Privacy Policy

1. Introduction and scope

‍Effective date: January 5, 2026

TeamOut Inc. ("TeamOut", "we", "us", "our") provides group travel technology for corporate events: offsites, summits and conferences. This Privacy Policy explains how we collect, use, share and protect personal information when you visit teamout.com, use app.teamout.com or our free tools, plan or attend an event we organize, or work with us as a venue or supplier (together, the "Services").

TeamOut Inc. is a Delaware corporation with its registered office at 2093 Philadelphia Pike #3511, Claymont, DE 19703, United States, and offices at 2261 Market Street, STE 22675, San Francisco, CA 94114.

This policy does not cover the websites or services of hotels, venues, airlines or other third parties, which have their own privacy policies. If you are an attendee at an event your employer booked with us, your employer's own privacy notice may also apply.

2. Information we collect

What we collect depends on how you interact with us.

‍Client contacts (event planners, HR, operations and finance teams). We collect your name, work email, phone number, job title, company, billing contact details, event requirements, and messages and call notes. You give us this information when you request a quote, create an account or talk with our team.

‍Event attendees. We collect your name, work email, phone number, travel dates, arrival and departure details, rooming preferences, dietary and accessibility needs, and emergency contact. We receive this from your employer (our client), or from you directly through an attendee form.

‍Venues and suppliers. We collect contact names, work email, phone number, property details, and pricing and payment details. You give us this information when you list a property or work with us.

‍Website and app visitors. We automatically collect your IP address, device and browser type, pages viewed, referring site, approximate location and cookie identifiers, through cookies and similar technologies (see Section 5).

‍Job candidates. We collect your resume, contact details, and interview notes and recordings. You give us this information when you apply or interview.

‍Payment information. Card payments are handled by our payment processor. We do not store full card numbers on our systems.

‍Dietary and accessibility information. Some of this can reveal health information. We collect it only to arrange your event, share it only with the venue or supplier that needs it, and ask for your consent where the law requires it.

‍Meeting recordings. With notice to participants, we may record and transcribe calls with clients, partners and candidates to keep accurate notes.

3. How we use information

We use personal information to plan and run events, and to operate our business. For users in the UK and EU, the legal basis for each use is shown in brackets.

‍To deliver the Services: source venues, negotiate rates, book hotels, transport, activities and travel, manage rooming lists, and support attendees before and during the event [contract; legitimate interests]
‍To communicate with you: answer inquiries, send quotes, confirmations and event updates [contract; legitimate interests]
‍To bill and get paid: issue invoices, process payments and keep financial records [contract; legal obligation]
‍To improve the Services: analyze usage, fix problems and develop new features, including AI tools that help our planners prepare recommendations faster [legitimate interests]
‍For marketing: send newsletters and relevant offers to business contacts, which you can opt out of at any time [legitimate interests; consent where required]
‍For safety and security: protect our systems, prevent fraud, and support attendee duty of care during travel [legitimate interests; vital interests]
‍To meet legal obligations: comply with tax, accounting and travel regulations, and respond to lawful requests [legal obligation]We do not use attendee data for our own marketing. We do not use personal information to train third-party AI models, and we do not sell personal information.

4. How we share information

We share personal information only as needed to run your event and our business.

‍Hotels, venues and event suppliers: rooming lists, arrival details and dietary or accessibility needs go to the hotels, venues, caterers, transport and activity providers delivering your event. They use it under their own privacy policies.

‍Travel providers: when we book travel, we share the details the airline or booking partner requires to make the booking.

‍Your employer: if you attend an event your company booked, we share registration and travel status with the company's event organizers.

‍Integrations you enable: if your company connects TeamOut to a travel or expense platform such as SAP Concur, we share event and attendee details with that platform as your company directs.

‍Service providers: vendors that process data on our behalf under contract, such as Stripe (payment processing), HubSpot (CRM), Google Workspace and Gmail (email and documents), Google Analytics (website analytics), Webflow (website hosting), Fireflies (call recording and transcription), and our cloud hosting providers.

‍Legal and safety: when required by law, or to protect the rights, property or safety of TeamOut, our clients, attendees or others.

‍Business transfers: if TeamOut is involved in a merger, acquisition or sale of assets, personal information may transfer to the new owner under this policy.We do not sell personal information or share it for cross-context behavioral advertising, as those terms are defined under California law, except through the advertising cookies described in Section 5, which you can turn off.

5. Cookies and analytics

We use cookies and similar technologies on teamout.com and app.teamout.com.TypePurposeCan you turn it off?EssentialLog you in, keep the site secure, remember your settingsNo, the site needs them to workAnalyticsUnderstand how visitors use the site so we can improve it, for example Google AnalyticsYesAdvertisingMeasure our ads and show relevant ads on other sites, for example the LinkedIn Insight Tag and Google AdsYesWhere the law requires it, including in the UK and EU, we ask for your consent before setting analytics or advertising cookies. You can change your choice at any time through the cookie settings link in our site footer, or block cookies in your browser. We honor Global Privacy Control signals as an opt-out of advertising cookies where required.

6. Our role with client and attendee data

For our own website, marketing, client relationships, venues and suppliers, TeamOut decides how personal information is used and acts as the "controller" (or "business" under US state laws).

When a client company gives us attendee information to plan its event, we process that information to deliver the event the client asked for. Depending on the service and the applicable law, we act either as the client's processor (or "service provider") or as an independent controller for bookings we make in our own name, such as hotel contracts where TeamOut is the vendor of record. Where a client needs it, we sign a data processing agreement that sets out these roles.

If you are an attendee and want to exercise your privacy rights, you can contact us or your employer. We will work with your employer to respond.

7. Retention, security and international transfers

Retention. We keep personal information only as long as we need it for the purposes in this policy, then delete or anonymize it.We delete dietary and accessibility details within 90 days after the event ends. We keep other attendee data, such as names, rooming and travel dates, for up to 3 years after the event for client reporting and repeat events. Client account and contract records are kept for the length of the relationship, then for 7 years for tax and accounting purposes.We keep marketing contacts until you unsubscribe, or until 3 years pass without engagement. Website analytics data is kept for up to 26 months, and call recordings and transcripts for up to 2 years. Job candidate data is kept for up to 2 years after the hiring decision.

‍Security. We use administrative, technical and physical safeguards, including encryption in transit, access controls on a need-to-know basis, and vetted service providers. No system is perfectly secure, and we will notify affected individuals and authorities of a data breach where the law requires.

‍International transfers. TeamOut is based in the United States and our events take place worldwide, so personal information may be transferred to the US and to the countries where your event is held. For transfers out of the UK, EU and Switzerland, we rely on the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, or another lawful mechanism. Where a hotel or venue in another country needs your details to deliver your stay, the transfer is necessary to perform the contract for your event.

8. Your privacy rights

Depending on where you live, you may have the right to:
Access the personal information we hold about you and get a copy
Correct information that is inaccurate or incomplete
Delete your informationObject to or restrict certain uses, including direct marketing
Receive your information in a portable format
Withdraw consent at any time, where we rely on consent
Opt out of the sale or sharing of personal information and of targeted advertising
Appeal our decision if we decline your request

‍How to make a request. Email privacy@teamout.com. We will verify your identity before acting and respond within the time the law requires, usually 30 days (45 days in US states that allow it). You can use an authorized agent where the law permits. We will not discriminate against you for exercising your rights.

‍UK and EU residents. You can also complain to your local data protection authority, such as the UK Information Commissioner's Office or the authority in your EU country. TeamOut has a presence in the United Kingdom and the European Union. UK residents can reach our UK team at uk@teamout.com, and EU residents can reach our European team at eu@teamout.com, for any question or request about this policy.

‍California and other US state residents. This policy serves as our notice at collection under the California Consumer Privacy Act and similar laws in states such as Colorado, Connecticut, Virginia, Texas and Oregon. The categories we collect are in Section 2, the purposes in Section 3, and the categories of recipients in Section 4. Sensitive information, such as dietary or accessibility needs, is used only to deliver your event.

9. Children, changes and contact

‍Children. Our Services are for businesses and their employees. We do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact us and we will delete it.

‍Changes to this policy. We may update this policy as our Services or the law change. We will post the new version here with a new effective date, and notify clients of material changes by email or in the app.

‍Contact us.
‍TeamOut Inc. Attn: Privacy 2261 Market Street, STE 22675 San Francisco, CA 94114,
United States Email: privacy@teamout.comUK: uk@teamout.com · EU: eu@teamout.com