Privacy policy

Last updated 27 October 2026 (version 2026-10-27). Topvora is run by Topvora, who is responsible for the personal information described here.

Whose data is whose

Topvora is used by venues to manage their own clients. That gives two kinds of information:

Your venue's data: the leads, contacts, events, contracts and payments you enter. You decide what goes in, and you are the one responsible for it toward your own clients. We hold it only to run Topvora for you, and we do not use it for our own purposes. If someone who is your client wants their information corrected or deleted, they should ask you; you can do it in the app, or ask us to help.
Account and website data: details about the people who sign up, sign in and contact us. For this, Topvora is responsible.

What we collect

When you create an account: Your name, email address, venue name and, if you choose to give one, a telephone number. We email you a link to confirm that address, and again if you ask to reset your password; those links are single-use and expire, and we store only a hash of each. Your password is stored only as a salted hash, so we cannot read it. Your two-step verification secret and recovery codes are stored encrypted or hashed.
While you use the app: A log of security-relevant actions (sign-ins, failed sign-ins, signature and payment records, team changes) with the time, your email and your IP address. We keep this log to protect your workspace and to show you who did what.
When a client signs a contract: The signer's typed name, their drawn signature, the time and their IP address, stored with the contract as evidence of signing.
When a venue sends a proposal to a client: The client receives an email with a private link. We record when it was opened, and, if the client accepts, their typed name, drawn signature, the time and their IP address. If the client pays by card, the payment is made on Stripe: the card details go to Stripe and never reach our servers, and the money goes to the venue's own Stripe account. We keep the payment reference and the amount.
When you pay for Topvora: Billing is handled by Stripe. Your card details go to Stripe and never reach our servers. We keep your Stripe customer and subscription references and the number of seats you pay for.
Contracts and electronic signatures: When a venue sends a client an agreement to sign, the client receives an email with a private link. When they sign, we record their typed name, drawn signature, the time, their IP address and browser type, and a fingerprint of the document, and we email a signed copy to the client and to the venue's staff. These records belong to the venue and are kept in its workspace so it can prove what was signed. We use them for nothing else.
Tour bookings and appointments: If a venue turns on online tours, a visitor can book a time. We store the name, email, optional phone, optional message and the chosen time in that venue's workspace, create or update a contact and lead there, and email the visitor a confirmation with a private cancel link (we keep only a hash of the link's secret). Venues also enter their own appointments. These details belong to the venue; we process them for the venue and do not use them for anything else. Seating charts (guest names and notes a venue types in) and reports are likewise the venue's own data in its workspace.
Booking requests, files and messages: If a venue turns on its booking page, anyone can send that venue a request. We store what the visitor types (name, email, optional phone, event details and message) in that venue's workspace, as the venue's data. If the visitor ticks the box to be texted, that choice is recorded on their contact. Files a venue uploads (attachments and floor plans) are stored privately and encrypted, and opened only through the app, except a floor plan the venue chooses to show on its booking page. We keep a log of the emails and text messages sent for a venue (time, recipient, subject and whether it was delivered) so the venue can see what went out. The text of a message is not kept in that log.
Text conversations: If a venue texts a client through Topvora, the texts it sends and the client's replies, with the phone numbers and times, are kept in that venue's workspace as the venue's data, so the team can see the conversation. A venue can text only people who agreed or who texted it first. Replying STOP stops texts from that venue at once; START allows them again.
Emails from listing sites: If a venue sends the inquiry emails it receives from listing sites (such as The Knot or WeddingWire) to its Topvora address, Topvora reads them to create a contact and a lead in that venue's workspace, as the venue's data, and keeps the email with the lead.
Phone alerts: If you switch on alerts for a device, we store the address that device's push service gave us, its keys, and a label such as "iPhone, Safari", and which kinds of alert you want. Alerts carry a short summary, such as a client's name and the first words of their message. Removing the device or switching alerts off deletes the address.
Website chat: If a venue puts the Topvora chat on its website, a visitor can chat with the venue. We store what the visitor types (name, email, phone, their messages and the web page they were on) in that venue's workspace, as the venue's data, create or update a contact and lead there, and keep a transcript on the lead. For a live chat with the venue's team, closed chats are deleted after 180 days. The chat keeps the conversation in the visitor's own browser tab (session storage) so it survives a page reload, and sets no cookies. The venue, not Topvora, decides what to do with this data and should tell its visitors in its own privacy policy.
AI features, including the AI Employee: When a venue uses the website assistant, AI-drafted replies or the AI Employee, the text needed for the answer is sent to the AI model provider, Amazon Bedrock (part of Amazon Web Services), and the answer comes back to Topvora. For the AI Employee that is the client's messages to the venue (email, texts and website chat), the lead's details (name, event type, date, guest count), and the venue's own information (spaces, availability, packages, prices and uploaded documents). Bedrock processes it to produce the answer; it is not used by us or the model provider to train AI models. In the venue's workspace we keep, as the venue's data: the messages the AI Employee sends, every action it takes (replies, holds, proposals, tours, follow-ups and hand-offs to a person) with the time and the reason, and a count of its AI requests, which also appears in the security log. We count AI requests per workspace so we can apply fair-use limits. The venue decides whether to use the AI Employee and should tell its clients in its own privacy policy.
When you contact us on this website: The chat on this website is Topvora's own website chat, run for our sales team. Your messages are sent to our servers so the assistant can answer, and the conversation is kept with our sales team's records. If you leave your name, email address or telephone number, we store them with your messages so we can reply. Your IP address is used briefly to limit abuse. Questions you send us another way are kept the same way.
Visits to this website: When you visit the Topvora homepage we count the visit, which parts of the page you scroll to (such as the features and the pricing) and which buttons you press (such as "Start free trial"), so we can see what is useful. We do this without cookies and store nothing in your browser. We do not store your IP address: your visit is recorded under a short code made from a random value that changes every day, your IP address and your browser type, and the random value is deleted after two days, so a visit cannot be linked to you or to your visits on other days. We also keep the name of the website that linked to us (not the full address), any campaign name in the link, and whether you used a computer, tablet or phone. Visits are not counted when your browser sends "Do Not Track" or "Global Privacy Control", when you are signed in to Topvora, or for search-engine robots. Only the operator of Topvora sees these counts. Visit records are deleted after 400 days.
Technical data: Our servers keep short-lived request logs (such as time, address requested and status) for troubleshooting and security. This site does not use advertising or analytics trackers.

How we use it

To provide, secure and support Topvora, including signing you in and applying your subscription.
To reply to questions you send us.
To detect and prevent abuse, such as repeated failed sign-ins or spam through the contact form.
To meet legal, tax and accounting duties.

We do not sell personal information, and we do not use it for advertising.

We use a small number of service providers to run Topvora, and only for that purpose:

Amazon Web Services hosts the application and database, in the region chosen when Topvora was set up.
Amazon Web Services also stores uploaded files (Amazon S3), sends email (Amazon SES) and sends and receives text messages (AWS End User Messaging and Amazon SNS) on a venue's behalf, if the venue has switched those on.
Your browser's push service (Apple, Google, Mozilla or Microsoft, depending on the device) delivers phone alerts to the devices where you switched them on.
Amazon Bedrock (Amazon Web Services) runs the AI models behind the website assistant, AI-drafted replies and the AI Employee, if a venue uses them.
Stripe processes subscription payments, and card payments that clients make to venues.

We may also disclose information if the law requires it, or to protect people's safety or our service from misuse. Venue data is never shown to other venues; each workspace is separated from the others at the database level.

How long we keep it

Your venue's data stays for as long as your workspace exists. Ask us to delete the workspace and we will delete it from the live database; backups made automatically by the database service expire after about 7 days.
Messages sent through the website form are kept until we have answered them and then deleted when no longer needed.
Uploaded files stay until the venue deletes them or deletes the workspace. The log of sent messages stays with the workspace.
Server request logs are kept for about 30 days.
Billing records may be kept longer where tax or accounting rules require it.

Cookies

Topvora sets one cookie, tv_session, after you sign in. It keeps you signed in for up to 8 hours, is not readable by scripts on the page, and is sent only to this site. Because it is strictly necessary for signing in, we do not show a cookie banner. The marketing page sets no cookies. Stripe may set its own cookies when you open its checkout or billing pages; those are covered by Stripe's policy.

Your choices

You can ask us to give you a copy of the personal information we hold about you, correct it, or delete it. Depending on where you live, you may have further rights under local law, such as objecting to certain uses or complaining to a data protection authority. Write to us at the address below and we will reply within 30 days. We may need to confirm who you are first.

A workspace administrator can download a full export of the workspace at any time from the Billing page, and can delete the workspace there (it is erased after 30 days, so a deletion can be undone).

Security

Every account requires a password and two-step verification: a passkey, an authenticator app, or a one-time code we email you. For a passkey we store only its public key and a name for it (such as "Passkey on iPhone"); your fingerprint, face or device PIN never leaves your device. Emailed codes are stored only as a hash and expire after 10 minutes. Connections are encrypted in transit, the database is encrypted at rest, and venue data is isolated per workspace. No system is perfectly secure; if we learn of a breach that affects you, we will tell you and the authorities where the law requires it.

Children

Topvora is for businesses and is not directed at children. We do not knowingly collect information from anyone under 16.

Changes to this policy

If we change this policy in a meaningful way we will update the date at the top and, for signed-in customers, tell them in the app or by email.

Contact

Questions about these terms or your data: topvenueinfo@gmail.com.