01
Introduction
This Privacy Policy describes how Wintergreen Woods Venue, LLC, a South Carolina limited liability company doing business as Wintergreen Woods ("we," "our," or "us"), collects, uses, shares, and protects information when you visit our website at wintergreenwoods.com, submit an inquiry, schedule a tour, book an event, communicate with us by phone, email, or text message, or otherwise interact with us.
We respect your privacy and are committed to handling your information responsibly and in accordance with applicable federal and state law, including the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, and applicable state privacy laws.
By using our website, submitting information to us, or providing consent through one of our forms, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any provision of this Privacy Policy, please do not use our website or submit information to us.
02
Information We Collect
Information you provide to us directly
We collect information that you submit directly to us, including:
—Contact details — your name, email address, phone number, and mailing address when you submit a contact form, schedule a tour, book an event, or otherwise reach out to us.
—Inquiry details — information you share about your event, such as event type, target date, estimated guest count, budget, dietary needs, and special requests.
—Booking and event details — if you book an event with us, additional information needed to plan and execute the event, including vendor contact information, dietary requirements of your guests, timeline preferences, and event-specific arrangements.
—Payment information — billing information required to process deposits and payments. Payment card numbers are processed through our payment processor and are not stored in full by Wintergreen Woods.
—Communications — the content of emails, text messages, voicemails, and other correspondence you have with us.
—Consent records — the date, time, IP address, and specific consent options you selected when you agreed to receive communications from us.
—Event photography and videography — at events hosted at Wintergreen Woods, we may photograph or record the event. Use of this media is governed by our Event Contract and Terms & Conditions, which permit you to opt out of marketing use.
Information collected automatically when you visit our website
When you visit our website, we and our service providers may automatically collect:
—Device and browser information — IP address, browser type and version, operating system, device type, and screen resolution.
—Usage information — pages you view, time spent on pages, referring URL, and search terms used to find our website.
—Cookies and similar technologies — see Section 6 (Cookies & Tracking Technologies) for details.
Information we receive from third parties
We may receive information about you from third parties, including social media platforms (if you interact with our pages), review platforms (Google, WeddingWire, The Knot), and referral sources. This information is limited to what those platforms make available to us.
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How We Use Your Information
We use the information we collect for the following purposes:
—To respond to inquiries, schedule and conduct tours, and provide the information you request
—To evaluate whether we can host your event and to prepare a proposal
—To manage and fulfill event bookings, including planning meetings, vendor coordination, and event execution on the day of your event
—To send transactional communications, including booking confirmations, payment reminders and receipts, planning meeting reminders, contract updates, and event-day logistics
—To send, with your prior express consent, marketing communications about our services, promotions, seasonal availability, and updates about the venue
—To improve our website, services, and customer experience through analytics and internal review
—To comply with legal obligations, respond to lawful requests from public authorities, enforce our agreements, and protect our rights and the rights and safety of others
—To detect, prevent, and respond to fraud, unauthorized access, or security incidents
We do not sell your personal information for money. We do not share your personal information for cross-context behavioral advertising. We do not use your information for advertising purposes outside of our own communications with you.
04
Communications With You — Email, Phone, and Text Message
This section describes how we contact you and what consent means when you provide us with your phone number or email address. Please read this section carefully.
Transactional communications (no separate consent required)
When you submit an inquiry, book a tour, or book an event, you provide your contact information so we can respond to you. We will use that contact information to reply to your inquiry, coordinate your tour, plan your event, and handle logistics on the day of your event. These transactional communications are a natural part of doing business with us and do not require separate consent beyond your initial contact.
Email marketing communications (CAN-SPAM Act compliance)
If you sign up to receive marketing emails from us — either by checking a marketing opt-in box on one of our forms or by asking to be added to our list — we will send you occasional emails about our services, promotions, seasonal availability, and venue updates. Every marketing email we send will include:
—A clear identification that the email is a marketing message
—Our physical postal address
—A working unsubscribe link
You can opt out of marketing emails at any time by clicking the unsubscribe link in any marketing email or by emailing us at TheVenue@WintergreenWoods.com with the subject line "Unsubscribe." We will honor your unsubscribe request within ten (10) business days.
Text message (SMS) communications — TCPA compliance
Under the federal Telephone Consumer Protection Act (TCPA) and Federal Communications Commission regulations, we cannot send you automated marketing text messages without your prior express written consent.
Two types of text messages you may receive from us:
—Transactional SMS — event-related text messages such as tour confirmations, appointment reminders, planning meeting reminders, payment reminders, and day-of event coordination. These are sent only after you have provided your phone number in an inquiry or booking form and only for the purpose of coordinating your specific event or inquiry.
—Marketing SMS — promotional text messages about our services, seasonal availability, or venue updates. We will only send marketing SMS to you if you have separately checked a specific "marketing SMS opt-in" checkbox on one of our forms, providing your prior express written consent to receive automated marketing text messages at the phone number you provided.
Important disclosures for SMS communications
—Consent to receive marketing text messages is not a condition of booking a tour, booking an event, or purchasing any service from Wintergreen Woods.
—Message frequency varies. You may receive up to approximately four (4) marketing messages per month, and additional transactional messages related to your specific event as needed.
—Message and data rates may apply. Standard messaging rates from your mobile carrier apply to messages we send and to any responses you send back.
—You can stop receiving text messages at any time by replying STOP to any text message from us. You will receive one final confirmation message and will not receive further messages except in response to specific inquiries you initiate.
—For help, reply HELP to any text message from us, or contact us using the information in Section 12.
—We do not sell or share your phone number with third parties for their marketing purposes.
—Wintergreen Woods and its mobile carriers are not liable for delayed or undelivered messages.
Autodialed and prerecorded phone calls
We generally contact you by phone only in response to inquiries you have submitted, to coordinate your event, or to return your voicemail. We do not use autodialed or prerecorded marketing phone calls. If we ever institute such a program, we will obtain your prior express written consent as required by the TCPA before doing so.
How to update your communication preferences
You may update your communication preferences at any time by contacting us at TheVenue@WintergreenWoods.com or by calling (803) 957-8888. Please note that you cannot opt out of transactional communications related to a booked event you are already contracted with us for, as these are necessary to fulfill our contract with you.
05
Information Sharing & Disclosure
We share your information only as described below:
Service providers
We share information with third-party service providers who help us operate our business. These providers are contractually obligated to use your information only to perform services for us and to safeguard it appropriately. Our current service providers include:
—GoHighLevel (LeadConnector) — our customer relationship management (CRM) platform, which handles contact form submissions, tour scheduling, calendar management, email and SMS communications, digital document signing, and planning workflows.
—Google Workspace — our email, calendar, and document storage provider.
—Rocket.net — our website hosting provider, which stores the website and its database and processes requests made to the site.
—Cloudflare — our domain name (DNS), content delivery and website security provider. Cloudflare routes traffic to our website and may process technical data such as your IP address and browser information in order to deliver pages and protect the site from abuse.
—Google Analytics — for website usage analytics. Google Analytics collects and processes information about your visit to our website. You can learn more at policies.google.com/privacy and can opt out of Google Analytics tracking by installing the Google Analytics opt-out browser add-on.
—Payment processor — payment card information is processed by our payment processor (currently Stripe, integrated through GoHighLevel). We do not store full payment card numbers ourselves.
Legal disclosures
We may disclose information if we believe in good faith that it is necessary to:
—Comply with a legal obligation, court order, subpoena, or other lawful request from a public authority
—Enforce our Terms & Conditions, Event Contract, or other agreements with you
—Protect our rights, property, or safety, or the rights, property, or safety of our customers, guests, employees, or the public
—Investigate, prevent, or respond to fraud, security incidents, or illegal activity
Business transfers
If Wintergreen Woods Venue, LLC is involved in a merger, acquisition, sale of assets, financing, or reorganization, your information may be transferred as part of that transaction. We will notify you (via email or a prominent notice on our website) of any change in ownership or use of your information.
Aggregated and de-identified information
We may share aggregated or de-identified information (information that cannot reasonably be used to identify you) for any purpose, including business analytics, marketing, or research.
What we do NOT do
We do not sell your personal information. We do not rent your personal information. We do not share your personal information with third parties for their independent marketing purposes. We do not share your phone number or email address with third parties for cross-context behavioral advertising.
06
Cookies & Tracking Technologies
Our website uses cookies and similar technologies to improve your experience, analyze how the site is used, and remember your preferences.
—Essential cookies — necessary for the website to function properly, such as remembering your session as you navigate between pages. These cannot be disabled through our site.
—Analytics cookies — help us understand how visitors use our site so we can improve it. These cookies collect information in an aggregated form and do not personally identify you.
—Functional cookies — remember preferences you have set on our site, such as language or region.
You can control cookies through your browser settings. Most browsers allow you to refuse or delete cookies. If you disable cookies, some features of our site may not function properly.
Do Not Track signals
Some web browsers offer a "Do Not Track" (DNT) signal. Because there is no industry consensus on how to interpret DNT signals, our website does not currently respond to DNT signals. You may still control cookies through your browser settings as described above, and you may exercise other rights described in Section 7.
07
Your Rights & Choices
Depending on your state of residence and applicable law, you may have certain rights regarding your personal information.
Rights that apply to all users
—Access — request a copy of the personal information we hold about you.
—Correction — request that we correct inaccurate or incomplete personal information.
—Deletion — request that we delete your personal information, subject to certain exceptions (for example, information we are required to retain for tax, legal, or contract-fulfillment purposes).
—Opt out of marketing — opt out of marketing emails via the unsubscribe link in any marketing email or by contacting us. Opt out of marketing SMS by replying STOP to any text message from us.
Additional rights for California residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act:
—Right to know — the categories of personal information we have collected about you, the sources of that information, the business or commercial purposes for which we collected it, and the categories of third parties with whom we share it.
—Right to delete — request that we delete personal information we have collected from you.
—Right to correct — request that we correct inaccurate personal information we hold about you.
—Right to opt out of sale or sharing — we do not sell your personal information for money and we do not share it for cross-context behavioral advertising. This right therefore does not currently apply to our practices, but if that ever changes, you will have the right to opt out.
—Right to limit use of sensitive personal information — we do not use sensitive personal information for purposes beyond providing our services.
—Right to non-discrimination — we will not discriminate against you for exercising your privacy rights.
Categories of personal information we collect: identifiers (name, email, phone number, IP address); commercial information (event bookings, transaction records); internet or other electronic network activity information (website usage); and inferences drawn from that information for business planning purposes.
Additional rights for Virginia, Colorado, Connecticut, and Utah residents
If you are a resident of Virginia, Colorado, Connecticut, or Utah, you have rights under the respective state privacy law that are substantially similar to those described above, including the right to access, correct, delete, and (where applicable) opt out of targeted advertising, sale of personal data, and certain forms of profiling. We do not currently engage in targeted advertising or sale of personal data as those terms are defined in these laws.
How to exercise your rights
To exercise any of these rights, contact us using the information in Section 12 or email us at TheVenue@WintergreenWoods.com with the subject line "Privacy Rights Request." Please describe your request in reasonable detail so we can process it. We will respond within the timeframe required by applicable law (typically 45 days for CCPA requests, extendable by an additional 45 days when reasonably necessary).
Verification of your identity
To protect your privacy, we will take steps to verify your identity before responding to a privacy rights request. Verification may involve confirming information you have previously provided to us (such as your email address or phone number on record) or, for sensitive requests, additional verification steps. We will not use information you provide for verification for any other purpose.
Authorized agents
You may designate an authorized agent to submit privacy rights requests on your behalf. We will require reasonable proof that the agent is authorized to act for you (such as a signed written authorization) and may require you to verify your own identity directly with us before honoring the request.
Right to appeal
If we deny your privacy rights request, you may appeal by responding to our denial or by contacting us using the information in Section 12. We will review your appeal and respond within the timeframe required by applicable law.
08
Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with our legal obligations (including tax, contract, and record-keeping obligations), resolve disputes, and enforce our agreements.
Our general retention periods are as follows:
—Tour inquiries that do not result in a booking — retained for three (3) years from the date of the inquiry for follow-up and business records, after which the information is deleted or de-identified.
—Booked events and event records — retained for seven (7) years following the event date for tax, legal, accounting, and record-keeping purposes, consistent with IRS record retention guidance. Event records include contracts, invoices, payment records, and event correspondence.
—Marketing list opt-ins — retained until you opt out, or until three (3) years of inactivity (no engagement with our communications and no active event on our books), after which we will remove you from our marketing list.
—Consent records — records of when and how you consented to receive marketing communications are retained for the duration of your consent plus five (5) years, to demonstrate compliance with the TCPA and other applicable laws.
—Event photography and videography — retained indefinitely as part of our historical business records and portfolio, subject to your opt-out rights described in our Event Contract.
We may retain certain information longer where required by law, in connection with pending or potential legal proceedings, or where necessary to defend against claims.
09
How We Protect Your Information
We maintain reasonable administrative, technical, and physical safeguards designed to protect your personal information against unauthorized access, disclosure, alteration, and destruction. These safeguards include:
—Access controls that limit employee and contractor access to personal information on a need-to-know basis
—Encryption of sensitive information in transit (via TLS/SSL) and, where practical, at rest
—Use of reputable third-party service providers with their own security programs (Google Workspace, GoHighLevel, Rocket.net, Cloudflare, and our payment processor)
—Regular review of our data handling practices and vendor security posture
No method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to protect your personal information using reasonable safeguards, we cannot guarantee its absolute security. If we become aware of a security incident that affects your personal information, we will notify you as required by applicable law.
10
Children's Privacy
Our website and services are directed to adults planning weddings and events, and are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have inadvertently collected personal information from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, please contact us using the information in Section 12.
Guests at events hosted at Wintergreen Woods, including children who may attend as guests of a booking party, are the responsibility of the parents or guardians who bring them, as set forth in our Terms & Conditions.
11
Third-Party Links and Changes to This Policy
Third-party links
Our website may contain links to third-party websites (for example, Marriott hotel booking pages, social media platforms, and review sites). This Privacy Policy does not apply to information collected by those third parties. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable law. The "Last Updated" date at the top of this policy indicates when it was last revised. If we make material changes, we will provide notice through a prominent notice on our website or, where appropriate, through direct communication with you. Your continued use of our website or services after a policy update indicates that you accept the updated policy.
12
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
Wintergreen Woods Venue, LLC
1032 Corley Mill Road
Lexington, SC 29072
Phone: (803) 957-8888
Email: TheVenue@WintergreenWoods.com
For privacy rights requests, please use the subject line "Privacy Rights Request" so we can route your request appropriately.
