Portal Privacy Policy

1. About this policy

This policy explains how Radiate Productions handles information through its client portal. It covers portal accounts, event planning and photos, payment requests, customer and prospective-customer inbox follow-up, and the connected services described below. It is not a privacy policy for every Radiate activity or for third-party websites. The Portal Terms of Use describe permitted use and how the portal relates to your separate booking agreement.

2. Information in the portal

Information comes from you, other authorized contacts for your booking, Radiate’s team, sign-in providers, and the connected systems described below. Depending on your use, it includes:

Account and contact details: names, email addresses, phone numbers, account roles, linked client contacts, email verification status, and profile images when supplied by a sign-in provider.
Booking and planning: event titles, dates, venues and addresses, packages, booked services, booking status, music and playlist links, timings, day-of contacts, preferences, and requests you choose to save.
Event photos: front entrance and photo booth images uploaded by Radiate, original filenames and embedded image metadata, gallery categories, upload timestamps, and storage identifiers.
Payment requests and confirmations: deposit and final-balance request amounts, currencies, types, statuses, dates, payment-provider identifiers, and checkout and receipt links.
Planning and invitation activity: first sign-in and welcome-overview milestones, saved revisions, submission and review timestamps, invitation recipients, send attempts, mail-server acceptance status, and provider message identifiers. For welcome invitations with tracking enabled, we also record delivery-delay, delivery, bounce and complaint reports, plus approximate open and click timestamps. These are separate from verified client sign-in.
Authentication and technical records: account and session identifiers, sign-in-provider identifiers and tokens, hashed email-link tokens, session expiry, IP addresses, browser information, and authentication rate-limit records used to operate and protect access.
Connected-service records: administrator-visible HubSpot conversation information, AI follow-up suggestions and supporting message excerpts, and event-to-Discord-channel links, as explained below.
Limited usage analytics: when enabled, a pseudonymous account identifier, account role, page category, and successful account, welcome-overview, planning-save, submission, and review actions.

Planning answers are optional. Share only information relevant to your event, and obtain permission before adding someone else’s details. Payments use Square-hosted checkout; do not put payment-card details, passwords, or unnecessary sensitive information in planning fields.

3. How information is used and accessed

Radiate uses this information to arrange account access, authenticate users, send invitations and sign-in emails, organize event services, coordinate deposit and final-balance payments, review plans, share event photos, coordinate its team, answer questions, understand use of portal features, and protect and maintain the portal.

Authorized Radiate administrators can access client records for these tasks. Clients can access the bookings assigned to them. Additional contacts linked to the same client share access to that client’s booking and planning information and event photos; their accounts are separate, but these records are not private from one another. Tell Radiate if access should change. The portal does not make your booking, planning records or photo galleries public. Authorized recipients can download photo originals, and Radiate cannot control copies they subsequently share.

The portal uses Better Auth for authentication and cookies to maintain your signed-in session and support the sign-in flow. These cookies allow the server to recognize your session and check access. Blocking or clearing them can prevent sign-in or require you to sign in again. Signing out ends your current portal session; it does not delete your booking records or sign you out of Google.

If you choose Google sign-in, Google supplies identity information such as your account identifier, verified email, name, and profile image. Authentication records may include provider tokens. Only an email matching a Radiate-arranged account can sign in. Google sign-in is not permission for the portal to read your personal Gmail mailbox. The HubSpot history described below is a separate integration.

Google handles information for its sign-in service under the Google Privacy Policy. An email sign-in link is an alternative when email access is enabled. Protect those links as you would account credentials.

The browser analytics integration keeps its account identifiers in memory rather than persisting them in analytics cookies or browser storage. The SDK may check existing privacy preferences in browser storage. It respects browser Do Not Track and Global Privacy Control signals. Turning off analytics does not prevent sign-in or planning.

5. Hosting, payments, analytics, and team services

Vercel: hosts the portal and processes requests needed to serve it, including request and technical information. Vercel Runtime Cache holds temporary server-side copies of sanitized HubSpot inbox information, including conversation and message data.
Cloudflare D1 and R2: D1 stores portal account, authentication, contact, booking, planning, photo metadata, payment-request and confirmation, invitation, integration, and inbox follow-up records, including analysis summaries and limited supporting excerpts. Private R2 storage holds event photo originals. Administrator uploads go directly to R2 using limited upload URLs; viewing and downloading requires the portal's access checks.
Amazon Simple Email Service (SES): delivers production welcome invitations and sign-in links. It processes recipient email addresses and message contents, which may include booking details or a sign-in link. Mail-server acceptance is recorded; that is not proof that a recipient received or read the email. Where welcome tracking is enabled, SES may add a tracking image and redirect welcome links to report opens and clicks through Amazon Simple Notification Service (SNS). The portal does not request this engagement tracking for credential-bearing sign-in emails.
Welcome-email reports: SES and SNS process delivery and engagement reports. We retain invitation-linked event timestamps and provider identifiers, not raw reports, email-open IP addresses, user-agent strings, clicked URLs or message contents from those reports. Open and click signals are approximate; privacy proxies, scanners and other automated tools can generate them, while blocked images can hide activity. Missing reports do not mean unread mail. Browser analytics settings do not disable these email-provider signals.
Square: provides hosted checkout for deposit and final-balance requests. The portal shares booking and contact information needed to create checkout, together with the requested amount and payment identifiers. Square collects and processes the payment details you enter on its hosted checkout. The portal does not collect or store full card numbers or security codes. Square returns payment confirmations and receipt links to the portal. See Square’s Privacy Policy.
PostHog: helps Radiate understand use of authenticated portal pages and planning workflows. Analytics events use an opaque account identifier, account role, generalized page category, and action name. They do not include names, contact details, booking or planning content, inbox messages, payment details, authentication links, or full page URLs. Public sign-in pages and private bearer-link team views are not tracked. Session recording, automatic interaction capture, and automatic exception capture are disabled. PostHog also receives and may retain connection metadata, including IP addresses. IP-based geographic enrichment is disabled. See the PostHog Privacy Policy.
HubSpot: provides read-only conversation history for administrators. Client-specific views match portal contacts’ email addresses; scheduled follow-up checks cover the connected customer inbox, including leads without a portal account. This may include messages captured through Radiate’s connected info@radiatepro.com Gmail channel, participants, timestamps, internal notes, statuses, message text, and attachment metadata. The portal displays plain text and metadata, not remote message images or attachment downloads. It does not provide a complete mailbox archive, send replies, or modify HubSpot contacts or conversations. Original messages and attachments remain accessible through HubSpot to people authorized there.
LiteLLM, Vercel AI Gateway, and OpenAI: when follow-up monitoring is configured, selected plain-text customer-facing messages are sent to an operator-managed LiteLLM service using the configured Qwen model. If that analysis fails, the portal sends the same selected messages through Vercel AI Gateway to OpenAI for a fallback assessment. LiteLLM routes inference according to its operator’s configuration. Message text may itself contain personal information. Internal notes, attachment files, and remote images are not sent for this analysis. The portal retains the suggestion, its check time, and limited supporting excerpts for authorized administrators, rather than a separate full transcript. AI suggestions can be wrong; people review them and send any replies in HubSpot. AI does not send messages or change bookings. Provider processing and retention depend on the applicable service terms and account settings; disabling response storage is not a promise of zero provider retention.
ntfy: primary AI failures can send an operational alert to an operator-configured notification topic. The alert does not include customer messages, identities, credentials, or raw provider errors.
Discord: supports internal crew coordination. Creating an event can create a crew channel using the event title and date, with its venue and booked services in the channel topic. The portal stores the event’s channel mapping and creation status. This does not invite clients to Discord or give crew members portal access. Discord channel permissions govern access within Discord.

These providers process the information needed for their respective functions. Their own terms and privacy policies govern their services and any accounts you use directly with them. Optional Google and Yelp review links open those providers' websites. Posting a review is not required to access your photos.

6. Google Maps venue lookups

Administrator venue autocomplete uses Google Maps Platform’s Places API. Venue search text, a lookup session token, and the selected place identifier are sent through the portal’s server to Google to retrieve venue suggestions and details. The lookup does not append client names, email addresses, or other booking fields. Administrators should not type unrelated personal information into venue search.

Suggestions are not saved as a list in the portal. A venue name and address confirmed by an administrator can be saved as booking details. Manual entry is available without a Google venue lookup. Google’s collection and processing for this feature are governed by the Google Privacy Policy, incorporated here for use of Google Maps services. See also the Google Maps End User Additional Terms of Service and the Portal Terms of Use.

7. Retention and your requests

Booking completion, cancellation, or signing out does not automatically delete portal records or event photos. After an event, client planning screens are replaced by the celebration view, but Radiate retains the original plans for its records. Retention needs depend on the booking, ongoing service and support needs, and applicable legal obligations; this policy does not set a fixed deletion schedule. Temporary cache expiry is not deletion of the original information in the portal or a connected service.

Contact info@radiatepro.com to ask about your information, request access or corrections, request deletion, or discuss a linked contact’s access. Radiate may need to verify your identity and consider booking records, other people’s information, and applicable legal obligations when responding. The portal does not offer automatic account deletion. Requests concerning information held independently by Google or another provider may also need to be directed to that provider.

8. Questions and updates

For privacy questions or concerns about account access, email info@radiatepro.com. This policy may be revised after owner review or as portal features and data practices change. Review this page for the current wording.