Information we collect
When you submit a sourcing or planning request, we collect the organization, contact, event, venue, hotel, vendor, timeline, and planning information you choose to provide. If you upload an RFP, its contents and filename are also processed. The site may process limited technical information needed for security, rate limiting, and reliable delivery.
How we use it
We use submitted information to evaluate and respond to your request, coordinate supported venue and hotel sourcing, communicate about the potential engagement, prevent misuse, and maintain the reliability of the website.
How information is stored and shared
Submission details are recorded in Flotilla’s protected operator portal. Uploaded RFP files are stored in private object storage and are also sent through an email-delivery provider to Flotilla’s designated business inbox. If an engagement proceeds, relevant event requirements may later be shared with hotels, venues, or service providers as needed for sourcing. The website submission itself is not a venue or hotel contract.
Google Maps Platform
When an authorized Flotilla operator starts hotel discovery, relevant sourcing criteria such as destination, attendance, and requested room count may be sent to Google Maps Platform to identify potential properties. Flotilla stores Google place identifiers as permitted, but independently re-sources displayed hotel facts from official property websites. Google handles information under the Google Privacy Policy.
Retention and security
Flotilla keeps information only as long as reasonably needed for the request, the business relationship, legal obligations, or legitimate operational records. Reasonable safeguards are used, but no online transmission or storage system can be guaranteed completely secure.
Your choices
You may choose not to submit optional fields. To ask about, correct, or request deletion of information connected to a submission, use the contact route and include the non-sensitive confirmation reference if one was issued.
Policy changes
This policy may be updated as the service or legal requirements evolve. The date above will reflect the latest published version.