BARTLESVILLE WEDDING ASSOCIATION

PRIVACY POLICY

Effective October 9, 2026

The Bartlesville Wedding Association (“BWA,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains the information we collect, how we use and share it, and the choices available to you.

This policy applies to BWA-operated pages on bartlesvilleweddings.com and go.yourmarketingninjas.com. It does not apply to websites operated by BWA members, Eventbrite, social-media platforms, or other third parties.

1. INFORMATION WE COLLECT

Information You Provide

We may collect information you voluntarily provide when you:

• Apply for or renew BWA membership

• Request or update a wedding-professional directory profile

• Contact BWA by form, email, telephone, or social media

• Use the BWA Wedding Concierge or another chat feature

• Register for or participate in a BWA event

• Download a resource or otherwise interact with the website

Depending on the interaction, this information may include:

• Your name, business name, mailing address, email address, and telephone number

• Website and social-media profile addresses

• Wedding-professional categories, services, service area, business description, licenses, and professional affiliations

• Membership-application responses, agreement acknowledgments, and signature

• Event-registration or participation information

• Questions, messages, feedback, and other information you choose to provide

Please do not submit Social Security numbers, financial-account numbers, medical information, government-identification numbers, or other sensitive personal information through ordinary email, website forms, or the BWA Wedding Concierge.

Information Collected Automatically

When you visit a BWA website, the website and its service providers may automatically collect limited technical information, including:

• IP address

• Browser and device type

• Operating system

• Referring page

• Pages viewed and links selected

• Date and time of access

• Cookie or similar technology identifiers

We may use cookies and similar technologies to operate the website, remember preferences, measure website performance, prevent abuse, and understand how visitors use BWA services.

You may limit cookies through your browser settings, although some website features may not function correctly.

2. HOW WE USE INFORMATION

We may use information to:

• Review and administer membership applications and renewals

• Communicate with applicants, members, couples, event participants, and other visitors

• Create and maintain wedding-professional directory profiles

• Respond to questions submitted through the BWA Wedding Concierge

• Organize and promote the Bartlesville Wedding Show and other BWA activities

• Provide requested resources and services

• Operate, maintain, secure, and improve BWA websites and services

• Enforce BWA rules, agreements, and the Code of Ethics

• Prevent fraud, misuse, or security incidents

• Comply with applicable law and lawful requests

3. DIRECTORY AND PROMOTIONAL INFORMATION

If a business is accepted as a BWA member, BWA may publish business-facing information supplied for the member directory.

Published information may include the business name, logo, business description, services, service area, business telephone number, business email address, website, social-media links, and photographs.

BWA will not intentionally publish an applicant’s signature, private application notes, or a telephone number identified as personal unless the applicant separately asks BWA to use it as public business contact information.

Members are responsible for keeping their published information accurate. A member may request a correction or removal by contacting BWA.

4. HOW WE SHARE INFORMATION

BWA does not sell personal information.

We may share information in the following limited circumstances:

• Service providers: With vendors that host the website, process forms, provide communications or chat services, support event registration, store files, provide analytics, or perform other services for BWA

• BWA administration: With board members, authorized volunteers, or contractors who need the information to review applications or operate BWA activities

• At your direction: When you ask us to publish a member profile, make an introduction, or otherwise share information

• Legal and safety purposes: When reasonably necessary to comply with law, respond to lawful process, protect rights or safety, investigate fraud, or enforce an agreement

• Organizational changes: In connection with a merger, reorganization, transfer of operations, or similar change involving BWA, subject to appropriate protections

Service providers may process information only as permitted by their agreements and applicable privacy obligations.

5. BWA WEDDING CONCIERGE

Messages sent to the BWA Wedding Concierge may be processed by an automated service. Messages may also be reviewed by BWA or its service providers to answer questions, maintain the service, improve responses, and address misuse.

The BWA Wedding Concierge provides general wedding-planning information. It is not a secure channel for sensitive or confidential information.

6. DATA RETENTION

We retain information for as long as reasonably necessary to:

• Process an application

• Administer membership

• Maintain directory and event records

• Respond to requests

• Resolve disputes

• Enforce agreements

• Satisfy legal or accounting obligations

• Protect BWA’s legitimate interests

Retention periods may vary according to the type of information and the reason it was collected.

7. SECURITY

BWA uses reasonable administrative, technical, and organizational measures intended to protect information.

However, no website, email system, transmission method, or storage system can be guaranteed completely secure. Information submitted electronically is provided at your own risk.

8. YOUR CHOICES AND REQUESTS

You may contact BWA to:

• Request access to or correction of information you submitted

• Update or remove public directory information

• Ask us to delete information that BWA is not required to retain

• Opt out of non-essential promotional communications

• Ask a question about this Privacy Policy

We may need to verify your identity or authority before completing a request.

Certain information may be retained when reasonably necessary for legal, security, accounting, contractual, or recordkeeping purposes.

9. THIRD-PARTY WEBSITES

BWA websites may link to member websites, social-media services, event-registration platforms, and other third-party services.

BWA does not control and is not responsible for the content, security, or privacy practices of third-party services. Please review a third party’s privacy policy before providing information to it.

10. CHILDREN’S PRIVACY

BWA websites and services are not directed to children under 13. BWA does not knowingly collect personal information from children under 13.

If you believe a child has submitted personal information to BWA, please contact us so we can review and, when appropriate, delete it.

11. CHANGES TO THIS POLICY

BWA may update this Privacy Policy to reflect changes in its services, technology, or legal obligations.

The effective date at the beginning of the policy identifies the latest revision. Material changes will be posted on the website or communicated through another appropriate method.

12. CONTACT BWA

Bartlesville Wedding Association

PO Box 734
Bartlesville, OK 74003

Email: [email protected]
Phone: 918-401-0863