Playbook by Venue Intelligence
Privacy Policy
Effective October 1, 2026 · Terms of Use: playbook.events/terms
Playbook is a private, invite-only event-operations app. Organizations that run events and venues use it to share event plans, emergency procedures, maps, contacts and updates with the people working an event, and to keep that information available on their phones when there is no signal. Playbook is not offered to the general public. This policy explains what information Playbook handles, why, who sees it, and the choices you have.
1Who we are
Playbook is operated by Venue Intelligence II, LLC ("Venue Intelligence", "we", "us"), 10525 Trebah Cir, Carmel, IN 46032, United States. Playbook is offered in the United States.
Who controls your information
If you work an event, the organization that invited you decides what information about you is in Playbook and who can see it. We hold and process that information on the organization's behalf, under our agreement with it. You can send a request to see, correct or delete your information to that organization or to us, and we will help either way.
If you are an administrator at a customer organization, we are responsible for the information you give us directly when you set up and use your account.
2What we collect
Mobile number. From the organization that invites you, or from you. Playbook identifies mobile users by mobile number. We collect it to sign you in with one-time text-message codes, to send you event invitations by text, to match your access across events, and to show you on an event's contact list.
Name. From the organization, or from you. Shown to other people working the event.
Email address. From the organization, or from you. Administrators use it to sign in to the web console, reset passwords and receive account notices. An organization may also include an email address in your contact entry so staff can reach you during an event.
Password. Administrators only. We store a one-way hash, never the password itself.
Access level and groups. From the organization. These decide what you can do and what content reaches you on each event.
Event details. From the organization, or from you: an assignment or post the organization enters (for example "Gate 3"), whether you accepted an invitation, and when you check in to or out of an event.
Content you add. Photos, documents, videos, messages, edits and activity-log entries you post to an event. Entries may show your name.
Delivery records. Which published content has reached your device, so an organization can confirm its plans were distributed.
Text-message consent records. Each time you request a sign-in code we record the mobile number, the time, the version of the disclosure you were shown, and the app version. Mobile carriers require us to keep these records.
Device and technical records. A device identifier and push-notification token used to deliver notifications, the app version, sign-in sessions, and server records (such as IP address, time and errors) used to keep the service secure and working.
When you upload a photo or video, Playbook removes its embedded metadata, including any location the camera recorded, before storing it.
3What we don't collect
No precise location. The apps never ask for or read your phone's location.
No analytics, advertising or tracking. We use no analytics, advertising, tracking or crash-reporting tools, no advertising identifiers and no tracking cookies.
No selling. We do not sell or rent personal information, and we do not share it for cross-context behavioral advertising.
No payment information. Billing happens outside Playbook.
No access to your contacts, messages or photo library. The app uses the camera or photo picker only when you choose to post an image.
The web console uses cookies only to keep you signed in and to protect forms from forged requests.
4How we use information
To provide Playbook: deliver event plans, maps, contacts, broadcasts and updates to the people an organization chooses, and keep them available offline.
To sign you in and verify your mobile number with one-time codes.
To send service messages: event invitations, sign-in codes, password resets and account notices.
To let an organization see who has accepted an invitation and who has checked in.
To keep Playbook secure, prevent abuse and fix problems.
To meet legal obligations, including mobile-carrier record-keeping rules.
We do not use your information for marketing, we do not send marketing messages, and we do not use event content to train AI models.
5Who can see your information
The organization running the event, and the people it authorizes, according to the access levels and groups it sets. For example, other staff on an event may see your name and assignment, and the organization's administrators may see your mobile number.
Amazon Web Services (AWS), which hosts Playbook in the United States and delivers our email and text messages, including through AWS End User Messaging and AWS Notify. AWS processes this data on our behalf.
Google, when a text message to you is delivered as an RCS message (a richer form of text message supported by most current phones). Google is part of the RCS delivery chain and handles those messages, including their content, under Google's RCS for Business terms.
Apple and Google, which deliver push notifications to your device and distribute the iOS and Android apps through their app stores. Their own privacy policies cover your use of those services.
Authorities, when the law requires it, or to protect the safety of people or the service.
A successor, if Playbook or Venue Intelligence is sold or merged, under terms that keep this policy's protections in place.
We use no other service providers to process your personal information.
6Text messages
Playbook sends two kinds of text messages, delivered as SMS or, where your phone supports it, as RCS:
Sign-in codes. A one-time verification code, sent only when you request one by entering your mobile number and tapping "Send code" in the app.
Event invitations. Sent on behalf of an organization that has added you to an event. Each invitation names Venue Intelligence and the organization. Receiving invitations is not a condition of using Playbook.
Message and data rates may apply. Message frequency varies. Reply HELP for help or STOP to cancel. Full details are in our Text Messaging Terms.
Our commitments on text messaging:
No mobile numbers will be shared with third parties or affiliates for marketing or promotional purposes.
Text messaging originator opt-in data and consent will not be shared with any third parties.
Messages are delivered through AWS Notify. AWS does not share end user phone numbers with third parties for marketing or promotional purposes.
Consent you give to receive Playbook text messages is used only for Playbook messages. It is not shared with any other messaging program, with affiliates, or with any third party.
Sign-in codes are delivered through AWS Notify. Event invitations are delivered through AWS End User Messaging as SMS, or as RCS where your phone supports it. We keep records of your consent and of any opt-out request, as mobile carriers require.
7Data on your phone
So Playbook works without a signal, the app stores the plans, contacts, images and updates you have access to on your phone. This copy is kept in the app's private storage and is excluded from device backups and phone-to-phone transfers. Signing out deletes it from the phone.
When an organization removes your access, the app removes that content the next time your phone connects. Until then, content already downloaded stays on the device.
8Retention and deletion
We keep personal information for as long as the organization's Playbook account is active. When an organization's account is closed or deactivated, we delete or de-identify the personal information connected to it within 90 days, unless the law or mobile-carrier rules require us to keep something longer. This applies to everyone the organization added, whether or not they ever signed in.
While an account is active, records an administrator removes may be kept in a deactivated form so the organization's event history stays accurate. Technical logs are kept for a shorter period.
How to delete your Playbook account and data
Email support@venueintel.com with "Delete my Playbook data" in the subject line, from the email address on your account or including the mobile number on your account. We will confirm your request, tell the organization involved where needed, and complete it within 30 days. You can't yet delete your account from inside the app.
9Security
Information is encrypted in transit and stored in AWS data centers in the United States. Access to event content is restricted to the people an organization has invited, and is enforced on our servers, not only in the app. The database enforces which organization and event each record belongs to. Sign-in codes expire after a few minutes, and attempts are limited. No system is perfectly secure; if we learn of a breach affecting you, we will notify you as the law requires.
If you use Playbook from outside the United States, your information is transferred to and stored in the United States.
10Your choices and rights
See, correct or delete your information by emailing support@venueintel.com.
Update your details. If you have a web-console account, you can update your name, email and mobile number from your profile.
Stop text messages by replying STOP. A STOP blocks every text message from that number, including sign-in codes and invitations from any organization that uses Playbook, until you reply START or UNSTOP to the same number. While you are opted out, you can't sign in to the mobile app with a text-message code. Stopping messages does not remove you from an event; ask the organization that invited you to do that.
Turn off push notifications in your phone's settings.
State privacy rights. Depending on where you live (for example, California), you may have additional rights to know, delete and correct personal information. We will not treat you differently for using them.
11Age
Playbook is a workplace tool for people 13 or older. Organizations must not add anyone under 13. We do not knowingly collect personal information from children under 13. If we learn that we have, or if you believe a child's information has been added, contact us and we will delete it.
12Changes to this policy
If we change this policy, we will post the new version on this page and update the effective date above. If a change is significant, we will tell you in the app or by email before it takes effect.
13Contact us
Venue Intelligence II, LLC
10525 Trebah Cir, Carmel, IN 46032
Email: support@venueintel.com
Phone: +1 317-429-0482
No sign-in is needed to contact us. This policy is governed by the laws of the State of Indiana. Read our Terms of Use.