Privacy
Policy

1. Overview

Heat District Productions respects your privacy. This Privacy Policy explains how we collect, use, store, and protect information when you visit our website, request a quote, select packages or products, submit checkout details, pay a deposit, or contact us directly.

By using this website, submitting a form, providing event information, or booking services with Heat District Productions, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect information that you voluntarily provide through our website forms, package builder, checkout page, email, phone, text, Instagram, or other communication channels.

• Contact information: name, phone number, email address, and preferred contact method.
• Event information: event date, event type, venue name, venue address, guest count, start time, end time, indoor or outdoor setup, setup notes, and special requests.
• Booking selections: selected package, selected add-ons, product cart items, event hours, rental quantities, website total, deposit amount, and remaining balance.
• Quote request details: services needed, custom production requests, budget-related notes, event preferences, and venue access details.
• Communication records: messages sent through contact forms, checkout forms, email, phone, text, Instagram, or other direct communication.
• Technical information: basic browser or device information that may be processed by our website hosting, form, analytics, or security tools.

3. How We Use Your Information

We use the information you provide to respond to inquiries, process booking requests, confirm event details, create invoices, coordinate event production, communicate with you, and keep accurate internal records.

• To respond to quote requests, booking requests, and general questions.
• To prepare package recommendations, rental builds, custom production builds, and event confirmations.
• To create deposit invoices, payment instructions, and booking records.
• To coordinate event logistics such as timing, location, setup needs, power requirements, access details, parking, weather planning, and venue restrictions.
• To add confirmed or pending event information to our booking workflow, calendar, spreadsheet, or internal planning system.
• To improve our website, services, packages, client experience, and booking process.
• To keep internal records related to quotes, bookings, invoices, deposits, balances, event communication, and service history.

4. Invoices, Deposits, and Payments

Heat District Productions may use third-party tools such as QuickBooks or other payment and invoicing platforms to create invoices, send payment links, collect deposits, and track payment status.

Our website does not directly collect or store your full credit card number, bank account details, or payment card security code. Payment information is handled by the payment or invoicing provider used to complete the transaction.

5. Booking Calendar and Internal Event Workflow

When you submit event details through checkout, contact forms, or direct communication, Heat District Productions may use that information to create or update internal booking records.

• Event details may be added to an internal calendar to help track event date, time, venue, client information, package selections, rental items, and event notes.
• Event information may be stored in internal spreadsheets, booking logs, email records, invoices, or planning tools.
• Calendar and booking information is used for scheduling, preparation, staffing, equipment planning, and client follow-up.

6. Website Storage and Session Data

Our website may temporarily store package selections, add-on selections, product cart items, event totals, deposit amounts, and checkout details in your browser using session storage or similar browser-based storage. This helps the website remember your selections as you move from packages to add-ons, rentals, and checkout.

This browser-based information is mainly used to make the booking flow work correctly. You can clear this data by closing the browser session, clearing your browser storage, or using the clear cart options where available.

7. How We Share Information

We do not sell your personal information. We may share information only when needed to operate our business, complete your booking, process invoices, respond to your request, coordinate your event, or comply with legal requirements.

• Service providers: invoicing, payment processing, contact forms, email services, website hosting, calendars, spreadsheets, automation tools, and other business operations.
• Event-related vendors or team members: only when needed for a specific event, rental, custom production request, delivery, setup, staffing, or service coordination.
• Legal or safety reasons: if required to comply with law, enforce agreements, prevent fraud, collect unpaid balances, protect equipment, or protect the rights and safety of Heat District Productions, our clients, guests, vendors, or others.

8. Data Security

We take reasonable steps to protect the information submitted to us. However, no website, email system, payment platform, calendar tool, spreadsheet, or internet transmission can be guaranteed to be completely secure.

Please avoid sending highly sensitive payment information, passwords, private identification documents, or confidential documents through regular contact forms, text messages, or social media messages unless specifically requested through an appropriate method.

9. Event Media and Promotional Privacy

Heat District Productions may provide photography, videography, content coverage, photo booth services, or other media services depending on the selected package or service.

• Final edited photos, videos, or media deliverables may be shared with the client through email, cloud links, or another delivery method.
• Heat District Productions may request permission to use event photos, videos, setup photos, or clips for portfolio, website, social media, advertising, or promotional use.
• If you do not want your event, guests, venue, or media posted publicly, notify Heat District Productions in writing before the event.
• Private events, sensitive events, restricted venues, and client privacy requests will be handled with reasonable care when communicated before the event.

10. Your Choices and Requests

You may contact us to request that we update, correct, or delete certain personal information we have collected from you, subject to any business, legal, accounting, tax, contractual, payment, or event record obligations that require us to keep certain records.

You may also choose not to provide certain information, but some information may be required for us to prepare a quote, confirm event details, create an invoice, collect a deposit, coordinate a setup, or complete a booking.

11. Children’s Privacy

Our website and services are intended for clients, event organizers, planners, venues, businesses, and individuals who are able to request event services. We do not knowingly collect personal information from children under 13.

12. Changes to This Policy

Heat District Productions may update this Privacy Policy from time to time. When changes are made, the updated date at the top of this page may be revised. Continued use of the website after changes are posted means you accept the updated policy.

13. Contact Us

For questions about this Privacy Policy or how your information is handled, contact Heat District Productions directly.