Privacy Policy

Greenwood Capital Realty, LLC ("Greenwood Hall," "we," "us," or "our") operates the website greenwood-hall.com and provides event venue rental services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, make a booking, or communicate with us.

1. Information We Collect

1.1 Personal Information You Provide

We collect information you voluntarily provide when you:

• Request a quote or check availability
• Schedule a venue tour
• Make a booking or reservation
• Create an account or access your customer portal
• Submit event setup sheets or documentation
• Contact us via phone, email, or contact forms
• Sign up for text message notifications

This information may include:

• Full name
• Email address
• Phone number
• Mailing address
• Event date and details
• Payment information (processed securely by our payment processor)
• Date of birth (to verify you are at least 21 years old as required for rental)
• Electronic signature

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent
• Referring website
• Date and time of visits

1.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. These include:

• Essential Cookies: Required for website functionality, authentication, and security
• Analytics Cookies: Help us understand how visitors use our website
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may limit website functionality.

2. How We Use Your Information

We use collected information to:

• Process and manage your venue bookings and reservations
• Verify your age (must be 21+ to rent)
• Communicate booking confirmations, reminders, and updates
• Send transactional text messages (with your consent)
• Process payments and refunds
• Respond to inquiries and provide customer support
• Schedule and confirm venue tours
• Improve our website and services
• Comply with legal obligations
• Enforce our Terms of Service and rental agreements
• Prevent fraud and unauthorized access

3. Text Message (SMS) Communications

3.1 Opt-In Consent

We only send text messages to individuals who have expressly opted in. You may opt in by:

• Checking the SMS consent box during online booking
• Providing verbal consent during a phone call (which we record)
• Texting a keyword to our number
• Signing a written consent form

3.2 Opt-Out Instructions

To stop receiving text messages at any time, reply STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any message. We will process your request immediately and send a one-time confirmation. You may also email setup@greenwood-hall.com or call 631-206-5110 to opt out.

3.3 Consent Records

We maintain records of your consent including the date, time, method of consent, and the specific terms you agreed to, in compliance with the Telephone Consumer Protection Act (TCPA) and carrier requirements.

4. How We Share Your Information

We may share your information with:

• Payment Processors: Stripe processes payments securely. We do not store full credit card numbers.
• Email Service Providers: To send booking confirmations and communications.
• SMS Service Providers: To deliver text message notifications you've opted into.
• Analytics Providers: To understand website usage (data is anonymized where possible).
• Legal Authorities: When required by law, court order, or to protect our rights.
• Business Transfers: In the event of a merger, acquisition, or sale of assets.

We do not sell your personal information to third parties for marketing purposes.

5. Data Retention

We retain your information for:

• Booking Records: 7 years (for tax and legal compliance)
• Contracts and Waivers: 7 years after the event date
• SMS Consent Records: 4 years after last interaction
• Website Analytics: 26 months
• Customer Inquiries: 3 years

After retention periods expire, data is securely deleted or anonymized.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• SSL/TLS encryption for data in transit
• Encrypted storage for sensitive data
• Access controls and authentication requirements
• Regular security assessments
• PCI-DSS compliant payment processing (via Stripe)

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Your Privacy Rights

7.1 All Users

Regardless of your location, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Opt out of marketing communications
• Opt out of text messages

7.2 California Residents (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights:

• Right to Know: Request what personal information we collect, use, disclose, and sell.
• Right to Delete: Request deletion of your personal information (subject to exceptions).
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt-Out: Opt out of the sale or sharing of personal information. Note: We do not sell personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights.

Categories of Personal Information Collected: Identifiers (name, email, phone), commercial information (booking history), internet activity (website usage), and geolocation data (general location from IP).

7.3 Other State Privacy Rights

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), and Utah (UCPA) have similar rights to access, correct, delete, and opt out. Contact us to exercise these rights.

7.4 How to Exercise Your Rights

To exercise any privacy rights, contact us at:

• Email: setup@greenwood-hall.com
• Phone: 631-206-5110
• Mail: 58 Greenwood Avenue, East Islip, NY 11730

We will verify your identity before processing requests. You may designate an authorized agent to make requests on your behalf.

8. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18. Our rental agreement requires all renters to be at least 21 years old. If we learn we have collected information from a child under 18, we will delete it promptly.

9. Third-Party Links

Our website may contain links to third-party websites (e.g., Google Maps, social media). We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top indicates when changes were made. Material changes will be communicated via email or prominent website notice. Continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us:

Effective Date: January 9, 2026