Privacy Notice

1. Who is responsible

Villagebee is responsible for the VillageBee service described here. Privacy questions and requests may be sent to [email protected] or NA.

2. Information we collect

• Account and contact information: name, email, verification status, password credentials stored in protected form, and optional phone or address details.
• Community and household information: memberships, roles, invitations, household relationships, and aggregate household or child planning counts. Adults control accounts; the service is not directed to children.
• Profile and preference information: profile details, availability, interests, accessibility planning, dietary restrictions, allergies, hosting preferences, and other information you choose to provide.
• Content and communications: messages, chat content, photos, captions, feedback, safety reports, support requests, and moderation records.
• Menu and recipe-planning information: dish names and descriptions, preparation notes, original recipe content you choose to provide, external recipe URLs, administrative source details, and source or rights confirmations associated with a menu revision.
• AI-assistance information, when enabled: an authorized organizer’s drafting instructions and bounded announcement context, the generated suggestion, feedback, provider and model identifiers, token counts, timing, and non-content fingerprints used for governance and audit.
• Technical and activity information: device and browser details, IP address, authentication sessions, security events, feature activity, and operational logs.

We ask you not to place highly sensitive information in general chat or profile fields. Use the purpose-specific controls provided for dietary, accessibility, safety, or support information.

3. Why we use information

• Create, verify, secure, and support accounts.
• Review invitations, applications, memberships, and program participation.
• Operate community features, private groups, Supper Clubs, events, messaging, media, notifications, and support.
• Respect visibility, consent, withdrawal, and communication choices.
• Prevent abuse, investigate safety concerns, enforce rules, and comply with law.
• Understand reliability and improve the service using bounded operational information.
• When separately enabled, provide labelled AI assistance for authorized announcement drafting or rewriting, require human review, enforce rate and safety limits, and audit use without automatically saving or publishing the suggestion.
• Send optional news or program updates only when you choose them. You can unsubscribe without affecting service messages.

4. When information is disclosed

We disclose information to authorized community organizers and members according to the feature, role, and sharing choices involved. We also use contracted service providers to operate VillageBee. Depending on the enabled configuration, these may include Render and PostgreSQL hosting, Stream for chat, Postmark for email, Cloudflare Images for media delivery, OpenAI for labelled organizer drafting assistance, and monitoring or security providers.

We may disclose information when required by law or reasonably necessary to protect people, investigate abuse, preserve service integrity, or complete a business transition subject to appropriate safeguards.

VillageBee does not sell personal information and does not share it for cross-context behavioral advertising. If that practice changes, this notice and the available choices must change first.

VillageBee does not use member content to train its own general-purpose AI model. Before an external AI provider is enabled, its contract, retention settings, and training/data-use terms must be reviewed and accurately reflected here.

When you open an external recipe link, your browser contacts the independent destination. That site may receive technical information such as your IP address, browser or device details, and request timing, and may use cookies or similar technologies under its own privacy notice. VillageBee does not control the destination’s collection or use of that information.

5. Retention

We retain information only for the account, community, safety, legal, and operational purposes described here. Different records have different periods:

• Account and membership records are generally kept while the account or relationship is active and for a limited period needed for security, disputes, legal obligations, and recovery.
• Supper Club chat content is configured for a 365-day operational period unless a shorter safety or deletion rule applies.
• Some purpose-specific private or sensitive planning content is redacted 30 days after its related activity ends.
• Published menu revisions may retain their recipe type, original content, external URL, administrative source details, and source or rights confirmation so the menu history remains accurate and auditable.
• AI governance records retain non-content fingerprints and bounded operational evidence. Provider-side prompt and output retention must be documented here before external AI is enabled.
• Backups and provider copies expire on their controlled schedules after deletion from active systems.

Draft note: the final approved notice must include the reviewed retention schedule and backup-expiry commitments for every launched feature.

6. Your choices and privacy requests

You can update many profile and visibility choices in VillageBee. You may also ask to access, correct, or delete personal information, or withdraw optional marketing permission, by contacting [email protected]. We may need to verify your identity and may retain limited information when required for security, legal obligations, or another person’s rights.

Where applicable law provides additional rights—such as portability, restriction, objection, appeal, or freedom from discriminatory treatment—we will honor verified requests within the required scope and time.

7. Children and household planning

VillageBee accounts are for people age 18 and older. The service is not directed to children and we do not knowingly allow a child to create an account. Adult members may provide limited household planning information, such as child age bands or counts, where a program needs it. Do not submit a child’s direct contact credentials or unnecessary identifying details.

8. Security, changes, and contact

We use administrative, technical, and organizational safeguards designed for the sensitivity of the information involved. No online service can guarantee absolute security.

We will post an updated version when this notice changes and provide additional notice or choice when required. Contact: [email protected] · NA