Coordivio provides an operating system for live event businesses. The platform may include event management, CRM, contracts, payments, full financial systems, warehouse management, labels, timelines, business-type pillars, integrations, and Vera, Coordivio's AI-assisted operational assistant.
This Privacy Policy explains how Coordivio collects, uses, stores, shares, and protects information when operators, employees, contractors, clients, guests, vendors, and other users access or use the platform, websites, portals, integrations, and related services.
Coordivio is built on a core principle: operators own their business data. Coordivio processes that data to provide the services requested by the operator and to improve platform reliability, security, and operational intelligence.
This Policy applies to Coordivio websites, applications, portals, mobile or responsive interfaces, AI-assisted tools, onboarding flows, payment workflows, accounting workflows, public guest or client portals, and any integrations enabled by an operator.
This Policy does not apply to third-party websites or services that Coordivio does not own or control. Third-party integrations may have their own privacy policies, terms, and data-handling rules.
Coordivio collects information necessary to operate a live event business system. The exact information collected depends on the features an operator enables and the data entered into the platform.
Account and identity information may include names, email addresses, phone numbers, usernames, passwords or authentication credentials, role assignments, permissions, multi-factor authentication settings, and login activity.
Business profile information may include company names, brands, business pillars, tax jurisdictions, addresses, service areas, business contacts, policies, payment settings, contract templates, proposal preferences, and onboarding responses.
Event and operational data may include inquiries, leads, proposals, contracts, timelines, menus, recipes, production plans, staffing plans, warehouse items, labels, rental items, floor plans, customer notes, guest information, allergies, vendor details, purchase orders, inventory counts, bar records, delivery details, load sheets, and event outcomes.
Financial data may include invoices, payments, refunds, deposits, general ledger entries, chart of accounts, bank reconciliation records, receipts, expenses, tax data, payroll-related records where enabled, and accounting sync information.
Uploaded files may include contracts, images, PDFs, receipts, certificates of insurance, W-9s, menus, layouts, logos, documents, spreadsheets, and other files uploaded by users.
Integration data may be collected from or sent to connected services such as Stripe, Plaid, QuickBooks, Xero, Google services, email services, payment processors, payroll providers, banks, and other tools selected by the operator.
Usage and technical data may include IP address, device information, browser type, session data, timestamps, pages viewed, actions taken, errors, audit logs, API activity, and system diagnostic information.
Coordivio uses information to provide, maintain, secure, and improve the platform. Uses include creating and managing user accounts, onboarding businesses, managing events, processing contracts and payments, operating financial systems, reconciling accounts, generating documents, supporting warehouse and label workflows, providing portals, supporting integrations, delivering notifications, and providing customer support.
Coordivio may use operational data to power Vera, generate summaries, identify missing tasks, explain financial or operational patterns, assist with categorization, surface reminders, and help operators understand their business.
Coordivio may use de-identified, aggregated, or anonymized data to improve the platform, develop benchmarks, study operational trends, improve Product Intelligence, strengthen Vera, and understand how live event businesses operate. Coordivio will not use customer-identifiable business data for public benchmarking without appropriate protections.
Operators retain ownership of the business data they enter into Coordivio, including customer records, event data, financial records, documents, recipes, inventory data, pricing, contracts, and operational history.
Coordivio does not claim ownership of operator business data. Operators grant Coordivio a limited right to host, process, transmit, display, back up, analyze, and use such data as necessary to provide the platform and related services.
Operators are responsible for ensuring that they have the rights and permissions necessary to enter, upload, process, or share information about their customers, employees, vendors, guests, and other third parties.
Vera is an AI-assisted operational tool designed to help users interpret and coordinate business information. Vera may use event data, financial records, operational records, user prompts, and other platform data to generate responses, summaries, recommendations, classifications, drafts, or insights.
AI-generated output may be incomplete, inaccurate, or inappropriate for a particular situation. Users are responsible for reviewing AI-generated content before relying on it for financial, legal, operational, employment, food safety, customer communication, or other business decisions.
Coordivio may process prompts, responses, feedback, and related context to maintain, improve, audit, and secure Vera. Where third-party AI providers are used, data may be processed under agreements with those providers.
Coordivio may process sensitive financial information when operators use accounting, payment, reconciliation, invoicing, or bank feed features.
Payment processing may be provided through third-party processors such as Stripe. Coordivio may receive payment status, transaction IDs, fee information, payout records, refund data, and related metadata. Coordivio does not intend to store full payment card numbers unless specifically supported through a compliant processor environment.
Bank connectivity may be provided through services such as Plaid. Coordivio may receive account identifiers, balances, transaction history, institution details, and related information as authorized by the operator.
Accounting integrations such as QuickBooks or Xero may exchange customer, invoice, payment, account, tax, vendor, expense, or reconciliation information as necessary to provide sync features.
Coordivio may build product and operational intelligence from information entered into the platform. This may include product descriptions, UPCs, vendor SKUs, pack sizes, yields, tare weights, bottle weights, density values, inventory usage, cost history, category mapping, and operational performance data.
Product Intelligence is intended to improve operator workflows, reduce duplicate data entry, improve purchasing and inventory accuracy, support recommendations, and help Vera interpret operational history.
If Coordivio offers industry benchmarking, aggregated insights, or regional trend reporting, Coordivio will use appropriate de-identification or aggregation practices designed to avoid revealing the confidential business data of individual operators unless the operator has expressly agreed otherwise.
Coordivio may share information with service providers that help operate the platform, including hosting providers, database providers, email services, SMS or messaging providers, payment processors, AI service providers, analytics providers, security providers, storage providers, and customer support tools.
Coordivio may share information with third-party integrations selected or authorized by the operator.
Coordivio may disclose information when required by law, subpoena, court order, legal process, regulatory obligation, or to protect the rights, safety, and security of Coordivio, users, customers, or the public.
Coordivio may transfer information in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate protections.
Coordivio may use cookies, local storage, session storage, analytics tools, and similar technologies to keep users signed in, remember preferences, secure sessions, analyze platform usage, troubleshoot errors, and improve the service. Users may control cookies through browser settings, although disabling cookies may affect platform functionality.
Coordivio uses reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. Security measures may include access controls, password protections, encryption in transit, audit logging, role-based permissions, multi-factor authentication, backups, monitoring, and secure development practices.
No system can guarantee absolute security. Operators are responsible for maintaining strong passwords, limiting user permissions, reviewing account access, and promptly notifying Coordivio of suspected unauthorized activity.
Coordivio retains information for as long as reasonably necessary to provide services, comply with legal obligations, resolve disputes, enforce agreements, maintain backups, preserve audit history, and support legitimate business purposes.
Operators may request export or deletion of certain information, subject to legal, accounting, audit, backup, security, and operational retention requirements. Because Coordivio includes accounting and audit functions, certain records may need to be retained for legally required periods even after account termination.
Depending on location and applicable law, individuals may have rights to access, correct, delete, restrict, object to, or receive a copy of certain personal information.
Operators are generally responsible for responding to requests from their own customers, employees, guests, and vendors when the operator controls the relevant data. Requests may be submitted to Coordivio at the contact information listed in this Policy. Coordivio may need to verify identity and authority before acting on a request.
Coordivio is intended for business use and is not directed to children under 13. Coordivio does not knowingly collect personal information from children under 13 except where an operator enters guest or event information for legitimate business purposes and has responsibility for obtaining any required permissions.
Coordivio may process and store information in the United States or other jurisdictions where service providers operate. By using the platform, users acknowledge that information may be transferred to and processed in locations that may have different data protection laws than their place of residence.
Coordivio may update this Privacy Policy from time to time. The updated version will be indicated by a revised effective date. Continued use of the platform after changes become effective constitutes acceptance of the revised Policy.
Questions about this Privacy Policy may be directed to privacy@coordivio.com or to Coordivio's business mailing address on file.