Our providers may process information in the United States and in other countries where they operate.

5. Cookies

We set only the cookies needed to sign you in and keep you signed in (named with an sb- prefix), plus a short-lived one that completes a sign-in link. They are not used for tracking. Delete them and you are simply signed out. We set no analytics, advertising or preference cookies. Turnstile and embedded YouTube or Spotify players may set their own, as described in section 4.

6. How long we keep it

• Your account and listings: until you delete them or ask us to.
• Bookings, performance agreements, signatures, payment and payout records: for as long as we need them to deal with disputes and to meet tax and accounting obligations, which we take to be seven years after the booking. These are the records we cannot delete on request (section 7).
• Messages and quotes: with their booking, for the same period.
• Inquiries: until the act or we delete them.
• Email: our provider keeps a record of each message sent for a limited time; we keep the content of emails you send us for as long as we need to deal with them.
• Technical logs: for the short periods our hosting providers keep them, typically days to a few weeks.

Backups of the database may keep deleted information for a short time afterwards before they are overwritten.

7. Your choices

• Edit: you can change your act, venue and gig listings yourself at any time. Your booking contact and terms are in your act's editor.
• Access and correction: email support@bandmenu.com and we will send you the personal information we hold about you, or correct it.
• Deletion: email support@bandmenu.com and we will delete your account and the personal information we are not required to keep. Records of bookings with money on them (section 6) must be kept; for those we remove or replace the personal details we can and keep the financial record.
• Email: the emails we send are about your account and your bookings, so there is no marketing to unsubscribe from. If that ever changes, every marketing message will carry an unsubscribe link.
• We answer requests within 30 days and may ask you to confirm your identity first (usually by writing from the email address on the account).

8. Children

BandMenu is for adults: you must be 18 or older to have an account, list an act, send an inquiry or book. We do not knowingly collect information from anyone younger; if you believe we have, tell us at support@bandmenu.com and we will delete it.

9. Security

Every connection is encrypted. Our database enforces access rules on every row, so an account can read only what it is allowed to, and the rules are tested. Card numbers never touch our systems. Secrets and keys are kept in our providers' secret stores, not in code. Staff access is limited to the people who run BandMenu. No system is perfectly secure; if you find a problem, please tell us at support@bandmenu.com and we will act on it quickly.

10. Changes to this policy

When our practices change, this page changes with them and the date at the top moves. For a change that affects you in a way you would want to know about, we will email account holders or post a notice on the site before it takes effect.

11. Contact

Hospitappity LLC, which operates BandMenu, based in Florida, United States. Email support@bandmenu.com.