Terms and conditions (USA)
Last updated 25th April 2025
Terms & conditions
Venue hosts and their listing
Acceptable Use Policy
Privacy policy
1.Introduction
1.1. The VenueScanner platform (the VenueScanner Platform) is owned and operated by VenueScanner, Inc. (trading as VenueScanner) c/o [1465 Chestnut Ridge Road, Upper Black Eddy, Pennsylvania. 18972] (VenueScanner, we, us).
1.2. By using and registering on the VenueScanner Platform, you agree to be bound by these terms of use (the Terms). The Terms affect your legal rights and obligations so please read them carefully. If you do not agree to be bound by the Terms, do not use the VenueScanner Platform and we advise you delete any account set up. If you have any questions, you can contact us by email at hello@venuescanner.com.
1.3. We reserve the right to update the Terms from time to time at our discretion. We may do so for technical or legal reasons, or because the needs of our business have changed. You agree that if you do not accept any amendment to our Terms then you shall immediately stop accessing and/or using the VenueScanner Platform. If we reasonably believe that the change to the Terms is significant, we shall notify all registered users by email with details of the change and the effective date of the change. Otherwise, updated Terms will be effective as soon as they are accessible. You are responsible for regularly reviewing the Terms so that you are aware of any changes to them.
1.4. The VenueScanner Platform is an online marketplace where Venue Hosts can offer their Venue Services to Event Organizers, and Event Organizers can book Venue Services from Venue Hosts. We do not provide Venue Services directly, nor do we act as principal in any transaction, nor as agent for either party except to facilitate payments. We are an intermediary platform, and we are not bound by or liable under any Service Agreement or other contract that may arise at any time between an Event Organizer and a Venue Host.
1.5. Your privacy is important to us. You should read our Privacy Policy to understand how we collect, use and share information about you and our Cookie Policy to understand what cookies we use on the VenueScanner Platform and how you can control cookies.
2. Definitions & Interpretations
2.1. Words defined in Section 2 shall have the same meaning when used through the Terms. In addition, the following words have the following meanings:
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Booking - an agreed booking of Venue Services made between an Event Organizer and a Venue Host reflecting the details of the Venue and Venue Services made available on the VenueScanner Platform by the Venue Host;
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Commission - the commission due from an Event Organizer in respect of a Booking;
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Data Protection Legislation - any applicable law, statute, regulation, or directive that governs or relates to the processing of personal data including without limitation: the United Kingdom General Data Protection Regulation; the EU General Data Protection Regulation (EU) 2016/679; and the California Consumer Privacy Act of 2018, Cal. Civil Code section 1798.100 et seq., as amended; and other applicable state and federal United States privacy laws.
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Event Organizer - any individual or business who registers on the VenueScanner Platform to view Venues and potentially make a Booking;
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Fee - the fee due from an Event Organizer in respect of a Booking;
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Member - an Event Organizer or Venue Host who registers on the VenueScanner Platform;
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Review - any review, comment or other feedback provided to us;
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Service Agreement - the agreement between the Venue Host and the Event Organizer in respect of the provision of the Venue Services (which may be a written agreement or set out in an exchange of emails or messages on the VenueScanner Platform);
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Venue - the space made available to an Event Organizer under a Booking;
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Venue Host - an individual or business who registers on the VenueScanner Platform offering Venue Services; and
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Venue Service - the service to be provided by a Venue Host, including making available the Venue.
2.2. Words in the singular include the plural and, in the plural, include the singular.
2.3. Headings shall not affect the interpretation of the Terms.
2.4. References to Sections are references to the sections of the Terms.
2.5. Unless a right or remedy of a party is expressed to be an exclusive right or remedy, the exercise of it by a party is without prejudice to that party's other rights and remedies.
2.6. Any phrase introduced by the words including or includes shall be construed as illustrative and shall not limit the generality of the related words.
2.7. A reference to writing or written includes email.
3. Registration and use of the VenueScanner platform
3.1. If you wish to register as a Venue Host or an Event Organizer on the VenueScanner Platform, you must be at least 18 years old and legally capable of entering into a contract. We retain the right to reject your registration. If you are registering on behalf of an organization, you represent that you are legally capable of binding the organization to these Terms.
3.2. All details that you provide on registration must be true, accurate and complete. You agree to update your account to reflect any changes to those details, or to notify us accordingly and we can make the changes. At our request, you shall provide evidence of your compliance with this Section 3.2. You also agree to provide any further information we may require from you from time to time, including information relating to your identity. We may also check the information you provide, by accessing social media accounts or otherwise. We may not accept your registration until we have verified this information and we shall notify you accordingly.
3.3. When you register as a Member on the VenueScanner Platform you will create a password. You are responsible for keeping your password confidential. You are responsible for any activity under your account. Please take precautions to protect your password and contact us immediately by email to the company email (hello@venuescanner.com) if you believe there has been any unauthorized use of your account. You may not transfer your account to anyone else. We may deny access to a password if we reasonably believe that it is being used by an unauthorized person or that the user is in breach of the Terms.
3.4. By creating a VenueScanner account, you agree to VenueScanner sharing the contact details registered for your account from time-to-time for the sole purpose of assisting the facilitation of the Booking process.
4. VenueScanner platform use and availability
4.1. By registering as a Venue Host on the VenueScanner Platform, you agree not to:
- 4.1.1. try to gain unauthorized access to the VenueScanner Platform or any networks, servers or computer systems connected to the VenueScanner Platform;
- 4.1.2. harvest or otherwise collect non-public information about another user obtained through the VenueScanner Platform (including email addresses), without the prior written consent of the holder of the appropriate rights to such information;
- 4.1.3. add another user to your email or physical mailing list without their consent after adequate disclosure, or use their email address or contact details for antisocial, disruptive, or destructive purposes;
- 4.1.4. transmit spam, chain letters or other unsolicited emails;
- 4.1.5. access the VenueScanner Platform with the intention of using any information, content or other know-how to set up a competitive VenueScanner Platform; and/or
- 4.1.6. reproduce, redistribute, sell, create derivative works from, decompile, reverse engineer, or disassemble all or part of the VenueScanner Platform.
4.2. We try to maintain and make the VenueScanner Platform available at all times. However, there may be occasions when access may be interrupted, including for scheduled maintenance or upgrades, for emergency repairs, or due to failure of telecommunications links and/or equipment. We shall try to schedule maintenance and upgrades outside of normal working hours. However, you agree that we have no liability to you for any such interruptions.
4.3. We are not liable to you if you are unable to access the VenueScanner Platform for any reason, including your failure to use appropriate equipment or your insufficient bandwidth.
5. Booking, Use of Venue and Venue Services
5.1. Communications on the VenueScanner Platform between Event Organizers and Venue Hosts must be written and posted in a fair, honest and professional manner in the context of the potential relationship and in any event must comply with our Acceptable Use Policy.
5.2. All non-Subscribing Venue Hosts must wherever possible communicate with the Event Organizer through the VenueScanner Platform. Should communication be taken off the VenueScanner Platform, Venue Hosts agree to return to the VenueScanner Platform and “Mark as Booked” all inquiries that have been confirmed directly.
5.3. If an Event Organizer agrees to purchase and the Venue Host agrees to provide Venue Services, the terms of the Booking shall apply and you represent and warrant to us that you will comply with the terms of the Booking. For the avoidance of doubt however, you may not enter into any Booking where the terms are inconsistent with the Terms, in particular the payment provisions. The Booking may be a written Service Agreement or set out in an exchange of emails or messages on the VenueScanner Platform.
5.4. Prior to confirmation of a Booking, Event Organizers should thoroughly review the Venue Host’s cancellation policy (which should be available via the VenueScanner Platform or upon request to the Venue Host).
5.5. We are not a party to the Booking or the Service Agreement. Therefore, all issues, concerns and/or inquiries relating to the Booking or the Venue Services must be raised in the first instances between the Event Organizer and Venue Host.
5.6. We ask that all parties respect the property of others. Venues booked via the VenueScanner Platform may only be used for lawful purposes. Event Organizer and guests must not damage any part of the Venue, or cause a disturbance or nuisance to others. Event Organizers must comply with all policies relating to the Venue that are provided. Event Organizers should put in place appropriate insurance for any liabilities incurred in relation to a Booking under these Terms or otherwise. Venue Hosts should ensure they have an appropriate Service Agreement in place directly with the Event Organizer to ensure the Event Organizer is held responsible.
5.7. Venue Hosts are expected to treat Event Organizers respectfully and professionally when attending the Venue.
5.8. Venue Hosts must comply with the Data Protection Legislation in respect of personal data. However, we cannot promise that they will do so. If there are any concerns about how a Venue Host is using personal data, please contact the Venue Host directly.
5.9. Event Organizers and Venue Hosts may cancel a Booking on the VenueScanner Platform only in accordance with the terms of the applicable Service Agreement and the Venue Host’s cancellation policy communicated to the Event Organizer during the Booking process.
5.10. In instances where we have acted as the payment processor, we will refund Event Organizers the Fee, provided that you have cancelled in accordance with such terms, less our reasonable administrative costs calculated as 50% of the Commission we would earn on the Booking.
6. Fees
6.1. Within the Booking, Event Organizers should agree with the Venue Host the payment terms for the Fee. The final agreed Fee may be different from the Fee advertised on the VenueScanner Platform. Event Organizers using the VenueScanner Marketplace may pay the Fee to the Venue Host directly via invoice issued by the Venue Host or pay the Fee through the VS Direct payment link issued by the Venue Host.
6.2. Event Organizers shall pay the Fee, plus all applicable taxes and payment processor fees in accordance with the terms of the applicable Service Agreement.
7. Reviews
7.1. Venue Hosts and Event Organizers may leave a Review for each other following completion of the Venue Services. Venue Hosts and Event Organizers may also leave a Review for VenueScanner following the facilitation of their services.
7.2. You represent and warrant that your Reviews shall:
- 7.2.1 comply with our Acceptable Use Policy;
- 7.2.2. be fair, genuine and honest, and properly represent your experience;
- 7.2.3. not contain any content that is threatening, offensive, spiteful, obscene or defamatory or otherwise unlawful;
- 7.2.4. not infringe any third party rights, including third party copyrights and/or rights of privacy; and
- 7.2.5. not be construed as an advertisement for your or any third party’s products, services or business.
7.3. We do not routinely monitor any Review, but we may edit, remove or not post any Review at our sole discretion.
7.4. You agree that you will not accept any incentive to write a Review.
7.5. You grant to us a perpetual, irrevocable, non-exclusive, royalty-free license to edit and use your Review on the VenueScanner Platform within marketing and publicity materials for our business and to improve the functioning of the VenueScanner Platform and monitor the activities of VenueScanner Platform visitors.
7.6. A Review is not an endorsement or recommendation by us of a Venue Host, and Event Organizers must rely on the content of a Review at their sole discretion.
8. Intellectual Property Rights
8.1. The copyright in all original content on the VenueScanner Platform is owned by or licensed to us. All rights are reserved. You can view, print or download extracts of the VenueScanner Platform for your own use in order to exercise your rights and carry out your obligations under these Terms and for no other purposes. You cannot otherwise copy, edit, vary, reproduce, publish, display, distribute, store, transmit, commercially exploit, disseminate in any form whatsoever or use the content of the VenueScanner Platform without our permission.
8.2. If you believe any content on the VenueScanner Platform infringes your copyright, you may submit a notice to us including the following information:
- 8.2.1. a physical or electronic signature of a person authorized to act on behalf of the owner of any exclusive right that is allegedly infringed;
- 8.2.2. identification of the copyright work claimed to have been copied or
- 8.2.3. identification of the material that is claimed to be copied;
- 8.2.4 to the extent that we do not already have it, information reasonably sufficient to enable us to contact you, including your name, email and/or postal address;
- 8.2.5 a statement that you have, in good faith, a belief that use of the material within the VenueScanner Platform is not authorized by the copyright owner, its agent and/or the law; and
- 8.2.6. a statement that the information in the notice is accurate and under penalty of perjury, you are, or you are authorized to act on behalf of, the owner of an exclusive right that is allegedly infringed.
8.3. Venue Hosts confirm that all content and images used to create their account is wholly owned by them and they have the appropriate rights and permissions to distribute this via the VenueScanner Platform. Should we be contacted via a third party claiming copyright infringement of any images or content used to create a Venue Host account, the Venue Host agrees to indemnify, defend and hold VenueScanner harmless with respect to such claim and any damages due to be paid.
9. Disclaimer - Attention is particularly drawn to this condition
9.1. All parties acknowledge and agree that the VenueScanner Platform is provided for information purposes only and to facilitate communication and payment. It is the Event Organizers responsibility to ensure a Venue is suitable for their purposes and to communicate those purposes appropriately to the Venue Host. Venue Hosts should conduct their own checks and inquiries to ensure that the Event Organizer is the type of client the Venue Host is comfortable working with.
9.2. We do not warrant or represent:- 9.2.1. that any Venue Host will agree to provide Venue Services to you or that you will find any Venue or Venue Services that are suitable for their purposes;
- 9.2.2. the suitability of a Venue and/or the Venue Services;
- 9.2.3. the accuracy of any description of the Venue;
- 9.2.4. the suitability, behavior or conduct of any Venue Host in respect of any Booking or otherwise;
- 9.2.5. the suitability, behavior or conduct of any Event Organizer in respect of any Booking or otherwise; or
- 9.2.6. the accuracy of any information given by the Event Organizer.
9.3. We are not responsible in any way whatsoever for:
- 9.3.1. any act or omission of a Venue Host or for the Venue Services performed by the Venue Host, or any failure of the Venue Host to perform any of the Venue Services or its obligations under any Service Agreement; or
- 9.3.2 any act or omission of an Event Organizer or any of their guests, or any failure of the Event Organizer to perform any of its obligations under any Service Agreement.
9.4. Our content is made available for information only. It should not be relied on as advice or recommendation.
9.5. You will indemnify, defend, pay, and hold harmless VenueScanner and its and its affiliates agents, directors, shareholders, members, partners, managers, officers, employees, information providers, distributors, vendors, attorneys, and representatives harmless from and against all third party claims, liabilities, losses, damages, and related expenses (including reasonable legal expenses) arising from or related to:
- 9.5.1. provision of your Venue or Venue Services (for Venue Hosts), or use of Venues or Venue Services (for Event Organizers);
- 9.5.2. content you provide through the VenueScanner Platform;
- 9.5.4. your providing of information to us that is inaccurate or incomplete;
- 9.5.5. your breach of any of your representations, warranties, or obligations under these Terms;
- 9.5.6. your breach of any of your representations, warranties, or obligations under any Service Agreement or other contract or agreement between you and any other user; and
- 9.5.7. any bodily injury (including death) or damage to tangible or real property to the extent caused by you or your guests.
This indemnification will survive termination of your account on the VenueScanner Platform.
9.6. YOU ACKNOWEDGE THAT WE SHALL HAVE NO LIABILITY TO YOU WHATSOEVER FOR: LOSS OF ACTUAL OR ANTICIPATED REVENUE, INCOME OR PROFITS; LOSS OF CONTRACTS; LOSS OF GOODWILL OR REPUTATION; LOSS OF ANTICIPATED SAVINGS; LOSS OF OPPORTUNITY’ LOSS OF DATA (INCLUDING COMMUNICATIONS ON THE VENUESCANNER PLATFORM); OR ANY SPECIAL, INCIDENTAL, INDIRECT, EXEMPLARY, CONTINGENT, PUNITIVE OR CONSEQUENTIAL LOSSES OR DAMAGE OF ANY KIND HOWSOEVER ARISING AND WHETHER CAUSED BY TORT (INCLUDING NEGLIGENCE) BREACH OF CONTRACT OR OTHERWISE, WHETHER OR NOT SUCH LOSS OR DAMAGE IS FORSEEABLE, FORESEEN OR KNOWN.
9.7. SUBJECT TO SECTION 9.8, WE SHALL ONLY BE LIABLE TO YOU FOR DIRECT LOSSES THAT ARISE AS A RESULT OF OUR BREACH OF THE TERMS OR FOR OUR NEGLIGENCE AND OUR MAXIMUM LIABILITY TO YOU WHETHER IN CONTRACT, TORT OR OTHERWISE SHALL IN NO CIRCUMSTANCES EXCEED THE FEE OR COMMISSION THAT WE RECEIVED FOR THE VENUE SERVICES THAT ARE THE SUBJECT OF THE CLAIM, OR IF NO VENUE SERVICES ARE THE SUBJECT OF THE CLAIM, A MAXIMUM OF $250. THIS LIMITATION OF LIABILITY IS CUMULATIVE AND NOT PER INCIDENT.
9.8. The disclaimer and limitation of liability set forth above applies to the fullest extent permitted by law. Nothing in the Terms shall be construed as excluding or limiting our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation or for any other liability that cannot be excluded by law.
10. Dispute Resolution
10.1. If there is a dispute between an Event Organizer and a Venue Host, we ask each party first to discuss in an amicable and professional manner the issue with the other party to attempt to resolve the issue. However, either party may then refer the matter to us and the following terms shall apply.
10.2. Each party expressly agree that if a dispute is raised by or against them, they will comply with the following rules:
- 10.2.1. If, in our sole discretion, we agree to review the dispute, we do so as an independent adjudicator and not as a legal services provider:
- 10.2.2. each party is entitled to appoint a legal representative at its own cost to assist it;
- 10.2.3. each party shall provide promptly to us all information and evidence we reasonably require in relation to the dispute;
- 10.2.4. once we have gathered all the information as we deem relevant we will investigate the complaint thoroughly and fairly and shall deliver an objective written decision to each of the Event Organizer and Venue Host;
- 10.2.5. each of the Event Organizer and Venue Host expressly agrees to comply with the judgement and shall pay all such sums as we determine within 10 days of receipt of our judgement;
- 10.2.6. notwithstanding the provisions of this Section 10, we cannot be liable for any act or omission of an Event Organizer and a Venue Host in connection with a dispute and/or our decision, including any failure to pay or refund any sums we determine are due.
10.3. You agree that VenueScanner shall not have any liability as the result of any referral of any dispute to us.
11. Circumvention
11.1. Venue Hosts and Event Organizers acknowledge that VenueScanner has devoted substantial time and resources in developing the VenueScanner Platform and its catalog of Venues, Venue Services, Venue Hosts, and Event Organizers, and such information is inherently valuable information owned solely by VenueScanner. Accordingly, Venue Hosts and Event Organizers shall not circumvent or bypass VenueScanner’s ownership interest in such information, directly or indirectly, by (1) entering into any Booking with any party introduced to it by VenueScanner through the VenueScanner Platform (the “Introduced Party”) similar to, in competition with, or which otherwise could have the effect of preventing VenueScanner from receiving the full benefit of the transactions contemplated by the VenueScanner Platform, or (2) soliciting such an Introduced Party to enter into any such transaction. By way of illustration and not in limitation of the foregoing, Venue Hosts and Event Organizers agree not to:
- 11.1.1. Submit requests or solicit Venue Hosts, Venues, Venue Services or Event Organizers originally identified or introduced through the VenueScanner Platform to contract, hire, work with or compensate for services subsequently provided outside of the VenueScanner Platform.
- 11.1.2. Accept requests or solicit Venue Hosts, Venues, Venue Services or Event Organizers originally identified or introduced through the VenueScanner Platform to contract, invoice or receive compensation for services provided outside of the VenueScanner Platform.
- 11.1.3. Use any other information originally learned from the VenueScanner Platform, whether through the messaging function, Booking process or otherwise, to conduct subsequent transactions related to VenueScanner’s services outside of the VenueScanner Platform.
11.2. If you have an account with VenueScanner, then you may only book Venue Services with a Venue Host through the VenueScanner Platform while you have an account and for 12 months after termination of your account for whatever reasons.
11.3. In order to ensure that you have complied with Sections 11.1 and 11.2, we shall on reasonable notice to you be entitled to audit all payment records relating to a Venue Host to ensure full and accurate disclosure and payment of all Fees and Commissions due.
11.4. Any breach of this Section 11 shall constitute a material breach of the Terms, and we shall be entitled to suspend or terminate your account and claim appropriate damages in respect of any loss suffered and costs incurred as a result, which we both agree will be 200% of the Fee or Commission we would have earned (the “Liquidated Damages”). The parties intend that the Liquidated Damages amount will constitute compensation, and not a penalty, based on a reasonable estimate of the revenue lost to VenueScanner as a result of the breach.
12. Termination or Suspension
12.1. We may suspend or terminate your VenueScanner Account at any time and without liability to you, including if:
- 12.1.1. any information that is provided to us is not true or we cannot verify or authenticate any such information;
- 12.1.2. There is any breach of any of the provisions of these Terms; and/or
- 12.1.3. we receive complaints or disputes are raised in relation to activities on the VenueScanner Platform or otherwise.
12.2. Event Organizers may contact us at any time to terminate their VenueScanner account at by sending us an email at hello@venuescanner.com
12.3. Venue Hosts may cancel their account by contacting the VenueScanner Account Management team and in accordance with their Subscription Plan.
12.4. Following termination of your VenueScanner account, any Booking will still be valid unless otherwise agreed with Event Organizers and must comply with cancellation policies.
12.5. Following termination by us of an account you must cease to use the VenueScanner Platform and you must not re-register on the VenueScanner Platform under any other name unless with express permission from VenueScanner.
13. Linking
13.1. Parties may link to our home page, provided this is done so in a way that is fair and legal and does not damage our reputation or take advantage of it, but links must not be established in such a way as to suggest any form of association, approval or endorsement on our part. Parties must not establish a link from any website that is not owned by the name held on their VenueScanner account. Our website must not be framed on any other website, nor may you create a link to any part of our website other than the home page unless agreed via written confirmation. We reserve the right to withdraw linking permission without notice. The website from which you are linking must comply in all respects with the content standards set out in these Terms.
13.2. Our website may contain links to other websites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those websites or resources, and accept no responsibility for them or for any loss or damage that may arise from your use of them.
Venue hosts and their listing
14. Subscription Services
Definitions:
“Initial Subscription Term" is the initial 1 year term of the Subscription Services.
“Listing Fee” the initial fee payable for Venues to list with VenueScanner
“Renewal Date” means the last day of the Renewal Term.
"Renewal Term" means successive 1 year renewal terms following the Initial Subscription Term, ending in the Renewal Date.
"Subscription" means the subscription purchased by a Venue Host which entitles that Venue Host to access the Subscription Services and "Subscribe" shall be construed accordingly.
"Subscription Fees" means the subscription fees payable by a Venue Host to VenueScanner for the Subscription Services.
"Subscription Services" means the services offered as part of a Subscription.
15. General Provisions
15.1. Venue Hosts wishing to list their Venue with VenueScanner will be charged a one off Listing Fee. This fee will be confirmed via mutual agreement between VenueScanner and the Venue Hosts. VenueScanner reserves the right at their full discretion to waive or amend this price from time to time.
15.2. Following payment of a Listing Fee, Venue Hosts will gain access to the following VenueScanner features
- 15.2.1. Unlimited photos uploaded to their VenueScanner profile
- 15.2.2. Directory placement of up to 3 different venue spaces
- 15.2.3. Mobile, SEO optimized profile
- 15.2.4. Access to Event Organizer’s contact details
- 15.2.5. VenueScanner analytics dashboard and product features
- 15.2.6. Flexipay - take payment from Event Organizers either through VenueScanner payment products or through directly through own payment provisions.
15.3. All bookings confirmed through the VenueScanner platform or through VenueScanner’s agency “VenueScanner for Business” will be chargeable at 15% commission of the Total Event Value.
16. Creating your venue listing
16.1. Once approved by the VenueScanner team, the Venue Host may create a Listing for a Venue.
16.2. Venue Hosts may communicate with Event Organizers through VenueScanner’s messaging application or calling functionality when an inquiry is sent by an Event Organizer.
16.3. Venue Hosts acknowledge and agree that they are responsible for any Listing created via their VenueScanner account and accordingly represent and warrant that, in creating and maintaining any Listing:
- 16.3.1. You have the unfettered right to create the Listing and offer, take and provide bookings for the Venue on the dates and for the periods set out in the Listing;
- 16.3.2. You own all assets used in order to create the listing including but not limited to photos, imagery, copy and content;
- 16.3.3. The Listing does not breach any agreement you have entered into with any third party or violate any law; and
- 16.3.4. The Listing is accurate, complete and up to date.
16.4. A Venue Host may amend or update a Listing at any time prior to entering into a Service Agreement with an Event Organizer on the basis of such Listing, subject always to our Listings approval process. Unless otherwise agreed between the Venue Host and the Event Organizer, Service Agreements based on a particular Listing shall incorporate that Listing as constituted at the time of the inquiry, notwithstanding any later amendment, update or withdrawal.
16.5. A Venue Host must enter the “VenueScanner Advertised Price” for their Listing. The VenueScanner Advertised Price may be displayed in one of four ways:
- 16.5.1. Daily / hourly price: This ‘from’ pricing indicates the price for which the Venue can be hired on a per hour and/or per day basis. The Venue Host must post accurate pricing and is not permitted to change the price once the Event Organizer books. The Venue Host can update the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the Venue directly.
- 16.5.2. Minimum spend: This ‘from’ pricing indicates the price for which the Venue can be hired on a minimum spend basis. The Venue Host cannot change the minimum spend once the Event Organizer has booked. The Venue Host can update the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the Venue directly.
- 16.5.3. Price per guest or day delegate rate: This ‘from’ pricing indicates the price for which the Venue can be hired on a per person, per day or per session basis, for example daily delegate rate or private dining set menu rate. The Venue Host cannot change the price per guest once the Event Organizer has booked. The Venue Host can change the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the Venue directly.
- 16.5.4. Price On Asking (“POA”): The POA option should be used as a last resort and only if the Venue Host does not wish to apply one of the above pricing structures, and is subject to Section 16.12. Please note that by listing your Venue as POA, you will not be included in many search results due to the budget filter often used in search.
16.6. A Venue Host must provide and display their VenueScanner Advertised Price in a way that is clear, accurate and not misleading so that Event Organizers are provided with sufficient information to compare prices and make informed choices.
16.7. Where a VenueScanner Advertised Price is indicative or illustrative of the actual Venue Hire Fee, Venue Hosts must indicate that this is the case in the applicable Listing and, where applicable, explain clearly the variations that may apply and the way in which Venue Hire Fee will be calculated. This should also be communicated to the Event Organizer within the initial message when receiving an inquiry.
16.8. In all cases, the VenueScanner Advertised Price must comply with the “VenueScanner Low Price Guarantee”, which is detailed as follows:
- 16.8.1. The Venue Host agrees to ensure that the Venue is advertised on VenueScanner at the lowest possible price that is no more expensive than advertised or offered by the Venue on their own website or through their own marketing materials.
- 16.8.2. The Venue Host agrees to ensure that the Venue is offered and booked through a Service Agreement with Event Organizers at the lowest possible price that is no more expensive than advertised or offered by the Venue on their own website, or through their own marketing materials.
- 16.8.3. In the case of a commissionable Booking the Venue Host agrees that this will be paid out from the VenueScanner Advertised Price and not added to the final price at extra cost to the Event Organizer.
- 16.8.4. This is communicated to Event Organizers as the VenueScanner Low Price Guarantee.
16.9. A Venue Host must, on creating a Listing, create a cancellation policy. This can be manually uploaded as part of the Listing. The cancellation policy will be accessible to the Event Organizers, and Event Organizers are made aware of their responsibility to review cancellation policy before confirming a Booking. Venue Hosts have the right to waive, amend or change their cancellation policy as part of negotiation with the Event Organizer as long as this is agreed by all parties in writing.
16.10. In the event a Venue Host does not have their own cancellation policy they will be permitted to choose from one of the VenueScanner templated cancellation policies laid out below. In this instance VenueScanner will apply the chosen cancellation policy in the event that a cancellation occurs by the Event Organizer.
16.11. Should the Venue Host fail to select a cancellation policy or attach their own cancellation policy then the “Moderate'' cancellation policy will automatically apply:
- 16.11.1. Flexible: 100% refund 3 days prior to the event date. prior to the Booking
- 16.11.1.1. In the event of a cancellation more than 3 days before the event date then 100% of the Hire Fee will be refunded to the Event Organizer.
- 16.11.1.2. In the event of cancellation less than 3 days before the event date then the agreed Venue Hire Price, Minimum Spend, Hourly Rate, Day Rate paid by the Event Organizer are non-refundable and must be paid in full if not yet paid.
- 16.11.1.3. The VenueScanner Fees are non-refundable.
- 16.11.1.4. Applicable taxes will be retained and remitted.
- 16.11.1.5. VenueScanner will encourage both parties to find an amicable solution within 7 days of a cancellation being made and where necessary will also mediate. VenueScanner is not responsible for refunds and any mediation is done in good faith.
- 16.11.1.6. Should an event be canceled due to Covid restrictions the Event Organizer will be permitted to work with the Venue Host to find an alternative date for their event within a two year period of the original event date.
- 16.11.2. Moderate: 100% refund 14 days prior to the event date.
- 16.11.2.1. In the event of a cancellation more than 14 days before the event date then 100% of the Hire Fee will be refunded to the Event Organizer.
- 16.11.2.2. In the event of cancellation less than 14 days before the event date then the Hire Fees paid by the Event Organizer are non-refundable.
- 16.11.2.3. The VenueScanner Fees are non-refundable.
- 16.11.2.4. Applicable taxes will be retained and remitted.
- 16.11.2.5. VenueScanner will encourage both parties to find an amicable solution within 7 days of a cancellation being made and where necessary will also mediate. VenueScanner is not responsible for refunds and any mediation is done in good faith.
- 16.11.2.6. Should an event cancel due to Covid restrictions the Event Organizer will be permitted to work with the Venue Host to find an alternative date for their event within a two year period of the original event date.
- 16.11.3. Strict: 50% refund up to 7 days before the Event Date
- 16.11.3.1. In the event of cancellation 7 days before the Event Date 50% of the Hire Fees paid by the Event Organiser are refundable.
- 16.11.3.2. In the event of cancellation less than 7 days before the Event Date then the Hire Fees paid by the Event Organiser are non-refundable.
- 16.11.3.3. The VenueScanner Fees are non-refundable.
- 16.11.3.4. Should an event cancel due to Covid restrictions the Event Organiser will be permitted to work with the Venue host to find an alternative date for their event within a two year period of the original Event Date
16.12. VenueScanner reserves the right to select the way in which Listings are displayed to Members on the VenueScanner Platform including the display of search results, the order and/or prominence of Listings and/or search rankings or results based on search optimization and user experience factors including, without limitation, pricing (including the form of VenueScanner Advertised Price selected under Venue Host's election in Section 16.5), a Member's search criteria and/or preferences, Venue availability, reviews/ratings, cancellation policy/history, compliance with response time service levels, Venue Host response rate, Venue Host response speed, number of open (not declined, not closed, not accepted) inquiries.
16.13. We have an algorithm which considers a number of factors to decide which Listings are promoted to potential Event Organizers on the VenueScanner Platform (either by promoting them or by returning them as search results to an Event Organizer inquiry).
16.14. New Listings on the VenueScanner Platform will be given an initial boost to get them started.
16.15. The main factors in determining which Venues are returned from an Event Organizer’s search on the VenueScanner Platform are Venues whose capacity, pricing, location, and event tags match with the Event Organizer’s inputted event criteria. Event Organizers are able to widen their search field by inputting fewer criteria and are under no obligation to input any allowing them to access all Venues on the VenueScanner Platform. Subscribing Venues will always be boosted above non-Subscribing Venues.
16.16. While its account is active, the Venue Host will be given access to the following information regarding Bookings concluded on the VenueScanner Platform: date of event, number of guests, time of event, event type, private inquiry vs corporate inquiry, event budget and any additional information written in the comments box (the comments box is not a compulsory field).
16.17. VenueScanner and Venue Hosts each agree to a duty of confidentiality and agree and undertake not to disclose or use any Confidential Information of the other party for purposes other than strictly necessary for providing the Subscription Service. Each party may disclose Confidential Information to its employees, professional advisors, agents or subcontractors but only to the extent necessary for the performance of its obligations or enforcement of its rights under these Terms. “Confidential Information” shall mean any information which is marked as confidential, or is by its nature is clearly confidential including, without limitation, any information relating to that party's services, commercial proposition, operations, plans or intentions, service information and business affairs or those of its customers or affiliates (whether disclosed in writing, verbally or by any other means and whether directly or indirectly).
16.18. VenueScanner agrees that all communication between Venue Hosts and Event Organizers made via the VenueScanner Platform will be kept confidential including all contents of written or attached documentation and will not be disclosed to any third parties nor used for any other purpose than to provide communication functionality between the Venue Host and Event Organizers or for the information of the VenueScanner Account Management team (solely to the extent they need such information to provide the Subscription Service).
17. Subscription and Marketing Plans
17.1. Subscription plans are sold on an annual basis. Following the Initial Subscription Term all Subscriptions shall automatically renew for successive Renewal Terms unless prior written notice (minimum of 30 days’ notice before the end of the Initial Subscription Term or then-current Renewal Term, as applicable) is given to cancel the Subscription. VenueScanner may, at its sole discretion, grant shorter Subscription terms evaluated on a case by case basis.
17.2. Annual Subscriptions should be paid in full at the start of the Subscription period. VenueScanner may grant monthly payment terms from time to time but only for Venue Hosts who pay via credit / debit card through ChargeBee.
17.3. The Venue Host will be invited to Subscribe via credit / debit card through ChargeBee. VenueScanner reserves the right to allow you to pay via invoice from time to time at its discretion.
17.4. Should you wish to cancel your Subscription plan, you will need to give written notice to VenueScanner at least 30 days prior to the end of your Subscription Term. The Venue Listing will then be removed from the VenueScanner Platform after the end of your Subscription Term unless otherwise agreed.
17.5. The Subscription and the Venue will be set live only once either payment has been set up, or, if paying by invoice, the full payment has been received.
17.6. We reserve the right to hide or remove Venues from the VenueScanner Platform in the event of unpaid invoices until the invoices have been settled in full.
17.7. Any Venue on a Subscription may be removed from the VenueScanner Platform if there is <90% response rate in less than 48hr, with written warning and notification. Response time is calculated between 9am - 6pm Monday to Friday and out of hours / weekends do not affect response rate.
17.8. The terms of a Venue Host's Subscription plan will be set forth in the applicable Subscription contract. Venue Hosts will automatically renew on the same terms as set forth in their Subscription plans unless otherwise agreed in writing with an authorized representative of the VenueScanner team.
17.9. Venue Hosts who have entered our Subscription sign up checkout will have their cart details stored for 30 days and used to send them reminders and for quality control purposes. Venue Hosts can change their consent from their portal at any time.
17.10. The Subscription Services commence on the date on which the Venue Host registers for the Subscription Services and shall continue for the Initial Subscription Term and any applicable Renewal Term(s).
17.11. Should the Venue Host wish to terminate a Subscription before the end of the Initial Subscription Term or then-current Renewal Term, as applicable, or remove their Venue from the VenueScanner Platform before that time, any remaining unused period of the Subscription shall be forfeited and any corresponding Subscription Fees are non-refundable.
18. Charges and Payment Processing
18.1. Should an Event Organizer rebook a Venue for a subsequent events following an initial Booking with a Venue Host via the VenueScanner Platform or the VenueScanner agency, “VenueScanner for Business”, within a period of 1 year after the initial event date, the Venue Host will pay VenueScanner a Commission Fee of 15% of the Total Booking Fee (exclusive of any applicable sales taxes). Commission fees will vary according to the Subscription Plan a Venue Host is listed on.
18.2. The “Total Booking Fee” is the total amount payable by the Event Organizer to the Venue Host for their event.
18.3. As detailed in Section 16, the VenueScanner Advertised Price is entered by the Venue Host when Listing their Venue and represents a reliable estimate of the Total Booking Fee. The VenueScanner Advertised Price is shown on the Venue Listing or profile page on the VenueScanner Platform. Searches conducted by Event Organizers on the VenueScanner Platform are based on the VenueScanner Advertised Price.
18.4. The Venue Hire Fee applicable to a Booking is determined by the Venue Host based on the specific terms of the Service Agreement.
18.5. In all cases, the Total Booking Fee must comply with the VenueScanner Low Price Guarantee, which is detailed in Section 16.8.
18.6. We reserve the right to charge a lower VenueScanner Commission rate than 15% (or any other rate advertised on the VenueScanner Platform) on a case by case basis in our absolute discretion including (but not limited to) charities and non-for-profit entities.
18.7. The VenueScanner Commission will be calculated based on the higher of either:
- 18.7.1. the Total Booking Fee detailed in the Service Agreement; or
- 18.7.2. the final spend incurred by the Event Organizer with the Venue in relation to the Service Agreement.
18.8. In the event that the Venue Host and Event Organizer agree to include any other paid services (such as catering food and beverages, equipment hire, accommodation / bedrooms or other professional services) within the Service Agreement or any other booking, hire, rental, engagement or use of a Venue or any services arising as a result of the use of the Services and/or the VenueScanner Platform; then charges for these services must be included within the final and accepted Total Booking Fee on which the VenueScanner Commission shall be payable for non-Subscribing Venues OR Subscribing Venues accepting an inquiry from the VenueScanner Concierge team where Commission is payable as per the terms of their Subscription.
18.9. The VenueScanner Commission percentage payable under Section 17.5. will be calculated and due against the Total Booking Fee inclusive of any additional paid services described in Section 17.9 or paid services used in isolation as described in Section 17.9. If the value of these services is not known at the time of a Service Agreement, any outstanding VenueScanner Commission will be collected when the final Total Booking Fee amount is confirmed and finalized post the Event Date.
18.10. Where the Payment Method selected by the Venue Host is VS Direct or by implication a VS Direct Payment Method as a result of the Venue Host clicking Send Payment Link:
- 18.10.1. Each Member appoints us to act as their limited payment collection and processing agent solely for the purpose of the collection and processing of the full or partial Total Booking Fee and its component parts. We do not act as an agent for any Member except insofar as it assists in the collection and processing of payments on behalf of Members.
- 18.10.2. Members authorize us to collect the full or partial Total Booking Fee and process payments (via the Payment Processor). The proportion of the Total Booking Fee to be collected at the time of the Service Agreement is determined by the Venue Host, but cannot be less than 15% of the Total Booking Fee.
- 18.10.3. Once a Venue Host and an Event Organizer have entered into a Service Agreement (clicked Accept and then Confirm / Book on the VenueScanner Platform, exchanged messages of intent through the VenueScanner Platform or on email, in writing, on the telephone or face to face), we will request from the Event Organizer the full or partial Total Booking Fee and the Payment Processor will request and collect the full or partial Total Booking Fee from the Event Organizer.
- 18.10.4. Should the proportion of the Total Booking Fee to be collected at the effective time of the Service Agreement be less than 100%, we shall request a payment timetable from the Venue Host for the remaining amount(s). We will collect the remaining partial amounts of the Total Booking Fee in line with the requested payment timetable.
- 18.10.5. On the Event Organizer’s payment of the full or partial Total Booking Fee into our system (via the Payment Processor), the Event Organizer’s obligation owed to the Venue Host to pay the appropriate proportion (full or partial) of the Venue Hire Fee is discharged, and we are responsible for remitting the net (full or partial) Venue Hire Fee to the Venue Host, subject to the deduction of the agreed VenueScanner Commission.
- 18.10.6. Each Venue Host agrees and accepts that payment made by an Event Organizer into our system (via the Payment Processor) of the full or partial Total Booking Fee will be deemed to be payment made direct to the Venue Host, and the Venue Host shall make the Venue available to the Event Organizer in accordance with the terms of the applicable Service Agreement as if the Venue Host has received the Venue Hire Fee direct.
- 18.10.7. Once the Payment Processor on our behalf receives the Total Booking Fee in respect of a Service Agreement, we will hold the balance of the Venue Hire Fee element of the Total Booking Fee on trust for and on behalf of the Venue Host. We will use our reasonable endeavors to initiate payment of the Venue Hire Fee to the Venue Host within 48 hours of receiving payment.
- 18.10.8. We (or the Payment Processor on our behalf as the case may be) shall deduct the VenueScanner Commission from the Total Booking Fee before remitting the balance to the Venue Host (the balance comprising the Venue Hire Fee) by way of one or more balancing payments.
- 18.10.9. The time taken for payment to reach a Venue Host's account with the Payment Processor will depend on:
- 18.10.9.1. the provision of accurate bank account details by the Venue Host,
- 18.10.9.2. the method by which the Event Organizer makes payment and
- 18.10.9.3. the banking provider used by the Venue Host.
18.11. Members acknowledge that our payment obligation to Venue Hosts is subject to our receipt in full (whether via the Payment Processor or otherwise) of the Total Booking Fee from the Event Organizer.
18.12. Where the Payment Method selected by a Venue Host is VS Invoice for Marketplace Bookings:
- 18.12.1. Payment will be requested by the Venue Host, via an invoice sent through the VenueScanner Platform or alternatively sent directly to the Event Organizer so long as hello@venuescanner.com receives an exact copy.
- 18.12.2. The payment timetable is agreed between the Venue Host and the Event Organizer.
18.12.3. VenueScanner is not liable for making any payment to the Venue Host for or on behalf of the Event Organizer. - 18.12.4. VenueScanner is not liable for any late payment, under or overpayment of the invoiced amount.
18.13. Subject to having a copy of the invoice sent by the Venue Host to the Event Organizer or written confirmation of the final spend at the venue, VenueScanner will invoice the Venue Host for the appropriate VenueScanner Commission amount no earlier than 7 days after the Service Agreement was entered into and no later than 90 days after the event finish date. If VenueScanner is lacking a copy of the invoice or final spend details, the 90 day window will be extended until 30 days after that information has been provided by the Venue Host and confirmed as accurate by VenueScanner’s accounts department.
18.14. VenueScanner may allow a Venue Host to vary the Payment Method elected prior to agreeing a Booking with an Event Organizer at their sole discretion.
18.15. All amounts due to VenueScanner in connection with use of the Services and/or the VenueScanner Platform and/or any Service Agreement shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
18.16. All amounts due to VenueScanner in connection with use of the Services and/or the VenueScanner Platform and/or any Service Agreement shall be payable within 14 days of the invoice date or 7 days of the event date, whichever is later. Prime rate interest plus reasonable collection costs will be chargeable on late payments.
18.17. Should the Venue Host not settle its invoice for more than 30 days past the due date We reserve the right to lock your account, move to the bottom of search and have no further access to inquiries until the invoice is settled. If payment is owed by a Member to VenueScanner, we reserve the right to set-off the amount owed to us against any amount owed to such Member.
18.18. In the instance that a Venue Host disputes that VenueScanner was the original source of any inquiry, both Marketplace and Concierge, they must supply reasonable proof that the Event Organizer contacted the Venue prior to inquiring through VenueScanner. In all disputed cases VenueScanner will supply proof of initial contact from the Event Organizer. Should the Venue Host be unable to provide proof the Commission payable will apply.
19. Additional Legal Terms
19.1. No joint venture, partnership, employment or agency relationship exists between Members and us as a result of use of the VenueScanner Platform.
19.2. The Terms (as amended from time to time) constitute the entire agreement relating to use of the VenueScanner Platform.
19.3. If any provision of the Terms is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.
19.4. If we do not insist immediately that Members do anything required under these Terms, or if we delay in taking steps against Members in respect of any breach, that will not mean that compliance isn’t required with regards to those requests and it will not prevent us taking steps against Members at a later date.
19.5. Members may not assign, delegate or otherwise transfer their account or obligations under the Terms without our prior written consent. We may assign or otherwise transfer our rights and obligations in terms of the Terms to third parties.
19.6. Any notice given via email, regular mail or notices or links on the VenueScanner Platform shall constitute acceptable notice under the Terms.
19.7. Any provision of these Terms that expressly or by implication is intended to come into force or continue after termination or expiry of an account or these Terms shall remain in full force and effect. Any rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination, including the right to claim damages in respect of any breach of the Terms which existed at or before the date of termination shall not be affected.
19.8. The Terms shall be governed by and construed in accordance with New York law and you agree to submit to the exclusive jurisdiction of New York federal and state courts.
Acceptable Use Policy
Last Updated: April 1, 2025
This Acceptable Use Policy ("Policy") outlines the rules and guidelines for using VenueScanner ("the Service"), provided by VenueScanner Inc ("we", "our", or "us"). By accessing or using the Service, you agree to comply with this Policy.
1. Prohibited Activities
You may not use the Service to engage in any of the following activities:
- Illegal Activity: Engaging in, promoting, or facilitating illegal activities, including but not limited to fraud, money laundering, and the distribution of illegal substances or content.
- Harmful Content: Uploading, distributing, or promoting content that is hateful, violent, abusive, harassing, defamatory, or otherwise harmful.
- Security Violations: Attempting to interfere with the security or integrity of the Service, including unauthorized access to systems, networks, or data.
- Spam and Unsolicited Messages: Sending unsolicited or unauthorized messages, including advertising, promotional materials, or spam.
- Malware Distribution: Uploading or linking to viruses, ransomware, spyware, or any other malicious software.
- Intellectual Property Infringement: Violating or infringing upon the intellectual property or proprietary rights of others.
- Impersonation or Deception: Misrepresenting your identity or affiliation with any person or organization.
2. User Responsibility
You are responsible for:
- Maintaining the confidentiality and security of your account credentials.
- Ensuring that your use of the Service complies with all applicable laws and regulations.
- Promptly reporting any security breaches, unauthorized use, or violations of this Policy.
3. Enforcement and Consequences
We reserve the right to monitor usage of the Service to ensure compliance with this Policy. In cases of violation, we may take any of the following actions, at our sole discretion:
- Issue a warning.
- Suspend or terminate your account.
- Report the activity to law enforcement authorities.
- Pursue legal action, including seeking damages and injunctive relief.
4. Modifications
We may modify this Policy at any time. Changes will be posted on this page and your continued use of the Service after such changes constitute your acceptance of the new terms.
5. Contact Us
If you have any questions about this Policy or need to report a violation, please contact us at:
hello@venuescanner.com
Privacy policy
1. Introduction
We take your privacy very seriously and are committed to protecting your personal data. This Privacy Policy details how we, VenueScanner, Inc. (trading as VenueScanner) c/o [1465 Chestnut Ridge road, upper black eddy, Pennsylvania. 18972] (we, us) collect, use and process personal data.
This Privacy Policy affects your legal rights and obligations so please read it carefully. If you do not agree to be bound by this Privacy Policy, please do not provide personal data to us.
We may update this Privacy Policy from time to time at our discretion and in particular to reflect any changes in applicable laws. If we do so, and the changes substantially affect your rights or obligations, will be conspicuously displayed either via a splash page or similar. Otherwise, you are responsible for regularly reviewing this Privacy Policy so that you are aware of any changes to it.
Any retroactive material changes we will acquire the necessary consent.
2. Data controller
We are the controller of the personal data provided to us for the purposes of applicable data protection legislation.
If you have any questions on this Privacy Policy or otherwise relating to how we process your personal data you can contact us at hello@venuescanner.com marked for the attention of the VenueScanner Legal Team or you can call us on +4420 3600 0722
3. What personal data do we collect?
By personal data we mean identifiable information about you. We may collect, use, store and transfer different kinds of personal data about you:
- Identity Data includes data such as first name, last name, maiden name, username or similar identifier, date of birth, and gender, photograph or avatar;
- Contact Data includes data such as your email address, telephone number, geographical address and billing address
- Financial Data includes details you provide to us so that we can process your payments;
- Transaction Data includes details of how you interact with VenueScanner and in particular if you are an event organizer, details of any venues you book; and if you are a venue host, details of the venues you have available to book;
- Profile Data includes all information in your profile if you have an account on VenueScanner your username and password, Listings posted and/or Service Agreement entered into by or on behalf of you, your interests, preferences, feedback and survey responses, reviews/ratings and, where applicable, cancellation policy/history, compliance with response time service levels, host response rate, host response speed, number of open (not declined, not closed, not accepted) inquiries
- Technical Data includes data such as internet protocol (IP) address, your login data, browser type and version, cookies, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website and any communications we may send to you.
- Usage Data includes information about how you use our website such as information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to and through, pages you viewed or searches you made, page response times, download errors, length of visit, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
- Marketing Data includes your preferences in receiving marketing emails from us.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly identify you. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used in accordance with this Privacy Policy.
We do not knowingly collect personal data of children. Please do not provide personal data to us unless you are at least 18 years old.
We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We do not store any personal credit or debit card details. Any debit or credit card transactions are carried out by our payment processor providers. We will store bank account details (name, account number, sort code) for Venue Hosts, where required, so that we can pay sums due.
Personal data you provide to us
From time to time you may provide to us personal data. This may be because:
- You access and interact with our website either as a venue host or an event organizer including providing Profile Data and interacting with other website users;
- You apply to work with us as an employee or a consultant;
- You provide feedback or reviews to us;
- You respond to a survey or questionnaire or enter a promotion or competition;
- You sign up for our newsletter;
- You otherwise contact us including with queries, comments or complaints.
We shall process all such personal data in accordance with this Privacy Policy. Certain personal data is mandatory to be provided to us in order that we can fulfil your request, for example to purchase products on our website, and we shall make this clear to you at the point of collection of the personal data.
All personal data that you provide to us must be true, complete and accurate. If you provide us with inaccurate or false data, and we suspect or identify fraud, we will record this and we may also report this to the appropriate authorities.
When you contact us by email or post, we may keep a record of the correspondence and we may also record any telephone call we have with you.
Personal data we automatically collect about you
When you use our website, we may automatically collect and store information about your Technical Data and Usage Data for the purposes of research and analysis.
Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, please see our Cookies Policy.
Personal data we receive from others
Through VenueScanner we are likely to receive information from venue hosts about event Organizers, and from event Organizers about venue hosts. In particular we can see messages and activity VenueScanner and any associated personal data.
If we reasonably believe that any of the personal data you have provided to us is inaccurate, we may receive further personal data from third parties, such as credit reference agencies, Companies House and the electoral register, to try to confirm your identity.
We may also receive personal data about you from our third party service providers, including:
- payment service providers;
- analytic service providers;
- social media platforms such as Facebook and communications/search networks such as Google/Gmail via which you may elect to login automatically to VenueScanner;
- search information providers;
- our chat services provider;
- our email service provider.
4. Legal basis for processing your personal data
We will only use your personal data where we have a lawful basis to do so. The lawful basis that we rely on under this Privacy Policy are:
- consent (where you choose to provide it);
- performance of a contract with you;
- compliance with legal requirements; and
- legitimate interests. When we refer to legitimate interests we mean our legitimate business interests in the normal running of our business which do not materially impact your rights, freedom or interests.
We set out below a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate. We may process your personal data for more than one lawful ground. Please contact us if you need details about the specific legal basis we rely on to process your personal data where more than one ground has been set out below.
|
Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
|
To register you on VenueScanner |
Identity Contact |
Performance of a contract |
| To process and deliver VenueScanner features including: (a) manage and facilitate listings, inquiries and Bookings (b) manage payments, fees and charges (c) collect and recover money owed |
Identity |
Performance of a contract Necessary for our legitimate interests (to recover debts due to us) |
|
To monitor, research and develop VenueScanner and its use, including: |
Identity |
Performance of a contract |
|
To manage our relationship with you which will include: |
Identity |
Performance of a contract |
|
To provide and, where applicable, monitor, record and review messages and calls (between users and VenueScanner and between users themselves in order to:
|
Identity Contact Profile Usage Transaction Marketing |
Performance of a contract |
|
To enable you to partake in a prize draw, competition or complete a survey |
Identity |
Performance of a contract Necessary for our legitimate interests (to study how users use VenueScanner, to develop them and grow our business) |
|
To administer and protect our business and VenueScanner (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
Identity |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise)(Necessary to comply with a legal obligation |
|
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
|
Identity |
Necessary for Our legitimate interests (to study how users use VenueScanner, to develop them, to grow our business and to inform our marketing strategy) |
|
To use data analytics to improve VenueScanner, marketing, customer relationships and experiences |
Technical |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep VenueScanner updated and relevant, to develop our business and to inform our marketing strategy) |
|
To make suggestions and recommendations to you about goods or services that may be of interest to you |
Identity |
Necessary for our legitimate interests (to develop VenueScanner and grow our business) |
5. Who do we share your data with?
Venue hosts and event Organizers are automatically making their messages and offers visible to the other party. This information is also visible to VenueScanner, but is not made available to any other user.
For our legitimate interests, we may share any of your personal data with our service providers, sub-contractors, consultants and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including IT service providers, group companies, payment service providers, call functionality providers, accountants, auditors and lawyers.
We shall provide our service providers, sub-contractors, consultants and agents only with such of your personal data as they need to provide the function for us. We require them to respect the security of your personal data and to treat it in accordance with the law. We do not allow them to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. If we stop using their services, we shall request that they delete your personal data or make it anonymous within their systems.
If we need to use your personal data to comply with any legal obligations, demands or requirements, for example, as part of anti-money laundering processes or to protect a third party’s rights, property, or safety then in doing so, we may share your personal data with third party authorities and regulatory organizations and agencies.
If we choose to merge, sell assets, consolidate or restructure, finance, or sell all or a portion of our business by or into another company then the new owners may use your personal data in the same way that we do as set out in this Privacy Policy.
6. Where we hold and process your personal data
We have an office in the UK.
Some or all of your personal data may be stored or transferred outside of the United Kingdom if any of our service providers are based outside of the United Kingdom. In particular, your personal data is stored on secure servers situated in a virtualised environment with Digital Ocean, a company headquartered in New York, USA.
Where your personal data is transferred outside the United Kingdom, it will only be transferred to countries that have been identified as providing adequate protection for personal data, such as within the European Economic Area, or to a third party where we have approved transfer mechanisms in place to protect your personal data. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the United Kingdom.
7. Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet can never be completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to VenueScanner.
8. Marketing
You may consent, including through your Profile Data, to receive marketing email messages from us about VenueScanner and our business. Or we may send you marketing email messages if you have used VenueScanner and you have not opted out of receiving that marketing . You can choose to no longer receive marketing emails from us by amending your Profile Data or clicking unsubscribe from a marketing email. Please note that it may take us a few days to update our records to reflect your request.
If you ask us to remove you from our marketing list, we may keep a record of your name and email address to ensure that we do not send to you marketing information. If you still have a VenueScanner account, we shall continue to email you in relation to your account only.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. We use automation tools to select the most appropriate audience for each marketing email newsletter and personalise the content you receive by automatically remembering information from previous searches, enquiries and bookings.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
9. Your rights
You have a number of rights under applicable data protection legislation. Some of these rights are complex, and not all of the details have been included below. Further information can be found here
- Right of access: You have the right to obtain from us a copy of the personal data that we hold for you.
Right to rectification: You can require us to correct errors in the personal data that we process for you if it is inaccurate, incomplete or out of date, or you can simply update your Profile Data. - Right to portability: You can request that we transfer your personal data to another service provider if you initially provided consent for us to use the personal data or where we used the personal data to perform a contract with you.
- Right to restrict or object to processing: In certain circumstances, you have the right to require that we restrict the processing of your personal information if you believe our processing impacts on your fundamental rights and freedoms. However, we may demonstrate that we have legitimate grounds to process your personal data not withstanding your rights and freedoms.
- Right to be forgotten: You also have the right at any time to require that we delete the personal data that we hold for you, where it is no longer necessary for us to hold it. However, whilst we respect your right to be forgotten, we may still retain your personal data in accordance with applicable laws and when we respond to your request we shall notify you of any specific legal reasons that we have to retain your personal data
- Right to stop receiving marketing information: You can ask us to stop sending you information about VenueScanner and our business, but please note we shall continue to contact you in relation to any matters relating to your account.
We reserve the right to charge an administrative fee if your request in relation to your rights is manifestly unfounded or excessive.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you have any complaints in relation to this Privacy Policy or otherwise in relation to our processing of your personal data, please tell us. We shall review and investigate your complaint and try to get back to you within a reasonable time. You do also have the right to contact the Information Commissioner, see www.ico.org.uk or if you are based outside of the United Kingdom, please contact your local regulatory authority.
10. Retention of personal data
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. We keep basic information about you (including Contact, Identity, Financial and Transaction Data) for seven years after your VenueScanner account ends.
Where we have no legal basis for continuing to process your personal data, we shall either delete or anonymize it or, if this is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible.
For the avoidance of doubt, we may use anonymous data, such as Aggregated Data for research or statistical purposes indefinitely without further notice to you.
11. General
VenueScanner may contain links to third party websites, plug-ins and applications. We are not responsible for the content of such third party content, or their privacy statement. If you provide any information to the third party, then you should check the third party website to find the applicable privacy policy.
If any provision of this Privacy Policy is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.
This Privacy Policy shall be governed by and construed in accordance with the laws of the state of New York and you agree to submit to the exclusive jurisdiction of the state or federal courts located in New York, New York.
This Privacy Policy was last updated on April 25th, 2025. You may contact us if you wish to review any previous version.
Cookies policy
What are cookies?
We use cookies on VenueScanner. A cookie is a small file, typically of letters and numbers, downloaded onto a device when the user accesses certain websites. Cookies are then sent back to the originating website on each subsequent visit. Cookies are useful because they allow a website to recognize a user’s web browser or device.
We also use pixels which are small blocks of code on web pages that do things like allow another server to measure viewing of a webpage and often are used in connection with cookies.
We also use other tracking technologies like web beacons (sometimes called “tracking beacons” or “clear gifs”) and local storage. These are tiny graphics files that contain a unique identifier that enable us to recognize when someone has visited VenueScanner or opened an email that we have sent them.
You can find more information about cookies at http://www.allaboutcookies.org/.
How we use cookies
We use cookies to make sure VenueScanner performs as it needs to, and to make sure the correct search results are being delivered in accordance with your selections. We also use cookies to heighten your experience by recognizing whether you are a first time visitor and remembering your preferences (such as your login username, favorites or Booking history) and previous searches.
Optimization cookies allow us to see and track anonymous user data such as click trends, so we can be certain VenueScanner offers you a consistently smooth, functional and pleasant experience. We use third party service providers to assist us with optimization, including but not limited to the following:
- Intercom (https://www.intercom.com/legal/privacy)
- Google Tag Manager (policies.google.com/privacy)
- Mailchimp (mailchimp.com/legal/privacy)
- Sleeknote (sleeknote.com/privacy-policy)
- Smartlook (smartlook.com/help/privacy-statement)
- Wordpress (en-gb.wordpress.org/about/privacy)
The Privacy Policy of each third party provider is enclosed in brackets.
We also use cookies to monitor and understand more about how VenueScanner is used and accessed, which in turn lets us optimize the user experience and build a solution that suits the needs of users and drive the direction of our business.
We also use Google Analytics to monitor how VenueScanner is used. Google Analytics collects information anonymously and generates reports detailing information such as the number of visits to the system, where visitors generally came from, how long they stayed on the system, and which pages they visited. Google Analytics places several persistent cookies on your computer’s hard drive. Google stores this information in accordance with their privacy policy (policies.google.com/privacy). If you do not agree to this you can disable persistent cookies in your browser. This will prevent Google Analytics from logging your visits.
Cookies are also set when you use any of the social media sharing buttons on VenueScanner (to post on Facebook, for example). We do not have control over the cookie policies of third-party social media sites.
If you have any issues or questions regarding cookies, please contact hello@venuescanner.com and we will be pleased to provide more information or assist.
In order to provide you with a useful social experience when using VenueScanner, we may give you the option to export information to third party applications and websites, including social networking sites such as LinkedIn, Facebook or Twitter. When exporting such information you may be disclosing your information to the individuals or organizations responsible for operating and maintaining such third party applications and sites and that your information may be accessible by others visiting or using those applications or sites. We do not own or operate the applications or websites that you connect with and you should review the privacy policies of such websites to make sure you are comfortable with the ways in which they use the information you share with them.
What technical information do we collect about your device?
We and/or our analytic providers, may collect the following information about the device you are using to access our website:
- the type of device you use;
- a unique device identifier;
- network information;
- your operating system;
- your IP address;
- the browser you are using and what version it is; and
- your time zone setting.
Usage data
We may collect usage data about your activities on our website, including:
- the full Uniform Resource Locators (URL) clickstream to, through and from our online properties (including date and time);
the different types of services/products you viewed or searched for; and - page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
How can you control cookies?
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our online services. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our online properties.
To change your cookie settings, or if you want to be notified each time a cookie is about to be used, you should amend the settings provided in your web browser to prevent us from storing cookies on your computer hard drive.
Most advertising networks also offer you the option to opt out of targeted advertising. For more info, visit
http://www.aboutads.info/choices/ or http://www.youronlinechoices.com.
You can manage your cookie settings by following your browser's instructions. Here are some links that might be of assistance:
- Google Chrome
https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en - Microsoft Edge
https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy-microsoft-privacy - Microsoft Internet Explorer
https://support.microsoft.com/en-nz/help/17442/windows-internet-explorer-delete-manage-cookies - Mozilla Firefox
https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences - Safari
https://support.apple.com/en-nz/guide/safari/manage-cookies-and-website-data-sfri11471/mac
If you have any questions on this Cookie Policy you can contact us at hello@venuescanner.com.