Privacy Policy

Scope and Our Role

This Privacy Policy describes how Lumistage Media collects, uses, discloses, retains, and protects personal information when a person visits this website, submits an inquiry, requests a proposal, communicates with us, becomes a client, participates in planning, or otherwise interacts with our entertainment program planning and event coordination services.

For purposes of this Policy, “personal information” or “personal data” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked to an individual or household. It does not include information that has been lawfully made public, aggregated information, or information that has been de-identified so that it cannot reasonably be linked to a person.

This Policy applies to information handled through the website and our ordinary business communications. It does not govern the independent privacy practices of venues, payment processors, hosting providers, analytics providers, or other third parties that operate under their own notices and agreements.

Information We Collect

We may collect information directly from you when you complete a form, request availability, ask for pricing, provide event specifications, approve a proposal, submit payment, or communicate by email, telephone, or other agreed channels. Depending on the interaction, this may include:

• name, business name, job title, email address, telephone number, billing address, and other contact details;
• event date, venue, city, expected attendance, age range, accessibility requirements, schedule, budget range, selected services, creative preferences, and event objectives;
• communications, notes, feedback, approvals, revisions, survey responses, and information contained in files or reference materials you provide;
• billing records, invoice status, transaction identifiers, and limited payment-related information supplied by payment providers; and
• information concerning vendors, authorized representatives, speakers, hosts, performers, or attendees when you have authority to provide it.

We ask clients not to submit sensitive personal information unless it is genuinely necessary for an agreed service and we have confirmed an appropriate method for providing it.

Information Collected Automatically

When you use the website, certain technical information may be generated automatically by your browser, device, hosting environment, security tools, and analytics configuration. This information may include IP address, device type, browser type, operating system, approximate geographic region, referring page, pages viewed, date and time of access, interaction events, error logs, and cookie or local-storage identifiers.

We use this information to operate the website, prevent misuse, understand general website performance, troubleshoot technical problems, and improve navigation. We do not intend to use ordinary website logs to identify a visitor by name unless doing so is reasonably necessary for security, fraud prevention, legal compliance, or responding to the visitor’s own request.

Sources of Information

We may receive personal information from you, your employer or organization, an authorized project contact, a venue, a vendor, a referral source, our website platform, payment and accounting providers, scheduling tools, security services, and publicly available business sources. When a client provides personal information about another person, the client represents that it has a lawful basis and appropriate authority to provide that information for the relevant event or business purpose.

How We Use Information

We use personal information only for legitimate operational purposes, including to:

• respond to inquiries, determine availability, understand event requirements, and prepare proposals;
• plan concepts, scripts, audience activities, run-of-show materials, schedules, and coordination documents;
• communicate with clients and authorized project participants, record decisions, and manage revisions;
• administer contracts, invoices, deposits, approved expenses, cancellations, and business records;
• maintain website functionality, investigate errors, prevent fraud, protect accounts, and secure our systems;
• comply with tax, accounting, legal, insurance, recordkeeping, and dispute-resolution obligations;
• enforce agreements and protect our rights, clients, personnel, and the public; and
• improve our services through internal analysis using information that is aggregated or minimized where practical.

We do not use information submitted for event planning to operate gambling, betting, prize competitions, ticket resale, artist representation, broadcasting, or entertainment venues.

Legal Grounds for Processing

Depending on the jurisdiction and the circumstances, we may process personal information because it is necessary to take steps requested before entering an agreement, perform a service agreement, comply with a legal obligation, protect vital or legitimate interests, establish or defend legal claims, or act with consent. Where we rely on consent, you may withdraw it for future processing, although withdrawal does not affect processing that was lawful before withdrawal and may prevent us from providing a requested service.

How We Disclose Information

We may disclose information to service providers that help us operate the website and business, such as website hosting, cloud storage, email, scheduling, accounting, payment administration, document management, analytics, fraud prevention, information security, and professional advisory providers. These providers are expected to handle information only for authorized purposes and to apply appropriate protections.

For an active event, we may disclose limited project information to venues, coordinators, technical providers, hosts, facilitators, printing or rental vendors, or other parties approved by the client when the disclosure is reasonably necessary to perform the agreed services. The client remains responsible for its own direct relationships with independent vendors unless a written agreement expressly states otherwise.

We may also disclose information when required by law, subpoena, court order, governmental request, or when reasonably necessary to investigate fraud, protect safety, enforce an agreement, respond to a dispute, or protect legal rights. Information may be transferred as part of a merger, financing, reorganization, sale of assets, or similar business transaction, subject to appropriate confidentiality and legal requirements.

Sale, Sharing, and Targeted Advertising

We do not sell personal information for monetary consideration. We do not knowingly disclose personal information obtained from an event inquiry for unrelated third-party direct marketing. Some jurisdictions use broad definitions of “sale,” “sharing,” or “targeted advertising” that may include certain analytics or advertising technologies. If our website configuration uses technology that falls within those definitions, we will provide any notice, consent mechanism, or opt-out method required by applicable law.

Cookies and Similar Technologies

We may use cookies, pixels, tags, scripts, and local-storage technologies to keep the website functional, remember settings, protect forms, understand general usage, and identify technical problems. The categories, providers, and retention periods depend on the active website configuration. More information is provided in the Cookie Policy.

You may control many technologies through browser settings and, where displayed, a cookie preference tool. Blocking necessary technologies may prevent portions of the website from working correctly.

Data Retention

We retain personal information for no longer than reasonably necessary for the purpose for which it was collected and for legitimate business, contractual, accounting, tax, insurance, security, and legal needs. Inquiry records may be retained to respond to follow-up questions and document communications. Client project records may be retained for the duration of the relationship and an appropriate period afterward to administer rights, resolve disputes, maintain financial records, and comply with legal obligations.

Retention periods vary according to the type of information, sensitivity, volume, risk of harm, legal requirements, and whether the information can be deleted, anonymized, or aggregated. Backup copies may remain for a limited period until they are overwritten through normal system processes.

Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, alteration, misuse, or disclosure. Measures may include access controls, password practices, secure hosting, encrypted transmission where supported, vendor review, record minimization, backups, and incident-response procedures.

No website, electronic transmission, storage system, or business process can be guaranteed to be completely secure. You should use appropriate caution when sending information online and should not submit payment card numbers, government identifiers, medical records, or other highly sensitive information through a general inquiry form.

Your Privacy Rights

Depending on where you live and whether an applicable privacy law covers our processing, you may have the right to request access to personal information, correction of inaccurate information, deletion, a portable copy, restriction of certain processing, or an explanation of processing practices. You may also have the right to opt out of covered sale, sharing, targeted advertising, or certain profiling, and to appeal a decision concerning a privacy request.

To submit a request, use the contact information at the end of this Policy and clearly state that the message concerns a privacy request. We may need to verify identity and authority before acting. Authorized agents may be required to provide proof of authorization. We will respond within the period required by applicable law, subject to permitted extensions and exceptions.

We will not unlawfully discriminate against a person for exercising an applicable privacy right. We may deny or limit a request where permitted by law, including where identity cannot reasonably be verified, the information is subject to a legal exception, or retention is required to complete a transaction, maintain security, comply with law, or establish or defend legal claims.

Children and Minors

The website is intended for adults and representatives of organizations. We do not knowingly solicit personal information online from children under 13. Event services may involve families or minors only when arranged by an adult client or responsible organization. The client is responsible for obtaining parental permissions, releases, supervision, and any other consent required for minors participating in an event.

International and Cross-Border Processing

Our service providers may process information in the United States or other locations where they maintain facilities. Privacy and data-protection laws may differ between jurisdictions. Where required, we use contractual, organizational, or other recognized safeguards for cross-border processing. By communicating with us from outside the United States, you understand that information may be processed in the United States in connection with your request.

Third-Party Websites and Services

The website or business communications may reference third-party platforms, venues, payment services, or vendors. We do not control their privacy or security practices. You should review the privacy notices and terms of any third party before providing information or using its service. A reference to a third party does not by itself mean that we endorse every aspect of that party’s practices.

Changes to This Policy

We may update this Policy to reflect changes in our website, services, providers, legal obligations, or information practices. The date at the top identifies the current version. Material changes may be communicated through the website or directly to affected clients where appropriate. Continued use of the website after an update does not waive rights that cannot legally be waived.