The short version: we collect what you give us so we can quote, book, and invoice your event, plus basic site analytics. We don't sell your information or use it for advertising. Payments run through Intuit, so we never handle your card or bank details.
What we collect
- Quote requests: your name, company, email, phone, event date, location, notes, and the quote you built (guests, hours, add-ons, and total).
- Contact form: whatever you type into it.
- Online booking: your title and phone, your company's legal name, the venue's address, the service start time, the on-site contact's name and mobile, your answers about the venue and insurance, an optional PO number, and your signature.
- Signature record: the name you type, the time, your IP address, and your browser, saved with the exact agreement text you signed.
- Payments: the amount, date, and method (bank transfer or card) that Intuit reports to us. We never receive or store full card or bank account numbers.
- Email: what you send to info@valdezny.com.
- Analytics: pages visited, clicks, and the choices you make in the quote tool, with your device, browser, and approximate location. See Analytics and cookies below.
How we use it
- To answer you, prepare your Quote, and confirm availability.
- To prepare your agreement and invoices, and to collect payment.
- To plan your event: load-in, venue access, insurance certificates, and staffing.
- To keep business, tax, and legal records.
- To see how the site is used and make it better.
We don't sell or rent your information, and we don't use it for advertising.
Who helps us
These services handle information for us:
- Netlify hosts this site and runs the code that handles quotes and bookings, including stored quote requests and signature records.
- Intuit QuickBooks and QuickBooks Payments hold customer records, estimates, and invoices, and process payments.
- Google Workspace carries our email, including Quotes, booking links, and signed copies.
- Formspree delivers messages from our contact form.
- PostHog provides site analytics. It doesn't run on booking pages.
Details from our QuickBooks, such as your estimate, invoices, and payment status, stay with Intuit, Netlify, and Google Workspace, which run our books, site, and email. We don't give anyone else access to them, and PostHog never receives them.
We share event details with your venue or building management only as the event needs, such as for an insurance certificate or vendor registration. We also disclose information when the law requires it.
Our QuickBooks connection
This site connects only to ValdezNY's own QuickBooks company. It uses your details there to create your customer record, estimate, and invoices. It never connects to your QuickBooks or reads your company's books.
If we disconnect QuickBooks, the site deletes its QuickBooks access keys and every QuickBooks detail it stored.
Analytics and cookies
We use PostHog to see which pages people visit and how they use the quote tool. PostHog stores a random identifier in a cookie and in your browser's local storage so that visits can be counted, and it estimates your location from your IP address. We don't send your name or email to PostHog.
When you open a booking link, we set one more cookie, which keeps your booking open in that browser. It's sent only over HTTPS, scripts on the page can't read it, it expires when your link does, and it isn't used for analytics.
You can block cookies in your browser or use a content blocker. The site still works without them, except online booking, which needs its booking cookie.
How long we keep it
We keep quote requests and booking records only as long as we need them to serve you and to meet our tax and legal record-keeping duties. Signed agreements and invoices are business records, so we keep them longer than quote requests that never become bookings.
The site keeps its own copy of QuickBooks details, such as your estimate and invoice numbers and payment status, only while your booking needs it. It deletes that copy 30 days after your event or your final payment, whichever comes later, or 30 days after your booking link expires if the booking wasn't completed. Your invoices stay in our QuickBooks as our accounting records.
Your choices
Email info@valdezny.com to see, correct, or delete the information we hold about you. We reply within 30 days. We can't delete records the law requires us to keep, such as invoices and signed agreements, but we'll tell you what we keep and why.
Security
The keys that connect this site to QuickBooks and our email are encrypted and stored only on the servers that run this site. They never appear in a page you load, an email, or a link. The whole site runs over HTTPS, and booking pages tell your browser not to keep a copy. No system is perfectly secure. If a breach ever affects your information, we'll notify you as the law requires.
Children
This site and our services are for businesses and adults. We don't knowingly collect information from children under 13.
Changes
We update this page when our practices change. The date at the top shows the current version.
Contact
ValdezNY LLC, New York, NY · info@valdezny.com · (646) 552-1579. Our terms of use cover the site, quotes, and online booking.