1. Scope and contact
This Privacy Policy explains how Veldon Spotlight handles information in connection with its website and online entertainment planning, talent coordination, campaign coordination and virtual show support services. It applies to visitors and to people who contact us about an event. It does not replace the privacy notices of an event platform, a performer or another independent service provider.
Veldon Spotlight was established on September 30, 2026. Our contact address is 2858 Frankfort Ave, Louisville, KY 40206. Questions and privacy requests may be sent to events@veldonspotlight.com or addressed to that postal address. Our phone number is +1 270 802 0097.
2. What the website form does
The event brief form asks for a full name, email address, phone number, event type, requested service, preferred date or timeframe, an event description and acknowledgement of the form notice. These fields are required so the browser can prepare a complete brief.
The current form processes those entries only inside your browser. Selecting Send message displays an on-screen confirmation and a short summary. It does not transmit the entries to Veldon Spotlight, send an email, create a customer record, place an order, process a payment or reserve a date. The form does not write your entries to cookies, local storage or session storage. Closing the form clears the entries from its controls.
Information may remain visible while the window is open. Your browser, device, extensions or autofill settings may retain information under their own settings. Please use a private device if your event information is confidential. Do not enter payment card details, identity documents, passwords, health information or other sensitive information into the brief.
3. Information received through direct communications
If you separately email, call or write to us, we receive the contact details and information you choose to provide. That may include your name, professional role, organization, email, phone number, event purpose, audience, dates, time zone, budget, platform preferences and other relevant planning instructions.
When a project is agreed, the information needed for its delivery can also include contributor contacts, availability, scheduling records, approved materials, performance requirements, contractual communications, invoices and payment status. We do not need a complete guest list unless a specific coordination task requires it. Share only the information needed for the agreed task and make sure you are authorized to provide information about other people.
4. Technical information and hosting
Accessing a hosted website can generate technical records such as an IP address, requested page, request time, browser or device characteristics and security-related information. Hosting and delivery providers may process these records to display pages, deliver images, maintain the service and prevent abuse.
The custom website sections do not add advertising pixels, analytics scripts, embedded video players, social media widgets or external font requests. The storefront platform and other installed features may have their own necessary cookies or privacy controls. Cookie Policy describes the distinction between the custom sections and platform-level functionality. Technical records are not an event booking request.
5. How information is used
Information that we actually receive is used to respond to your communication, understand the event brief, prepare a scope or quote, confirm responsibilities, coordinate relevant contributors, communicate schedules and provide agreed services. Project and payment records may also be used to maintain business records, resolve a disagreement, prevent misuse and meet applicable obligations.
Preparing an event brief on this website does not subscribe you to marketing. We do not use the brief form to build an advertising audience. Any future optional marketing feature must be explained when offered and must provide the choices required for that feature.
7. Retention and deletion
Website brief entries are not retained by Veldon Spotlight because this form does not transmit or store them. They are cleared when the form closes. Copies retained by your own browser or device are controlled by your device settings.
For direct inquiries that do not become a project, our retention policy is to keep the relevant communication for no longer than 12 months after the last meaningful contact unless an outstanding request, dispute or legal obligation requires a longer period. When a project is confirmed, planning records are retained for the project and, as needed, for follow-up, dispute resolution and required business recordkeeping.
Contract, invoice and payment records may need to be retained for up to seven years after the project closes, or longer where an applicable legal requirement or unresolved claim requires it. Information that is no longer needed should be deleted or de-identified. A deletion request does not require destruction of records that must reasonably be retained for an existing obligation; we will explain any applicable limitation.
8. Your choices and requests
You can choose not to complete the browser-only brief or not to contact us. To request access to, correction of or deletion of information we have actually received, contact events@veldonspotlight.com and explain the request. Identify the relevant event or communication without sending unnecessary sensitive documents.
We may ask for proportionate information to verify that a request concerns your information or that you are authorized to act for someone else. Rights and response requirements depend on the law that applies to the request. We will explain when a request cannot be completed in full and respond as required by applicable law. Because the website brief is not transmitted, we cannot retrieve a form entry that remained only on your device.
9. Security and confidentiality
The intended approach to project information is to limit collection to what the work needs, restrict access to people who need it, use appropriate safeguards and remove information when the reason for retaining it ends. No website, email service or transmission method can be promised to be completely secure.
Do not include access credentials in an initial inquiry. Platform access, private links and permissions should be arranged through an appropriate process during planning. If you believe project information has been exposed, contact us promptly with enough detail to help identify the issue.
10. Recordings, images and participant information
Recording an event or publishing participant images is not included merely because an online event is planned. The parties must agree whether a session is recorded, who controls the recording, the purpose, access, retention and any intended publication. Participants must receive the relevant notice and permissions must be obtained where required.
Permission to coordinate a show is not automatic permission to publish a guest's image, testimonial or performance. Materials and rights supplied by a client remain subject to the agreed scope and applicable permissions.
11. Children and audience information
The website inquiry tools are intended for adults arranging an event, not for children to submit personal information. A celebration may involve a family audience, but the event organizer must discuss any child participation, platform access, safeguarding or permission requirements before an event is agreed.
Do not submit identifying information about a child through the brief. If you believe information about a child was provided to us without appropriate authority, contact us so the circumstances can be reviewed.
12. Changes to this policy
This policy describes the browser-only form and the related direct-communication practices stated above. If a live submission system, optional analytics, advertising technology or another material data feature is added, the notice and any required choices must be updated before the changed practice is used. The update date at the top identifies the policy version.
Contact Veldon Spotlight
Email events@veldonspotlight.com
Address 2858 Frankfort Ave, Louisville, KY 40206
Phone +1 270 802 0097