Forms and Events Privacy Notice

Last updated: July 30, 2026

This Forms and Events Privacy Notice explains how Kaizen & Coffee collects, uses, discloses, and retains personal information submitted through inquiry forms, event registrations, and related communications.

This notice supplements our general Privacy Policy.

Scope

This notice applies to information collected through:

  • Mobile Café Bar and catering inquiry forms;
  • General contact and service-request forms;
  • Event registration and RSVP processes;
  • Eventbrite registrations for Kaizen & Coffee events;
  • Event-related communications and attendee management;
  • Form confirmations and internal notifications sent through Fillout; and
  • Follow-up communications concerning an inquiry, booking, or event.

Purchases made through our online store remain subject to our general Privacy Policy.

Information we collect

Depending on the form or event, we may collect:

  • Your first and last name;
  • Email address and telephone number;
  • Company or organization name;
  • Event date, time, location, and service duration;
  • Estimated guest count;
  • Requested menu items or services;
  • Event type and event-planning details;
  • Dietary preferences, allergy information, or accessibility requests that you voluntarily provide;
  • RSVP status, ticket type, and number of guests;
  • Communications, questions, and special requests;
  • Marketing preferences;
  • Registration, submission, and attendance records; and
  • Technical information associated with your form submission or registration.

Please provide only the dietary, accessibility, or health-related information reasonably necessary for us to address your request. Do not submit unrelated medical information.

How we use the information

We may use form and event information to:

  • Review and respond to inquiries;
  • Prepare estimates, proposals, and service arrangements;
  • Assess availability and operational requirements;
  • Plan staffing, equipment, inventory, menus, and event logistics;
  • Process and manage event registrations;
  • Communicate confirmations, updates, reminders, and event instructions;
  • Provide requested accommodations or address dietary requirements;
  • Manage guest lists and event check-in;
  • Prevent fraud, misuse, spam, and security incidents;
  • Maintain business, event, and customer-service records;
  • Improve our services, events, forms, and customer experience;
  • Comply with legal, accounting, insurance, and recordkeeping obligations; and
  • Establish, exercise, or defend legal claims.

Marketing communications

Submitting an inquiry or registering for an event does not automatically enroll you in general marketing communications unless the form clearly states otherwise and you provide any consent required by law.

We may send transactional or service-related messages concerning your inquiry, booking, registration, or event. These messages are not marketing messages and may be necessary to provide the requested service.

If you separately subscribe to marketing communications, you may unsubscribe using the link provided in the message or by contacting us.

Service providers and disclosures

Information may be disclosed to:

  • Kaizen & Coffee personnel responsible for inquiries, events, operations, customer service, marketing, or management;
  • Authorized personnel at participating or affiliated event locations;
  • Fillout, Shopify, and related Shopify services;
  • Eventbrite when it is used for event registration or attendee management;
  • Email, communications, analytics, document-storage, and information-technology providers;
  • Event vendors, venues, service partners, or contractors when reasonably necessary to plan or provide the event;
  • Payment processors when payment is required;
  • Professional advisers, including attorneys, accountants, and insurers;
  • Government authorities or other parties when required by law; and
  • Parties involved in a business transaction, subject to appropriate protections.

We require service providers to process information only for authorized purposes and subject to applicable contractual and legal obligations.

Eventbrite registrations

Some events use Eventbrite for registration, ticketing, attendee communications, or check-in.

When you select an Eventbrite RSVP or registration link, you leave the Kaizen & Coffee website and provide information through Eventbrite. Kaizen & Coffee receives registration and attendee information necessary to organize and administer its events.

For information processed in connection with our event, Kaizen & Coffee may act as the event organizer and data controller or business, while Eventbrite may act as a service provider, processor, or independent business depending on the processing activity.

Eventbrite also processes information under its own terms and privacy practices. Review the Eventbrite Privacy Policy before registering.

If you ask us to delete Eventbrite registration information, we may need to coordinate the request with Eventbrite. Eventbrite’s organizer guidance confirms that organizers receive attendee information and have responsibilities concerning its use. Eventbrite organizer data guidance.

Fillout forms

Information submitted through Fillout may be stored within Fillout and associated with a customer or inquiry record.

Fillout may transmit form information to authorized members of our team through internal email notifications or other configured workflows. We limit access to personnel who reasonably need the information to respond to the inquiry or administer the event.

Our use of Shopify services is also addressed in our general Privacy Policy.

Information retention

We generally retain unconverted inquiries for up to 12 months after the most recent communication.

Information concerning confirmed bookings, completed services, payments, disputes, or business transactions may be retained longer when reasonably necessary for accounting, tax, insurance, contractual, or legal purposes.

Event registration and attendee information is generally retained for up to 12 months after the event unless:

  • A longer period is required by law;
  • The information is needed to resolve a dispute;
  • The attendee has separately consented to ongoing marketing;
  • The information forms part of a financial or transactional record; or
  • Earlier deletion is required by law or approved in response to a privacy request.

We may retain aggregated or de-identified information that no longer reasonably identifies an individual.

International processing

Kaizen & Coffee and many of its service providers operate in the United States.

If you submit information from another country, your information may be transferred to and processed in the United States or other countries where our service providers operate. Privacy laws in those countries may differ from those in your country of residence.

Where required, we use legally recognized safeguards for international transfers.

Cookies, analytics, and website activity

Our website may use cookies, pixels, and similar technologies for essential website functions, analytics, fraud prevention, marketing, and personalization.

Information about these technologies, available choices, and Shopify’s processing practices is provided in our general Privacy Policy and cookie-preference tools.

Submitting a form does not override your cookie or data-sharing choices.

Your privacy rights

Depending on where you live, you may have the right to request:

  • Access to personal information we maintain about you;
  • Correction of inaccurate information;
  • Deletion of your information;
  • Restriction of or objection to certain processing;
  • A portable copy of certain information;
  • Withdrawal of consent where processing is based on consent; or
  • An appeal where applicable law provides an appeal right.

These rights may be subject to legal exceptions. We may need to verify your identity before processing a request.

Contact us

For questions about this notice or to submit a privacy request, contact:

Kaizen & Coffee
Email: support@kaizenandcoffee.com

Use the subject line Privacy Request and identify the inquiry, event, or email address associated with your request.

Updates to this notice

We may update this notice to reflect changes in our forms, events, service providers, or legal obligations. The “Last updated” date identifies the most recent revision.