Your plans stay yours.
Last updated November 13, 2026 · GatherFox Charlotte pilot
This notice describes how GatherFox handles information through its event-rental comparison website and early concierge-inquiry pilot. The pilot is operated by GatherFox LLC. The site is not currently a reservation or payment service.
Current preview: You can explore comparisons without providing your name, email or phone. Public inquiry and partner submission features may be disabled while the pilot is being tested. If they become available, submitting an inquiry does not book rentals, charge you, or automatically contact a rental company.
Information we handle
- Event plans: event type, date, delivery ZIP code, guest count, rental selections, budget and optional event descriptions.
- Contact requests, when enabled: name, email and optional phone; concierge requests also include phone, delivery/setup address, requested setup timing, budget and notes.
- Supplier interest, when enabled: business name, contact name, work email, website and rental inventory description.
- Technical and security information: limited request and browser data used for website operations, fraud prevention and Cloudflare Turnstile verification. Abuse-prevention identifiers may be temporarily stored as hashes.
Event workspace preview: When you choose a rental package, a minimal event snapshot (event date, ZIP, guest count, and rental selections) is kept in your browser tab using session storage so you can view the vendor-by-vendor dashboard. Any messages you draft there are also stored only in that tab and are never transmitted to GatherFox or a supplier. They are not saved as customer accounts or server-side bookings and typically disappear when the browser tab or session closes. Do not type confidential or payment details in drafts.
Saved customer accounts, when enabled: After you verify your email, you can explicitly save a package or submit a booking-help request. A booking-help request stores the package, contact and delivery details together with your event in our protected database so you can return after closing the tab or signing out. Email sign-in uses single-use links and a necessary secure session cookie. Contact and delivery form fields are not saved in the temporary browser handoff. Messages saved in the private account thread are kept for GatherFox; they are not automatically delivered to vendors. Verified receipt files are available only when secure document handling is enabled. Saving an event or request does not reserve inventory, make a payment, or authorize vendor sharing.
Please avoid entering sensitive personal details, identification numbers, payment card data or private medical information in optional descriptions or notes.
What we use information for
We use event-plan details to generate suggested rental categories and comparisons. When inquiry intake is enabled, we use submitted details to evaluate and respond to requests, maintain a restricted owner inbox, send transactional acknowledgments and prevent spam. The comparison listings are based on independent research; prices and availability must be confirmed with the actual provider.
We do not sell submitted personal information, send pilot marketing campaigns, take payments, place reservations, or automatically forward submitted details to rental companies. Any future vendor sharing or booking requires a separate explanation and your approval.
Services that help us operate
- Render: hosts our website and the protected inquiry database.
- Resend: processes acknowledgment messages and operational email notifications.
- Cloudflare Turnstile: processes technical data to protect forms from automated abuse.
- OpenAI, when configured: may process text you voluntarily submit through the optional “Suggest rentals & fill my plan” feature. You can instead select rentals manually without using that feature.
- GitHub: provides authentication to the private owner operations dashboard.
Our providers' own data-handling practices apply when they process information to provide these services. We use HTTPS, restricted owner access, bot protections and rate limits. No system can guarantee absolute security.
Retention
Inquiries remain in the restricted owner system while they are being reviewed or handled. Our proposed internal retention standard is 12 months after a request is closed or marked “Not pursuing,” with exceptions for open cases, legal holds and unresolved email operations. Automatic recurring deletion is not yet active; do not interpret that proposed standard as a promise that records are deleted automatically after exactly 12 months. Backup copies and third-party email records may have different retention periods. We will update this notice when the operating retention procedure is approved and activated.
Access, corrections and deletion requests
You can ask about, correct, or request deletion of a pilot inquiry by emailing us. To protect your information, we may need to verify that you control the email address originally used for the inquiry. Some records may need to be retained for a legitimate legal obligation or dispute, and backup or provider records may not be erased immediately.
Privacy contact
Children and updates
GatherFox is intended for adults planning events, not children. We do not knowingly seek children's personal information. We may update this notice as our pilot develops; the updated date above will reflect changes.