Privacy Policy

Last updated: April 17, 2026

1. Overview

Ashward Group LLC ("we," "us," or "our") operates VenueProof (venueproof.io). This Privacy Policy describes what data we collect, how we use it, and the rights you have regarding that data. By using VenueProof, you agree to the practices described here.

2. Data We Collect

Account Information

When you create an account, we collect your name, email address, business name, and billing information (processed by Stripe — we do not store raw card numbers).

Venue Condition Snapshots

During event walkthroughs, you create condition snapshots for each venue zone. These snapshots contain photos you upload and text observations. Snapshots are stored and associated with the specific event and walkthrough type (pre-event or post-event).

Photos

Photos captured during walkthroughs are uploaded and stored in our cloud storage (Supabase). Photos are sent to Anthropic's Claude API for AI-powered condition analysis and comparison. We do not use your photos to train AI models, and photos are not shared with third parties beyond Anthropic for analysis purposes.

Voice-to-Text Transcripts

VenueProof uses the browser's built-in Web Speech API for voice observation input. Voice processing happens entirely within your browser — no audio is transmitted to our servers or any third party. Only the resulting text transcript is stored on our servers as part of your walkthrough record.

Event Records

We store event records including event name, type, date, associated venue, and the structured condition data from your walkthroughs. AI-generated comparison reports are stored and linked to the event record.

Usage Data

We collect standard server logs including IP addresses, browser type, and pages visited for security and performance monitoring. This data is not sold or used for advertising.

3. How We Use Your Data

  • To provide and operate the VenueProof service
  • To generate AI-powered condition comparisons and event reports
  • To process payments and manage your subscription
  • To send transactional emails (account confirmation, billing receipts)
  • To troubleshoot issues and improve the Service
  • To comply with applicable legal obligations

We do not sell your data. We do not use your data for behavioral advertising.

4. Third-Party Services

VenueProof relies on the following third-party providers. Each has its own privacy practices:

  • Supabase — Database, file storage, and authentication. Data is stored in Supabase-managed infrastructure. See supabase.com/privacy.
  • Stripe — Payment processing. Stripe handles all billing data and is PCI-DSS compliant. See stripe.com/privacy.
  • Anthropic — AI condition analysis and report structuring via the Claude API. Walkthrough photos and text are sent to Anthropic for processing. See anthropic.com/privacy.

5. Data Retention

We retain your account data and event records for as long as your account is active. After account cancellation, data is retained for 90 days to allow for recovery, then permanently deleted. This includes all photos, event records, condition snapshots, and AI-generated reports.

6. Your Rights

You have the right to:

  • Access — Request a copy of the data we hold about you
  • Correction — Request correction of inaccurate data
  • Deletion — Request deletion of your account and all associated data
  • Portability — Request your data in a machine-readable format

To exercise any of these rights, contact us at joel@ashwardgroup.com. We will respond within 30 days.

7. Security

We use HTTPS encryption, row-level database security, and access controls to protect your data. No transmission method is 100% secure, and we cannot guarantee absolute security.

8. Children's Privacy

VenueProof is not directed at children under 13 and we do not knowingly collect data from children under 13. Contact us if you believe we have done so inadvertently.

9. Changes to This Policy

We may update this Privacy Policy periodically. The "Last updated" date reflects the most recent revision. Continued use of the Service after changes constitutes acceptance.

10. Contact

Privacy questions or data requests: joel@ashwardgroup.com
Ashward Group LLC