Privacy Policy

1. Scope

This Privacy Policy describes how Koa’s Events LLC (“Koa’s,” “we,” “us,” or “our”) handles personal information when you use koasevents.com; build or save a quote; submit an inquiry; receive, view, accept, or decline a proposal; review or electronically sign an agreement; use a booking or planning portal; upload event documents; communicate with us; or otherwise interact with Koa’s Events.

This policy also describes information processed through Koa’s internal sales and event-operations systems and our QuickBooks Online integration.

2. Information we collect

Depending on how you interact with Koa’s, we may collect your name, email address, phone number, event date, event type, guest count, budget, event location, service interests, preferred contact method, quote selections, rental and add-on selections, planning priorities, proposal and contract information, payment-schedule information, planning questionnaire responses, vendor contacts, event timelines, final guest count, and files you choose to upload such as insurance certificates, floor plans, vendor documents, images, spreadsheets, or planning documents.

If you accept a proposal or electronically sign an agreement, we record information needed to document that action, including the name you enter, the action taken, acknowledgement or consent language, and the date and time of the action. We also record operational events such as when a proposal or booking agreement is first opened.

For administrators and staff, we may process account email, authentication status, authorization roles, CRM notes, activity records, event assignments, operational checklists, and records needed to administer the website and booked events.

Our hosting, authentication, and security providers may also process ordinary technical information associated with requests to the site, such as IP address, browser or device information, request headers, timestamps, and security or diagnostic logs. Koa’s application records do not intentionally use that technical information to create advertising profiles.

3. Browser storage, saved quotes, and first-party activity records

The quote builder uses browser local storage to remember quote-builder selections on your device. The site also uses session storage for short-lived functions such as keeping a random funnel-session identifier and carrying wedding-inquiry information between pages during the same browser session.

If you choose to save a quote, a copy of the quote state is stored server-side and assigned a private recovery identifier. Saved quote records are currently configured to expire after 180 days unless the information has become part of a separate inquiry, CRM, proposal, booking, or event record.

Koa’s also records limited first-party activity events used to understand and operate the sales workflow, such as package views, quote saves, inquiry creation, proposal views and decisions, contract activity, planning updates, and booking milestones. Package-view events use a randomly generated browser-session identifier rather than your name or email unless the activity later becomes associated with a saved quote or CRM record through your own submission.

The current Koa’s website does not use third-party advertising pixels or third-party behavioral advertising analytics to build advertising profiles from your activity on the site.

4. How we use information

We use personal information to respond to inquiries; restore saved quote configurations; prepare quotes, proposals, estimates, contracts, invoices, and event plans; communicate about services; administer bookings; coordinate vendors and event logistics; operate client portals; maintain sales and event records; document proposal and contract actions; provide customer support; secure and troubleshoot our systems; meet accounting, contractual, tax, and legal obligations; and improve Koa’s services and workflow.

5. QuickBooks Online and Intuit data

Koa’s uses QuickBooks Online as its accounting system for estimates, invoices, balances, and payment status. After an authorized Koa’s administrator connects the Koa’s QuickBooks company through Intuit’s OAuth authorization process, Koa’s may send customer and transaction information to QuickBooks Online. Depending on the transaction, this may include customer name, email address, phone number, event or CRM references, estimate and invoice line descriptions, amounts, due dates, and internal transaction notes used to associate the QuickBooks document with the Koa’s event record.

Koa’s may retrieve QuickBooks customer identifiers, estimate and invoice identifiers and document numbers, totals, balances, due dates, email-delivery status, and related accounting status so our CRM can reflect the current accounting record. The Koa’s website does not collect or store payment-card numbers for QuickBooks payments.

Intuit access and refresh tokens are handled server-side and stored in encrypted form; they are not exposed through client-facing pages. When an authorized Koa’s administrator disconnects QuickBooks through the Koa’s integration, the integration attempts to revoke the Intuit OAuth token and removes Koa’s locally stored connection record after successful revocation. Disconnecting the integration does not automatically delete customers, estimates, invoices, payments, or other accounting records that already exist in the Koa’s QuickBooks company; those records remain subject to Koa’s accounting obligations and Intuit’s services.

6. Service providers and data disclosures

We use service providers to operate, host, secure, authenticate, and administer the website and business systems. Current core providers include Netlify for website hosting, serverless functions, forms, data storage, and administrator identity services, and Intuit/QuickBooks Online for accounting workflows. These providers process information as needed to provide their services to Koa’s and are also subject to their own terms and privacy practices.

Website inquiry forms may be processed through Netlify’s form service as well as captured in Koa’s internal CRM so the inquiry can be managed through the Koa’s sales workflow.

We may share relevant event information with vendors, service providers, or event participants when reasonably necessary to coordinate or deliver the services you request. We may also disclose information when required by law or legal process; when reasonably necessary to protect Koa’s, our clients, guests, property, systems, or others; or in connection with a business reorganization or transfer.

Koa’s does not sell personal information to advertisers and does not use the current website to share personal information for cross-context behavioral advertising.

7. Client portals, planning information, and document uploads

Proposal, booking, and planning portals are accessed through private links containing secure tokens. Information submitted through those portals becomes part of the applicable event or sales record and may be viewed by authorized Koa’s staff.

Booked clients may submit a guest count, vendor contact information, questionnaire answers, insurance documents, floor plans, and other planning files. If you provide information about a vendor, guest, or other person, you are responsible for having authority to provide that information for event-planning purposes.

Client-uploaded planning files are kept separate from staff-only documents in the portal interface. Internal Koa’s operational notes, approvals, staff assignments, and internal files are not intentionally exposed through the client planning portal.

8. Proposals, electronic signatures, and audit records

Koa’s records proposal and agreement workflow events so that clients and staff can understand the status of a transaction. These records may include when a proposal or agreement was viewed, whether a proposal was accepted or declined, the name entered by the client, acceptance or signature timestamps, the electronic-signature acknowledgement, Koa’s countersignature information, and related booking milestones.

These records are maintained as part of the business record for the applicable inquiry, proposal, contract, or event.

9. Event photographs, media, and likenesses

Koa’s may receive or create photographs, video, or other media in connection with an event. Whether Koa’s may use event media for promotional purposes is governed by the applicable event agreement, release, or written opt-out arrangement. Where an applicable Koa’s agreement provides a written photo-use opt-out, clients may exercise that option in writing as described in that agreement or form.

Photographs selected for Koa’s public website or gallery may be stored and published through Koa’s website infrastructure. Koa’s may also maintain internal gallery metadata such as image category, visibility, ordering, and focal-point/crop settings.

10. Communications

If you provide an email address or phone number, Koa’s may use it to respond to your inquiry, discuss a quote or proposal, administer your booking, coordinate event planning, provide accounting or payment-related information, and communicate about the services you requested. The website may also provide links that allow you to start an email, telephone call, or text message using your own device and communications provider.

11. Retention

We retain information for as long as reasonably necessary for the purpose for which it was collected and for legitimate business, accounting, contractual, tax, dispute-resolution, security, and legal needs. Retention periods vary by record type.

Saved quote recovery records are currently configured to expire after 180 days. Inquiry, CRM, proposal, electronic-signature, booking, event-planning, operational, and accounting records may be retained longer where they are part of Koa’s business records or are needed to administer or document an event. QuickBooks records may be retained in the Koa’s QuickBooks company even after the website integration is disconnected.

12. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. Administrative systems require authenticated access and role checks; proposal, booking, and planning portals use private high-entropy tokens; client-facing responses containing private records are marked not to be cached; uploaded documents are stored outside the public site assets; and sensitive QuickBooks credentials and OAuth tokens are handled server-side.

No method of storage, authentication, or transmission can be guaranteed to be completely secure. If you believe a private proposal, booking, or planning link has been exposed to someone who should not have it, contact Koa’s so we can address the record and access path.

13. Your choices and requests

You may ask Koa’s to correct or update contact or event-planning information associated with you. You may also request access to or deletion of personal information held by Koa’s where applicable. We may need to verify the request, and some records may need to be retained for accounting, tax, contractual, security, dispute-resolution, or other legal reasons.

You may remove information stored locally by the quote builder by clearing site data in your browser. Removing local browser data does not delete a saved server-side quote, submitted inquiry, proposal, contract, booking, planning record, or QuickBooks record.

QuickBooks authorization for the Koa’s company can be disconnected by an authorized Koa’s administrator. Clients who want information corrected in an estimate or invoice should contact Koa’s so the underlying business record can be reviewed and, when appropriate, corrected in QuickBooks.

14. Children

The Koa’s website, inquiry forms, quote tools, booking tools, and planning portals are intended for adults arranging or administering events and are not directed to children under 13. Information about minors may appear incidentally in event-planning materials supplied by an adult, such as guest or accessibility information, when relevant to the event.

15. Changes to this policy

We may update this Privacy Policy as our services, integrations, systems, or legal obligations change. The “Last updated” date above identifies the current version. Material changes may also be communicated through the website or another appropriate channel when required.

16. Contact

Questions or privacy requests may be sent to:

Koa’s Events LLC
11-3334 Hibiscus St
Mountain View, HI 96771
United States
aloha@koasevents.com
844-808-KOAS