Privacy Policy

CampGuide Inc ("CampGuide," "we," "us," or "our") operates CampGuide, a platform that helps campgrounds, RV parks, and other places to stay (including vacation rentals, cabin and glamping resorts, treehouse and tiny house villages, farm stays, outfitter lodges, retreat centers, group camps, event venues, motels, hotels, inns, bed and breakfasts, resort condos, hostels, marinas, storage facilities, mobile home communities, and any other kind of property or business that takes bookings or sells through CampGuide, whether or not it is named here) run their businesses, and helps guests find and book a place to stay. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have.

This policy applies to the CampGuide websites, apps, and products, including:

• our marketing site at campguide.app and software.campguide.app, where you can request an invitation, download a report, apply for a job with us, or subscribe to our newsletter
• campguide.app, the CampGuide application. This single app serves the operator console used by campground, RV park, lodging, and other businesses ("CampGuide Host"), the traveler experience and CampGuide ID account, each park's public page and booking checkout at campguide.app/<park>, the embeddable booking widget a park can place on its own site, and the guest Stay Pass
• park websites and booking pages published through CampGuide, including a park's own custom domain connected to our Website Builder, and legacy per-park subdomains such as <park>.campguide.app
• the CampGuide Host mobile apps for park staff, including the phone and smartwatch apps, and our voice assistant skill for park staff
• organization storefronts that let a business with several lodging listings show them together, and park online shops
• the public job board where parks post seasonal, workamper, and staff openings, and where applicants apply
• sandbox.campguide.app, our test-mode environment
• any other page, feature, email, text message, chat widget, or service that links to this policy

We refer to all of these together as the "Services."

Please read this policy together with our Terms of Service. If you do not agree with it, please do not use the Services.

Note on how to read this policy. CampGuide plays more than one role depending on whose information is involved, and that distinction shapes the rest of this document. Section 2 explains it. It matters most if you are a guest, a job applicant, or a long-stay applicant, because for most of the information a park holds about you the park is the party in charge, and your requests go to that park rather than to us.

Note on optional features. Many of the features described below are optional and are off unless a park turns them on. If a park has not enabled a feature, the collection described in that section does not happen for that park's guests. Throughout this policy, "park" also covers every other property that uses CampGuide, such as vacation rentals, cabins, glamping, hotels, inns, hostels, marinas, storage facilities, and mobile home communities, including kinds not named here, and "stay" includes a site, room, bed, cabin, unit, or other booking. This policy applies the same way to all of them.

1. Who we are

CampGuide is operated by CampGuide Inc, a Delaware corporation. Our mailing address and contact details are in Section 32.

Throughout this policy we use a few terms:

• Operator (also "Park," "Host," or "Customer") means a campground, RV park, lodging, venue, or other business that subscribes to CampGuide Host and uses it to manage sites, rooms, beds, units, listings, reservations, payments, and guests. Where several parks are run as one organization or portfolio, the organization and its parks are treated together.
• Guest (also "Camper") means an individual who books a site, room, bed, cabin, rental, or other stay at a park, stays there, or otherwise interacts with a park through the Services.
• Traveler means an individual who holds a CampGuide ID, our optional portable traveler account described in Section 3.3.
• Applicant means an individual who applies to a park through the Services, either for a job or seasonal position (Section 3.4) or for an extended or long-term stay (Section 3.5).
• Personal information means information that identifies, relates to, or could reasonably be linked to a particular person or household. It does not include information that has been aggregated or de-identified so that it can no longer be tied to a person.

2. Our roles: controller, service provider, and CampGuide ID

CampGuide handles personal information in more than one capacity. Knowing which one applies tells you who to go to with a request.

When we act as the controller. For some information we decide why and how the information is used, so we are the controller (the "business" under U.S. state laws). This covers:

• information about Operators and their staff, such as account and contact details, role assignments, and subscription billing
• information about people who visit our marketing site, request an invitation, download a report, contact us, apply for a job with CampGuide itself, or subscribe to our newsletter
• information we collect automatically through the Services for security, troubleshooting, and product improvement
• the CampGuide ID account itself, as described below

When we act as a service provider. When an Operator uses CampGuide Host to manage its business, the Operator enters and generates information about its guests, reservations, payments, communications, job applicants, and stay applicants. For that information the Operator is the controller, and CampGuide acts as a service provider (a "processor") that handles the information only to provide the Services and only on the Operator's instructions. We do not use guest information for our own independent purposes such as marketing to those guests. The one use beyond a single park is the de-identified network learning described in Section 13, which removes identifying details first and which a park can turn off.

If you are a Guest or an Applicant and you want to access, correct, delete, or otherwise control the information a park holds about you, please contact that park directly. The park is the party responsible for deciding how your information is used. If you send a request to us, we will, where appropriate, pass it to the relevant Operator or ask you to contact them, and we will support the Operator in responding. Our handling of that information is also governed by our agreement with the Operator, which controls if there is any conflict with this policy. Operators who need a data processing addendum can request one using the details in Section 32.

CampGuide ID. A guest can also hold an optional CampGuide account, the CampGuide ID, which is separate from the records a park keeps. For the CampGuide ID account, its profile, and the sharing choices attached to it, CampGuide is the controller and you can contact us directly. When you use that account to book, the information you agree to share is passed to the park, and from that point the park's copy of it is the park's responsibility as controller. Holding a CampGuide ID is never required to book a stay.

3. Information we collect

3.1 Information Operators and staff provide

When an Operator sets up and runs a park on CampGuide Host, we collect:

• Account and identity details: name, business email address, phone number, and the password used to sign in. Operator and staff accounts are created by invitation.
• Business and park details: legal and trade names, park address and location, time zone, currency, photos, site maps, house rules, policies, office hours, and the structured park facts a park publishes about itself, such as hours, prices, access conditions, and accessibility details.
• Role and team information: the roles and permissions assigned to each staff member, organization-level roles for multi-park portfolios, seasonal and temporary access grants, and a record of actions taken in the account.
• Sign-in security details: if you turn on two-factor authentication, or your park requires it, we store the enrollment record for your authenticator and a one-way hash of your backup codes, never the codes themselves, along with a log of enrollment, challenge, and recovery events.
• Payout and tax onboarding details: information needed to accept payments and receive payouts. This is collected and verified directly by our payment provider during its own onboarding flow. We receive the resulting account status and limited summary details, not full banking or government identification numbers. See Section 9.
• Subscription and billing details: plan, status, and the billing information needed to manage your CampGuide subscription.
• Content you upload: including park map images, photos, and published website content. Map images may be processed to detect site labels as described in Section 13.
• Time and attendance information: where a park uses our scheduling and time-card tools, clock-in and clock-out times recorded from our server clock, shift and time-off records, wage rates where a park enters them, and certifications. If, and only if, a park turns on the optional geolocation setting, a coarse latitude and longitude is captured at clock-in and clock-out. Staff are told about this at onboarding.
• Staff messages: announcements, channel messages, and direct messages sent through our internal staff communications feature. See Section 16.
• Device and notification details: if you enable browser or mobile notifications, the push subscription or device token for that device, and your notification preferences, including whether you want a text when a guest sends a new message.
• Rules, procedures, and requests you give Synapse: house rules written in plain language, standard operating procedures and policies a park uploads or writes, priorities a park sets, Ask CampGuide requests you type or speak (speech is turned into text on your device before it reaches us), and your corrections to Synapse's labels and suggestions. See Section 13.
• Voice assistant link: if you link a voice assistant account to your park, a record of the link and the park it is scoped to. What you say to the device is handled by the voice assistant provider; we receive the request it passes to us.
• Domain registration details: if a park owner buys or transfers a domain through us, the registrant's name, organization, email, phone, and postal address, which we pass to the domain registrar and which may appear in the public domain registration directory unless privacy protection is turned on.
• Business expense records: where a lodging business records expenses per listing, vendor names, amounts, and receipts.
• Property owners and co-hosts: where a business manages listings for other owners, the owner's name, contact details, the listings they own, owner stays, statements, and payout details; and the co-hosts and outside cleaners a business invites to specific listings. A business managing for owners is the controller of this information.

3.2 Information about Guests

Most guest information is provided by the Operator or by a Guest during online booking, and we process it on the Operator's behalf as described in Section 2. It can include:

• Contact and identity details: first name, last name, email address, phone number, and mailing or billing address.
• Reservation details: arrival and departure dates, the site, slip, cabin, rental, or site type booked, party size (adults, children, and pets), vehicle, rig, and vessel details such as class, length, height, beam, draft, and hookup needs, referral source, and any notes added to the reservation.
• Answers to a park's own booking questions: where a park has set up custom questions at checkout, the answers you give, together with the wording and version of the question you were shown at the time.
• Payment records: the amounts charged, paid, refunded, or held, the payment method type, and transaction status. Card numbers and similar payment credentials are handled by our payment provider and are not stored by us. See Section 9.
• Folio and billing history: invoices, line items, deposits, fees, adjustments, point-of-sale and camp store purchases, in-stay orders, and any guest credit balance.
• Communications: the content and delivery status of messages exchanged through the platform by SMS, email, in-app chat, web chat, and push notification, including replies a Guest sends through a tap-to-reply link.
• Consent records: what a Guest agreed to, when, and the exact wording and version they saw, together with the location signals described in Section 5. See Section 5.
• Documents and signatures: agreements, waivers, leases, storage and dockage agreements, and check-in confirmations that a Guest signs electronically, along with the related signing events and timestamps.
• Identity verification results: where a park uses CampVERIFY, whether a check passed and when. See Section 10.
• Activity and event participation: bookings for experiences, tours, tickets, rentals, tee times, spa and wellness appointments, and venue events, along with event RSVPs, group and rally rosters that an organizer uploads, and the role-based waivers assigned to each participant.
• Storage and dockage records: where a park rents storage or slips, the unit or slip rented, the stored vehicle, trailer, or vessel, agreement status, and balance.
• Reviews, feedback, and loyalty: ratings and category feedback that a park records about a Guest after a stay, a Guest's own review of the park, in-stay feedback described in Section 17, a departure-day answer about whether the Guest would stay again, and loyalty balances where a park or portfolio runs a loyalty program.
• Stay preferences: a rig profile, hookup needs, and preferred language a Guest saves in the Stay Pass to prefill future stays.
• Utility usage: electric, water, or gas meter readings recorded for long-stay guests, used to calculate utility charges.
• Lodging details: for vacation rentals, hotels, inns, and hostels, the house rules and checkout steps a Guest accepted at booking, the room or bed assigned, the room category of a dorm booking (a room category, not a personal attribute; no gender is recorded), a staff check-in note that age and identification were checked (a yes or no only, never a birth date or ID number), group members who claim a bed or room from an organizer's link, and, for guided hunting, fishing, and outfitter trips, the license or permit details the park asks for.
• Door codes and access: where a park uses smart locks or key cards, the code or key issued for a stay and when it was created, changed, revealed, and revoked. Codes are stored encrypted.
• Installments, deposits, and damage: a chosen installment schedule, split payment shares and the people invited to pay them, card holds and their renewals, damage reports with itemized lines and photos taken by park staff, damage waiver and flexible cancellation choices, the terms frozen on the booking, Park Credit balances, book-again offers, and referral links and rewards.
• Group rates you prove: where a park offers a returning guest, member, or club rate, how you proved you belong to the group (for example signed in, a one-time code, staff, or a private rate link).
• Memberships: plan, status, dues and join fee history, pauses, renewals, plus-ones, and included event use.
• Shop orders: products ordered, pickup or delivery to a site, and order status.
• Calls and voicemail: where a park uses a CampGuide number, the calling number, call time and routing, voicemail recordings and their transcripts, and photos sent by text.
• Mobile home community records: where a park runs a mobile home community, home records (label and serial numbers, title and lienholder, ownership chain), residents and household members, residencies, lot rent and charges, notices, inspections, and violations.
• Emergency alert delivery: where a park uses hazard alerts, which guests, residents, and staff were sent an alert and whether it was delivered.
• Guest segments: saved audiences a park builds from its own stay records, using values such as number of stays, nights, lifetime spend, first and last stay date, rig length, marketing consent, and park-assigned tags. These are aggregates of a park's own booking history. They are not used to infer sensitive characteristics and are not shared between unrelated parks.

Where a park belongs to a multi-park organization, that organization may maintain a shared guest record across its own parks. The organization and its parks remain the controller of that record.

3.3 CampGuide ID traveler accounts

If you create a CampGuide ID, we collect and hold, as controller:

• your account and profile details, such as name, email address, phone number, and password
• your camping preferences and your rig inventory, such as class, length, height, and tow length
• your stays timeline across parks, and any household members or trip companions you invite
• saved payment methods, which are stored by our payment provider and referenced by a token, not stored as card numbers by us
• your sharing choices, including which fields you shared with which park, when, and the exact consent wording you agreed to

You control this account. See Section 23 for the self-service tools available to you.

3.4 Job applicants and seasonal staff

Parks can publish job, workamper, and seasonal postings to a park job board and to the CampGuide network board, and people can apply through the Services. Where you apply to a park, the park is the controller of your application and CampGuide is its service provider. We collect:

• your name, contact details, and the answers you give to the posting's questions
• attachments you upload, such as a resume or a certification, which are stored in a private location and are readable only by staff at that park who hold the permission to view applicants
• your consents, including agreement to the terms, marketing consent if you give it, and, where a park's posting requires a background check, your separate consent to that check, each recorded with a timestamp and the network address and browser you used
• messages between you and the park, notes and decisions staff record on your application, and the stage your application has reached

Hiring-fairness rules are built into the product rather than left to convention. Postings are screened for wording that would exclude families, pay ranges are required where the park's state requires them, and a rejection that relies on a background report is blocked unless the required consent is on file. CampGuide does not itself run background checks and does not receive background report contents.

3.5 Extended stay applicants

Some parks accept applications for extended or long-term stays. Where a park uses this feature, an application can include applicant details, rig and vehicle details, pets, references, income sources, prior stay history, uploaded documents, and the park's own checklist and decision records, together with the published criteria and a snapshot of the criteria in force when a decision was made.

Two limits are enforced in the product itself. No field in the application collects a Social Security number or encodes a protected characteristic such as race, national origin, religion, sex or gender identity, marital or familial status, disability, or source-of-income category, and a park building its own custom questions is blocked from adding fields with those labels. Decisions are made by people. The only automation available is an optional step that can advance an application toward approval when an identity check has passed and no item is flagged. It can never deny, and a denial always requires a person.

3.6 Information from our marketing site

On our marketing site we collect what you submit to us, such as your name, park name, email address, and the operational figures you enter to generate a report, along with your marketing preferences and unsubscribe status. We use a customer relationship management service to manage these inquiries and an email delivery provider to send the resulting emails.

If you join the CampGuide Referrals program as a referral partner, we collect your name, contact details, the version of the program terms you accepted, the network address you accepted from, the parks you introduce to us, and the payout details needed to pay you. We also keep business details about parks we are talking with, such as park name and website, so we can tell whether a referral is new. Referral partners cannot see any park, guest, or financial information.

3.7 Information we collect automatically

When anyone uses the Services, we and our providers collect certain technical information, including:

• IP address, device and browser type, operating system, and language and regional settings
• pages viewed, links clicked, searches run, and timestamps and other usage activity
• the referring page and the page you navigate to next
• error and diagnostic data when something goes wrong, and edge request logs used to serve, secure, and rate limit the Services
• signals from a bot protection check on public checkout, sign-in, and password reset pages, which looks at browser and device characteristics to tell people from automated traffic
• the country your request appears to come from, as reported by our edge network, which we use for security and for the message-eligibility decisions described in Section 5

We use this information for security, fraud prevention, rate limiting, troubleshooting, and improving the Services. Some of it is collected through cookies and similar technologies, described in Section 20.

3.8 Information from other sources

We may receive information about you from sources such as our payment provider (transaction and payout status), our messaging provider (delivery and opt-out status), our email provider (bounce and complaint status), our identity verification provider (verification outcome), connected online travel agencies (bookings made on those channels, see Section 11), a park's connected business listing and review platforms (see Section 12), an accounting or point-of-sale system a park connects (transaction records, see Section 19), a park's lock or key card provider (access status), our telephone provider (call and voicemail records), the domain registrar (registration status), official weather warning feeds (warnings for a park's location), review notification emails a park forwards to us, analytics providers, and publicly available sources. Operators may also import existing guest, reservation, and site records into CampGuide Host, including when moving from a previous reservation system.

We do not seek to collect sensitive categories of information such as race, ethnicity, religious beliefs, health, or sexual orientation. The Services are not designed to hold health information, and we ask guests not to enter it in booking forms, notes, or messages and Operators not to record it, including in spa and wellness appointment notes; a guest with a health concern should speak to the practitioner in person. The one place the Services touch government identification is the optional identity check described in Section 10, which is run by a specialist provider rather than stored by us.

4. How we use information

We use information for the following purposes:

• to create and secure accounts, verify who is signing in, and enforce a park's own access and two-factor requirements
• to provide the Services, including taking bookings, pricing stays, processing payments, managing folios, coordinating cleaning and maintenance, running the camp store, and operating storage, marina, golf, spa, rental, experience, and event modules a park has enabled
• to send transactional messages such as booking confirmations, pre-arrival and check-in information, balance reminders, departure notices, and receipts
• to enable communication between parks and their guests by SMS, email, in-app chat, web chat, and push notification, and between staff members inside a park
• to generate documents for electronic signature and to record self check-in
• to run an identity check when a park asks for one, and to record the outcome
• to calculate utility charges for long-stay guests from meter readings
• to publish a park's public page, booking checkout, park facts, and website, including on a custom domain
• to publish a park's job postings and to move an application through the park's own hiring process
• to receive and process an extended-stay application on a park's behalf
• to exchange availability, rates, and bookings with the online travel agencies a park connects
• to manage a park's own public business listing and review responses where the park connects one
• to remind a guest who started a booking and did not finish, where the park has turned that on, as described in Section 8
• to run the automations a park builds, and to answer guest questions through the assisted chat described in Section 13
• to collect in-stay feedback and route a service issue to the right staff member
• to label events in a park and suggest, prepare, or take the actions a park has allowed through CampGuide Synapse, as described in Section 13
• to price stays and collect payments under the pricing, deposit, and payment rules a park sets, including installments, card holds, damage charges, Park Credit, and referral rewards
• to issue, reveal, and revoke door codes and key cards for a stay where a park uses them
• to route calls to a park's number, record voicemail, and transcribe it
• to send emergency hazard alerts where a park uses them
• to run a park's memberships, online shop, and lodging operations
• to register and renew a domain a park owner buys through us
• to detect and prevent fraud and abuse, including misuse of refunds, credits, referral rewards, and group rates
• to produce reports and analytics for Operators about their own parks
• to provide customer support and respond to inquiries
• to maintain security, prevent and investigate fraud and abuse, and enforce our Terms of Service
• to operate, troubleshoot, and improve the Services
• to comply with our legal, tax, and accounting obligations
• with consent where required, to send Operators and prospective customers marketing about CampGuide

We use guest information only to provide the Services to the relevant park, and not to independently market CampGuide products to guests. The one exception to purely park-by-park use is the de-identified network learning described in Section 13, which never uses a guest's identity, a park's prices, or any information that says which park an example came from. Reporting we produce for our own product and platform purposes is aggregated, and our reporting layer is built to return cohorts and rates rather than a browsable activity feed about a named individual.

5. Consent, and how we decide whether a message may be sent

Several parts of the Services ask for your agreement, including the legal agreement and house rules at checkout, email marketing opt-in, text message consent, waitlist notifications, background-check consent on a job application, the biometric comparison in an identity check, paying in installments, a recurring membership, cookie choices, and the reuse of a verified identity at another park.

When you give one of these consents, we record what you agreed to along with the exact wording and version you were shown, the date and time, and the park it applies to. We keep that record so a park can demonstrate the basis for contacting you, and so you can see the same wording later. Consent language is versioned rather than edited in place, which means the record always reflects what you actually read.

One gate for every guest message. Every guest-facing email and text passes through a single server-side eligibility check before it can be sent. That check applies suppression lists, consent status, quiet hours, and the rules of the applicable jurisdiction, and it records every decision, whether the message was allowed, denied, or held for later, in an append-only log a park can consult to see why a guest did not receive something.

Transactional messages are treated separately from marketing. Every message template in the platform is classified in advance as either transactional or commercial, and the classification is never guessed from the words in the message. A transactional message, such as a booking confirmation or a receipt, is not blocked by a marketing opt-out and is not held for quiet hours, and the unsubscribe link it carries stops only marketing messages from that park. Hard bounces, spam complaints, and a STOP reply always apply to everything.

The legal basis for marketing. Whether a park may send you marketing email depends on where you are and on the basis the park has: your express consent, a recent purchase or booking with that park, a contract, or an inquiry you made. A basis that comes from a purchase or inquiry lasts for a limited time and applies only to the park you dealt with, never to a different park. Marketing is grouped into topics, such as deals and offers, park news and events, seasonal rebooking, and feedback requests, so you can turn off one topic or all marketing from a park from the preference center or with the one-click unsubscribe link in each email. Marketing text messages always require your express consent.

Emergency messages. Weather emergency alerts a park sends through our hazard alert feature form a separate class. They are sent without regard to marketing consent or quiet hours, but a STOP reply, a hard bounce, or a spam complaint still blocks them, and each one is logged.

Location signals. Because the rules that apply to a message follow the recipient rather than the park, we keep a record of location observations rather than a single guessed location. Those observations can include the country or postal code you gave us, your billing country and postal code, the issuing country of a payment card, the area code of your phone number, the country part of your email address, the country your request came from, and the park's own country. We never combine them into a profile about you. They are used only to decide which messaging rules apply, and where the signals are missing or disagree, we apply the stricter treatment.

Withdrawing a consent is always available and takes effect going forward. Withdrawing it does not erase the record that it was given, because that record is the proof the consent existed.

6. Text messages and SMS

Parks use CampGuide to send guests text messages about their reservations, such as confirmations, check-in links, and balance reminders, and guests can reply by text. To support this, each park is assigned a dedicated phone number, and CampGuide registers messaging campaigns under the carrier program known as A2P 10DLC.

A few points about how SMS works on the platform:

• Consent. A park should obtain a guest's consent to receive text messages before messaging that guest, and may only send messages related to the guest's stay and account. Operators are responsible for the messages they send through the platform. Consent is captured and recorded as described in Section 5, and marketing and transactional consent are tracked as separate records. A number with no consent record at all is not messaged.
• Opting out. A guest can stop receiving messages at any time by replying STOP. Replying START resumes messages, and replying HELP returns help information. We honor these keywords automatically and record opt-outs so that suppressed numbers are not messaged again. An opt-out sent to a park's number is recorded against that park, and an opt-out sent to a platform number is recorded against the platform, so neither can be missed by the other.
• Quiet hours. Marketing texts are held rather than sent outside local daytime hours, using the later of the park's own quiet-hours setting and a platform floor of 8am to 8pm in the recipient's applicable jurisdiction.
• Costs. Message and data rates may apply depending on the guest's mobile carrier and plan. CampGuide does not charge guests for text messages.
• Transactional messages. Even after opting out of non-essential messages, a guest may still receive certain confirmations or receipts that are part of completing a booking, where permitted by law.
• CampGuide's own account texts. Separately from the park messages described above, CampGuide sends its own account text messages to staff users of CampGuide Host who opt in, for urgent team alerts and one-time phone verification codes. When you opt in to text messages, we collect your mobile number and a record of your consent. We use your number only to send the messages you requested. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties. Service providers that help us deliver messages may process your number only to deliver them.

We do not sell or share mobile phone numbers or SMS consent information with third parties for their own marketing.

Park numbers and calls. A park may text from its own business number, which we host for it, or from a CampGuide texting number. The first text from a texting number can include the park's name and a contact card. If you send a photo by text, it is added to the park's inbox. Calls to a park's CampGuide number may be answered by the park's AI reception assistant where the park enables voice, forwarded to park staff with your number shown, screened with a keypress, or sent to voicemail. Voicemails are recorded and transcribed. If a transcript contains a card number, the recording is purged and cannot be played. Recordings are deleted after 90 days, and transcripts are kept with the guest conversation. A missed call leads to at most one text per caller per park per day, and only where you already consented or pressed a key to ask for one.

7. Email and push notifications

Transactional and marketing email is delivered through our email provider. When an email bounces or is reported as spam, we record that so we stop sending to the address. Marketing emails include an unsubscribe link, and a guest can also use the preference center link in a park's messages to turn off communications from that park.

Push notifications are optional. If you allow them in your browser or on your device, we store the subscription or device token for that device and send notifications only while that permission and the related consent remain in place. Turning notifications off in your browser or device settings stops them, and you can also turn them off in the product. Staff can additionally choose which internal notifications reach them by push, text, or email digest. Push is an additional convenience channel. Email and SMS remain the channels parks rely on.

8. Checkout recovery and booking reminders

If you begin a booking on a park's public checkout, its booking widget, or its guest map and enter a valid email address without completing the booking, that email address and the details of the incomplete booking can be captured so the park can send you a single reminder. This is off unless the park turns it on.

• The capture happens when you move on from the email field, not as you type, and it does not create a guest record.
• Where a park has enabled it, one reminder email is sent after a delay the park sets, by default 90 minutes. It tells you plainly that your hold has expired, shows what is actually available at the time it is sent rather than the price you saw earlier, and links back to a short-lived, single-use link that returns you to checkout.
• No text message is sent to an incomplete checkout.
• The notice you see at the point of collection names this reminder as a purpose, and the consent box is never pre-ticked. Anything you do on the checkout page can add a consent, never silently remove one.
• You can opt out of these reminders using the unsubscribe link in the email, and you will still receive messages needed to service a booking you did complete.

9. Payments

Payments on CampGuide are processed by our payment provider, including online card payments, in-person card payments through a card reader or a supported phone used as a reader, saved payment methods, and payouts to parks.

• When a payment is made, card and bank details are collected and processed by our payment provider over an encrypted connection. CampGuide does not receive or store full card numbers.
• CampGuide operates as the platform in that relationship. A park completes the provider's onboarding, and the provider verifies the business and payout information directly. We receive the park's account status and limited summary details so we know whether the park is able to accept charges.
• Some parks offer pay-over-time options at checkout. If you choose one, the provider of that option collects the information it needs to make its own decision, under its own privacy policy, and we receive the resulting payment status.
• We retain transaction records such as amounts, dates, status, and the related reservation or order, which we need to provide receipts, run reports, reconcile payouts, handle refunds and disputes, and meet our financial recordkeeping obligations.
• Where a park connects an accounting system, the records we send are transaction-level accounting entries and payout deposits rather than guest profiles.
• Park staff may type a card number for a phone or mail order into our payment provider's secure field. The card number goes straight to the provider and is never stored by us or shown to staff again.
• Where a park passes card fees on to guests, our payment provider tells us whether a card is credit, debit, or prepaid so a surcharge is applied only to credit cards.
• Where a park lets you pay in installments or uses card holds for damage deposits, a no-show guarantee, membership dues, or autopay, your saved card is referenced by a token held by our payment provider, and we keep the schedule, each attempt, and its result.
• Where several parks owned by the same business settle to one payout account, payment records are attributed to each park for that park's own reporting.
• A receipt is emailed for every online payment.

Our payment provider's handling of payment information is governed by its own privacy policy, which we will point you to on request.

10. Identity verification (CampVERIFY)

Some parks ask guests, some ask long-stay applicants, and some ask seasonal workers, to confirm their identity before or during a stay or assignment. This optional feature is called CampVERIFY, and the check itself is run by a specialist verification provider in a hosted flow.

What the check does. It confirms that a government photo ID is genuine, captures a live selfie to confirm a real person is present, and compares the face in the selfie to the photo on the ID.

Before the check. You see a disclosure and an unticked consent box for the biometric comparison, and you pay any fee the park charges, before the check starts. If you decline, you can verify in person at the front desk instead.

What CampGuide keeps. We keep the outcome of each check, when it was done, the park that requested it, the provider's session reference, how the result was reached (for example, completed in the hosted flow, accepted or rejected by staff with a reason, or reused from a previous verification), and a short summary drawn from a fixed list of outcomes, such as whether a minimum age the park set was met. We do not store your name, date of birth, document number, address, ID document images, selfie, or face match score on your CampGuide record. The images and the underlying signals are held by the verification provider under its own privacy policy. A park can give a small number of staff a separate permission to view your document image for a specific stay or application. When they do, the image is fetched from the provider at that moment, is not saved by us, and the viewing is recorded in an audit log. Because this check involves government ID and biometric information, we will identify the provider to you on request.

Who can be asked. A park may ask guests, long-stay applicants, and seasonal or workamper job applicants to verify, each with wording for their situation.

How long it is kept. The images and biometric data from a check are held only by the verification provider, and only as long as needed for the stay or application they were collected for. Unless the park sets a shorter period, we ask the provider to delete them 30 days after the stay ends or the application is decided, and in every case no later than 2 years after the check, which is also the longest period a park can choose. We keep asking until the provider confirms the deletion. The verification outcome on your CampGuide record, which contains no biometric data, follows the park's retention period and is anonymized when it ends or when a guest is deleted. This is our written retention and destruction schedule for biometric information.

Reuse across parks. If you verify at one CampGuide park, you can choose to let another CampGuide park see that you are verified without repeating the check. That reuse happens only with your consent, shares only your verified status and when and where it was verified, never your documents or photos, applies to the park you agreed to, and can be stopped at any time. The exact wording you agreed to is recorded with the grant.

Fees. Depending on the park's settings, a one-time identity verification fee may appear on your folio.

If a check does not pass. A failed or unfinished check does not cancel your booking. You can try again or verify in person at the front desk.

11. Channel distribution and online travel agencies

A park can choose to connect CampGuide to online travel agencies and other booking channels through our channel management integration. This feature is enabled park by park.

• What we send out is inventory information: availability, rates, and booking restrictions. That information is about sites and pricing, not about people.
• What comes back is a reservation made on that channel, including the guest details the channel provides, such as name, contact details, stay dates, and party information. Once that reservation is in CampGuide, the park is the controller of it in the same way as a direct booking.
• The channel you booked through also holds your information under its own privacy policy, which is separate from ours and from the park's.

A park can also publish or subscribe to calendar feeds for availability. Those feeds carry booked and available dates, not guest details.

If a park has not connected any channel, no reservation or guest information flows through this integration.

12. Connected business listings and review requests

A park can connect its own public business listing on a major search and maps platform and manage it from inside CampGuide. Where a park does this:

• What we send to the platform is business information the park chooses to publish, such as hours, phone number, description, photos, and posts, after a staff member reviews and approves the change.
• What we read back is the public content that already appears on the listing, including reviews and questions that people have posted publicly, along with the listing's own performance statistics.
• A reply to a review is reviewed and approved by a person before it publishes, unless the park has chosen to let Synapse publish replies under its own rules, as described in Section 13. Replies are checked against language that offers a refund or other reward for changing a review.
• The platform continues to hold that content under its own privacy policy.

A park can also bring reviews from other review sites into one place, including by forwarding the review notification emails it receives to an address we provide. We read the public review text and rating from those sources and use an AI model to tag the themes a review mentions, such as cleanliness or staff, with the quoted words that support each tag. Information we obtain from a search and maps platform is deleted after 30 days.

Separately, a park can ask departing guests to leave a review on an external platform it selects. Where that is turned on, the invitation goes to every departing guest on the same terms. Nothing in the sending path reads a guest's satisfaction score, rating, or in-stay feedback, so a park cannot use this feature to invite only guests who seemed happy.

13. Artificial intelligence features

Some features use AI models provided by a third-party AI provider. These are the places we use them, and what they see:

• Assisted guest chat (Reception). Where a park turns it on, a chat window on the park's public pages can answer questions about that park. It answers from a prepared sheet of that park's own published information, such as facts, policies, hours, and live availability, and it hands off to staff when it cannot answer. A conversation may include what you type into the chat window. The assistant will not take or repeat card numbers, will not handle an emergency, and will not read out an access code without a separate verification step. It is off by default for every park. Where a park turns on voice for its CampGuide number, the same assistant can answer a phone call, and the call is handled as described in Section 6.

• Reading a park map. When an operator uploads a site map, we use an optical character recognition service and, for labels that OCR cannot read, an AI vision model to locate site labels. The input is the map image the operator uploaded. Results are always presented as drafts for the operator to review.

• Drafting site descriptions and marketing copy. The input is site and amenity details, such as name, type, hookups, and length.

• Drafting a reply to a public review. The input is the public review text and the park's own saved templates. A person always reviews and approves before anything is published.

• Importing park content from a website. When an operator asks us to set up a park from its existing public website, the input is that public page content, which becomes a draft for the operator to confirm.

• Market research (MarketRadar). The input is publicly available information about nearby competing parks, including public business listings and public reviews gathered from a business-data provider and public web pages. It is used to summarize themes and rates, not to profile individuals.

• Revenue assistant. The input is an aggregate, park-scoped snapshot of that park's own operating figures, such as occupancy and rate trends. The assistant is read-only, has no ability to take actions, and cannot see another park's data.

• Review themes. The input is public review text, which is tagged with themes and the quoted words behind each one.

Guest payment information and identity verification data are never sent to these features. Apart from the guest chat above, which necessarily sees what a visitor types into it, and CampGuide Synapse below, guest contact details and message content are not sent to these features either. Under our AI provider's commercial terms, content sent through its API is not used to train its models.

CampGuide Synapse

CampGuide Synapse is included for every park. It reads the events that happen in a park, such as guest messages, work orders, reviews, bookings, payment failures, leads, channel bookings, and applications, and labels each one with what it is about, how urgent it is, its tone, and the records it touches. It then suggests, prepares, or takes one of the actions the park has allowed, such as answering a factual question from the park's published facts, routing a work order to the person on shift, or placing an unassigned booking on a site. Everything it does goes through the same permissions and message rules as a member of staff, is labeled as Synapse's action, and is recorded with the reasons for it.

• How it works. Most labels come from rules and from comparing a message with labeled examples. To do that comparison, a numerical representation of the text (an embedding) is stored for that park, and every search of those representations is limited to the park in the database itself. Messages the rules and examples cannot settle go to our AI provider's models, which return a label from a fixed list with the words that support it. Card numbers are removed before any text reaches a model or the example store.
• What it does not use. Synapse never uses race, religion, familial status, disability, national origin, age, or anything standing in for them. Nothing it learns about how a guest feels can affect who is asked for a public review. Emergency words always go to a person.
• Decisions a park lets it make. In its default mode, Synapse never moves money on its own. A park owner can turn on Synapse Autopilot for chosen kinds of decisions. Then Synapse can act alone within the rules and limits the park sets, for example issuing a credit or refund under a cap, releasing a deposit after a clean checkout, cancelling a no-show under the park's written policy, or approving an application that meets every criterion the park wrote. Synapse never declines or rejects an application for a stay or a job; a person always makes those decisions. The park is the controller of these decisions. If one affects you, you can ask the park to have a person review it.
• Fraud and abuse checks. Before Synapse moves money, it checks for patterns such as repeated refund requests, several profiles sharing a card, phone, email, or vehicle plate, and claims that closely copy earlier ones. These checks stay inside one park, or one business's own parks, and are not shared between unrelated businesses. A check that fires holds the action for a person.
• Network learning. To make Synapse useful from a park's first day, CampGuide trains its own models on examples drawn from parks' labeled events and the actions staff took, including in parks that have not turned on any Synapse feature (Synapse watches but shows and does nothing there). Before any text is used, names, phone numbers, emails, codes, addresses, and amounts are replaced with tokens, and no example records which park it came from. Network learning never uses any park's prices or revenue figures. It is on for every park by default, and a park owner can turn off the park's contribution in the Synapse settings. When a guest is deleted, their examples are removed from the park's own store at once and left out of the next model training. You can also ask the park, or us, to leave your messages out of network learning, and we will honor that going forward. We publicly commit not to re-identify these examples or try to, and we contractually bar anyone who helps us host or train a model from doing so. Network learning never uses prices, occupancy, availability, or booking pace, and never decides prices: anything Synapse suggests or changes about a price, rate, discount, or availability uses only that park's own data and public information.
• Ask CampGuide and help. Staff can type or say a request and see a preview of the exact changes before anything happens. On the iOS app, speech is turned into text on the device. The request, how it was understood, and whether it was approved are recorded.
• Records. Each decision is stored with what Synapse saw, the rules that applied, the options it considered, and the result, under the park's retention settings. When a guest is deleted, their details are removed from these records while the decision itself is kept.

Apart from Synapse decisions a park has chosen to allow, every AI output in the product is a draft, an answer, or an explanation for a person to review.

14. Automations and workflows

Operators can build automations that run on real events in their own park, such as a reservation being created or a work order aging. Where a park uses this, the following limits apply by design:

• The event that starts an automation carries a deliberately narrow payload. A guest's name, email address, and phone number are excluded from it, even though the underlying record holds them.
• An automation that sends a guest a message passes through the same eligibility gate described in Section 5, including consent, opt-outs, quiet hours, and daily caps. Every message the automation considers, sent or suppressed, is written to an append-only compliance log.
• An automation that calls an outside system is limited to web addresses the park has allow-listed, and cannot include guest data at all unless the park has separately turned that on. Financial fields are redacted from outbound payloads.
• An automation a park builds in Workflows cannot charge, refund, or credit anyone on its own. Every money action stops and waits for a person. The only exception is a category a park owner has handed to Synapse Autopilot, described in Section 13.

The compliance log above outlives a deletion request in de-identified form, because it is the evidence that consent was checked before a message was sent. It no longer identifies the guest.

15. Connected assistants and AI Connectors

An Operator can connect an AI assistant to its own park data so staff can ask questions and take a small number of actions in plain language. Where a park uses this:

• A connection is made by a park staff member for their own account, and it can never see more than that person can already see in CampGuide. Every request runs under that person's own access and the same database-level permissions.
• Losing access takes effect immediately. If the person is suspended, their key is revoked, or their sign-in no longer meets the park's security policy, the very next request fails.
• Actions taken through an assistant, such as creating a work order or adding a note, are labeled as assistant-authored and attributed to that person's account.
• Managers can see and revoke their park's connected assistants at any time from a settings page in the product.
• The feature is available to every park, and nothing is connected until a staff member connects an assistant for their own account.
• A staff member can also link a voice assistant device to one park to ask for operational summaries, such as today's arrivals, availability, open work orders, or housekeeping. The voice skill is read-only and does not read out individual guest records. Anyone near the device may hear the answer.

16. Staff communications

CampGuide includes an internal communications feature for park staff: park-wide announcements with delivery and acknowledgment tracking, a general channel, and private direct messages. It is entirely separate from guest messaging and has no guest-facing side.

Direct messages between staff are not visible to owners, managers, or administrators in the product. There is no admin view and no in-product export of direct message content. If a legal or human resources matter genuinely requires access, it takes an audited request to us rather than a feature anyone can use. Messages are hard-deleted after 24 months, and deleted messages are purged after 30 days, unless a legal hold has been placed on the park. Setting or clearing a legal hold is itself recorded in the audit log.

We do not scan staff messages for keywords or sensitive terms, and no such monitoring is built into the product.

17. In-stay feedback and service recovery

Where a park turns it on, a guest may be asked a single question during their stay about how things are going. If the guest says something is wrong, they can add a category, an optional description in their own words, and an optional photo. The park's staff see that in a service recovery queue so someone can respond while the guest is still on site.

• Photos are stored in a private location and are reached only through short-lived links. They are purged 90 days after the issue is resolved.
• This feedback is structurally separated from review requests. The system that decides who gets asked for a public review cannot read these answers, so how you answer here never changes whether, when, or how you are later asked to leave a review.

18. How we share information

We do not sell personal information for money. With your consent, we use analytics and a visitor identification service on our marketing site, and under some state privacy laws that activity may be treated as a "sale" or as "sharing." You can refuse or withdraw it as described in Sections 20 and 24. Apart from that, we disclose information only as described here.

• With the relevant park. When a Guest books or stays at a park, or applies to it, we share that person's information with the park so it can manage the reservation, the stay, or the application. The park's use of that information is governed by the park's own privacy practices. Where a park belongs to a multi-park organization, that organization may also have access.
• With another CampGuide park, at your direction. A verified identity or a CampGuide ID profile field is shared with a second park only when you consent to it, and you can stop that sharing at any time.
• With booking channels a park connects. As described in Section 11.
• Within a business that runs several listings. Where a business shows its listings together in an organization storefront, public search shows listing details and an approximate area, never an exact address or exact coordinates before you book. Where you book several of its listings as one trip, each listing receives the booking for its own stay. Outside cleaners a park invites see only the units and cleaning tasks the park assigns to them, never guest contact details, money, or messages. A returning guest may be recognized across one business's own listings. Where a business manages a listing for its owner, the owner can see that listing's bookings and statements.
• With lock and key card providers. Where a park uses smart locks or key cards, the provider receives the code or key and the time window for the stay, not your contact details.
• With a domain registrar. When a park owner buys or transfers a domain, the registrant contact details go to the registrar and the registry for that domain.
• With the people sharing a bill. If a booking's cost is split, each person invited to pay sees their own share and the booking it belongs to.
• With systems a park connects. Where a park connects an accounting system, a point-of-sale system, a business listing, or an automation endpoint, information flows to that system at the park's direction and under the park's own configuration and limits.
• With service providers. We use the categories of providers described in Section 19 to host the platform, process payments, send messages and email, verify identity, enable e-signature, read utility meters, distribute inventory, and monitor for errors. They may access information only as needed to perform their work for us, under contracts that require them to protect it and bar them from using it for their own purposes.
• For legal reasons. We may disclose information when we believe in good faith that it is necessary to comply with a law, regulation, subpoena, or other legal process, to enforce our agreements, or to protect the rights, property, or safety of CampGuide, our users, or others. Where appropriate and permitted, we will notify the affected Operator of a legal demand for their data.
• In a business transfer. If CampGuide is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to this policy.
• With your direction or consent. We share information in other ways when you ask us to or agree to it.

19. Service providers and sub-processors

We rely on service providers, sometimes called sub-processors, to deliver the Services. Each handles information only as needed to perform its function for us, under contracts that require it to protect the information and bar it from using it for its own purposes. We identify providers by category here rather than by name, and the current named list is available to anyone who asks for it. We use providers in the following categories:

The current list of the specific providers we use is available on request. Write to us at support@campguide.app and we will send it. Operators who need a named sub-processor list for their own compliance records can request one with a data processing addendum. We may change providers within these categories from time to time; where a change is material, we will reflect it in an updated version of this policy.

20. Cookies and tracking

We use cookies and similar technologies to keep you signed in, remember your preferences, keep the Services secure, and understand how the Services are used so we can improve them. Some cookies are necessary for the Services to function, and others, such as analytics cookies, are optional.

On park booking pages, checkout, the guest Stay Pass, and park websites built on CampGuide, a cookie banner asks for your choice before any optional cookie or similar technology is used, and we record your choice so we can show it was made. Only strictly necessary cookies are used before you choose. We ask again after 12 months or when our cookie policy changes, and you can change your choice at any time from the Cookie settings link in the page footer. A recognized Global Privacy Control signal always refuses marketing cookies.

Our Cookie Policy lists every cookie and similar technology used on park booking pages, checkout, the guest Stay Pass and park websites built on CampGuide, explains how the consent banner and the Cookie settings link work, and describes how we record your choice.

On our marketing site we may use two optional tools: a website analytics service, which collects information such as your IP address, the pages you view, how you reached our site, and how you interact with it and reports it to us mostly in aggregate, and a visitor identification service, which uses your IP address and browser information to tell us which business a visit likely comes from and may match it to business contact information the provider holds. Neither loads until you choose Accept in the cookie banner, and a recognized Global Privacy Control signal is always treated as a refusal, so they never load in a browser that sends it. You can change your choice at any time with the Cookie settings button in the site footer. Your choice is kept in your browser for 12 months, after which we ask again. Each provider handles the information under its own privacy policy, which we will point you to on request.

The CampGuide application itself, including the operator console, park booking pages, the guest Stay Pass, and the staff mobile apps, does not carry third-party advertising or cross-app tracking SDKs. Cookies there are used to keep you signed in and to keep the app working.

You can control cookies through your browser settings, including blocking or deleting them, though some features may not work properly without them. Where we offer an in-product choice about optional cookies, that choice is recorded and honored, and withdrawing it takes effect going forward.

We do not use the Services to serve third-party behavioral advertising to guests. Because analytics and visitor identification can be considered a "sale" or "sharing" of personal information under some U.S. state privacy laws, we load them only with your consent, and you can withdraw it as described above and in Section 24.

Some browsers offer a Global Privacy Control signal. We treat it everywhere, not only where the law requires, as a valid request to opt out of any "sale" or "sharing" of personal information, including through analytics and visitor identification.

21. How we protect information

We use technical and organizational measures designed to protect personal information from unauthorized access, use, alteration, and loss. These include:

• access controls that limit each user to the park, organization, and role they are authorized for, enforced in the database itself rather than only in the interface
• row-level security in the database so that one park cannot see another park's data
• optional two-factor authentication for every account, and the ability for a park owner to require it for their park, enforced on the server so it cannot be bypassed by the interface
• encryption of data in transit, enforced HTTPS, and short-lived signed links for guest-facing pages, private file downloads, and photo uploads
• capability tokens that expire, rather than guessable identifiers, for guest stay pages and shared links
• isolation of payment, messaging, accounting, and other sensitive credentials so they are not readable by ordinary users and are excluded from data exports, with connected-system tokens stored encrypted
• signature verification on inbound webhooks from our payment, messaging, e-signature, verification, channel, and accounting providers
• append-only records for financial, consent, messaging, verification, and audit data, and logging of privileged actions
• protections on public pages against framing and content injection
• a separate sandbox environment and a platform test mode, so demonstrations and testing do not send real messages or charges
• managed database backups with point-in-time recovery, encrypted off-site backups held with a separate provider, and periodic restore drills
• encryption of door codes and other access credentials, which are never written to logs or reports
• bot protection on public checkout, sign-in, and password reset
• fraud and abuse checks before any automated money action, and audit logs when staff view an identity document
• error monitoring and alerting on payment and system failures

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. You can help by keeping your password confidential, turning on two-factor authentication, and signing out after each session. If a breach affecting your personal information occurs and the law requires us to tell you, we will notify you as required.

22. How long we keep information

We keep personal information for as long as needed to provide the Services and to meet our legal, tax, accounting, and dispute-resolution obligations. Retention varies by the type of information.

• Financial and transaction records, such as invoices, payments, refunds, platform fee records, reservations, tax filing packets, and audit logs, are kept for at least seven years to satisfy accounting and legal requirements. Cancellations and refunds preserve the underlying records rather than erasing them.
• Guest information is kept by a park for as long as the park maintains it. When a Guest is deleted, identifying details are anonymized while the financial records required for recordkeeping are retained in a form no longer tied to the individual.
• Park information. When a park is closed or removed, its guest information is anonymized and the park record is archived rather than permanently destroyed, so that required financial history remains intact.
• Consent and opt-out records are kept for as long as needed to prove a consent was given and to keep honoring an opt-out. A suppressed phone number or email address stays on the suppression list so we do not message it again.
• Messaging eligibility and compliance logs are kept as the record of why a message was or was not sent. Where a guest record is deleted, these entries are de-identified rather than removed.
• Identity verification records. We keep the outcome, timestamp, and requesting park until the retention period the park sets ends, then anonymize the record and ask the provider to delete its session. Document images and selfies are held by the verification provider, not by us. Delivery receipts from the provider are deleted after 90 days.
• Job applications. Each application carries its own retention window set by the park, after which it is purged, unless a legal hold applies. Attachments such as resumes are held privately and are removed with the application.
• Extended stay applications. Records follow tiered windows set by the park, with a decision record kept longest, then the application, then screening records, then uploaded documents, and the most sensitive parts of a submission purged soonest. A legal hold pauses every one of these.
• In-stay feedback photos are purged 90 days after the issue they relate to is resolved.
• Voicemail recordings are deleted after 90 days. Transcripts stay with the guest conversation.
• Synapse records. Decision records follow the park's retention settings. Guest details are removed from them, and from the park's example store, when a guest is deleted.
• Cookie choices are kept as proof of the choice you made and asked for again after 12 months.
• Hazard alert rosters are locked once an alert is closed, so the record of who was warned cannot be changed.
• Staff messages are deleted after 24 months, and messages a person deletes are purged after 30 days, unless the park is under a legal hold.
• Guest confirmations of park facts are purged 90 days after they are given.
• Competitor and place research data. Coordinates and derived details gathered for competitor research or address lookup are cleared within 30 days, and only a non-identifying place reference is kept.
• Access tokens for guest preference centers, stay pages, and booking recovery links are short-lived and expire automatically.
• Sandbox and test data is kept separately from production data and may be reset at any time.
• Aggregated or de-identified information that can no longer be linked to a person may be kept indefinitely.

23. Your privacy choices and rights

Depending on where you live and your relationship with us, you may have rights over your personal information. Subject to local law and the limits below, these can include the right to access a copy of your information, to correct it, to delete it, to obtain it in a portable format, to object to or restrict certain uses, and to withdraw consent.

How requests are routed. If you are an Operator, a staff member, a CampGuide ID holder, or a website visitor, contact us directly using the details in Section 32. If you are a Guest or an Applicant asking about the records a park holds, most of that information is controlled by the park you booked with or applied to, so please direct your request to that park. We will assist the park and, where appropriate, route your request to it.

Verification. To protect your information, we will take reasonable steps to verify your identity before acting on a request, and we may ask for information to match against our records. You may use an authorized agent where the law allows, and we may require proof of the agent's authorization and verification of your identity.

Tools in the product.

• For Operators: CampGuide Host includes built-in tools to export all of a park's data, to export or delete an individual guest's information, and to anonymize a park at offboarding. The park-wide export and anonymize tools are owner-only and require a fresh sign-in before they run. Managers can also review and revoke any connected assistants, and review the log of why a message was or was not sent to a guest. These help Operators respond to the requests they receive as controllers.
• For staff: you can close your own account from the CampGuide Host mobile app. This ends your memberships and disables your profile while leaving the park's own records and financial history intact. If you are the only owner of a park, you will need to transfer ownership first.
• For CampGuide ID holders: your account includes a preference center to turn off communications, a shared-with list where you can stop future sharing with a park, an export of your data, and the option to close your account. These controls apply going forward and do not erase records a park must keep, such as financial history.
• For Guests without an account: the preference center link in a park's messages lets you manage communications, and replying STOP stops texts.

Marketing choices. You can opt out of CampGuide marketing emails at any time using the unsubscribe link in those emails. You can opt out of text messages by replying STOP. Even after opting out, you may still receive transactional or service messages such as booking confirmations, receipts, and account or policy notices.

Timing. We aim to respond to rights requests within the time required by applicable law, generally within 30 to 45 days, and will let you know if we need more time. We will not discriminate against you for exercising your rights.

24. U.S. state privacy rights

Several U.S. states, including California, Colorado, Connecticut, Virginia, Texas, and others, give residents specific rights over their personal information. Subject to the exceptions in those laws, residents of these states may have the right to:

• confirm whether we process their personal information and access it
• request a copy in a portable format
• correct inaccurate personal information
• delete personal information
• opt out of the "sale" or "sharing" of personal information and of targeted advertising
• limit the use of sensitive personal information, where applicable
• opt out of profiling in furtherance of decisions that produce legal or similarly significant effects

We do not sell personal information for money. With your consent, we use analytics and a visitor identification service on our marketing site, and under some state privacy laws that activity may be treated as a "sale" or as "sharing" of personal information for targeted advertising. They stay off unless you accept, you can withdraw with the Cookie settings button described in Section 20, and a recognized opt-out preference signal in your browser always turns them off.

Automated decisions. We do not profile people for our own purposes or to make decisions about them ourselves, and our reporting layer does not slice guest measures by protected characteristics. A park can let CampGuide Synapse make some decisions on its behalf under rules the park writes, as described in Section 13. Those decisions are the park's, Synapse never declines an application for a stay or a job, and you can ask the park for a person to review a decision that affects you.

Some state laws treat information used to verify identity as sensitive. We use identity verification only to confirm identity for a stay, an application, or a work assignment at a park's request, never to infer anything else about you, and never for advertising. See Section 10.

California residents

Under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, California residents have the rights to know, to access, to correct, to delete, and to opt out of sale or sharing, and the right not to be discriminated against for exercising them. The categories of personal information we may collect are described in Section 3, the purposes in Section 4, and the categories of recipients in Sections 18 and 19. We collect this information directly from you, automatically through the Services, and from the sources described in Section 3.8.

Where CampGuide acts as a service provider to an Operator, our handling of that information is governed by our agreement with the Operator, and California guests should direct rights requests to the relevant park.

How to exercise state rights

Operators, CampGuide ID holders, and website visitors can submit a request using the contact details in Section 32. If you are not satisfied with our response, some states allow you to appeal by contacting us again with the word "Appeal" in your message, and to raise an unresolved concern with your state attorney general.

25. Notice for Canada

If you are in Canada, the following applies in addition to the rest of this policy.

Commercial electronic messages sent through the platform identify both the park sending them and CampGuide as the platform, include the park's physical mailing address, and carry a working unsubscribe mechanism. Marketing email and text messages require express consent, and the consent box for those messages is never pre-ticked. Where a park has turned on the booking reminder described in Section 8, and you appear to be in Canada or your location is unknown, that reminder is sent only if you affirmatively opted in. Transactional messages relating to a booking you made still identify their sender and carry an unsubscribe mechanism scoped to marketing.

Under the Personal Information Protection and Electronic Documents Act you have rights to access and correct your personal information and to withdraw consent, subject to legal and contractual limits. Requests about the records a park holds should go to that park. Requests about information we hold as controller can come to us using the details in Section 32. You may also raise an unresolved concern with the Office of the Privacy Commissioner of Canada.

26. Notice for the EU, EEA, UK, and Switzerland

If you are in the European Union, the European Economic Area, the United Kingdom, or Switzerland, the following applies.

For information about Operators, prospective customers, CampGuide ID holders, and visitors to our sites, CampGuide is the controller. For guest and applicant information that an Operator manages through the platform, CampGuide is a processor acting on the Operator's instructions, and you should contact the Operator to exercise your rights.

Where we act as controller, we rely on one or more of these legal bases: your consent, the performance of a contract with you, compliance with a legal obligation, and our legitimate interests in operating and improving the Services and communicating with current and prospective customers. Where a check involves biometric processing, such as matching a selfie to a photo ID, it is carried out on the basis of explicit consent through the provider's flow, and you can decline and verify in person instead. Where we rely on consent, you may withdraw it at any time.

You have the rights to be informed, to access, to rectify, to erase, to restrict or object to processing, to data portability, and to not be subject to a decision based solely on automated processing that produces legal or similarly significant effects. Where a park uses CampGuide Synapse to make a decision about you, ask that park for a person to review it. Our network learning described in Section 13 relies on our legitimate interest in improving the Services and uses only de-identified examples. You also have the right to lodge a complaint with your local data protection authority.

27. International data transfers

CampGuide is based in the United States, and we and our providers process information in the United States and potentially in other countries, including within the European Economic Area where our channel management and identity verification providers operate. These countries may have data protection laws different from those where you live. When we transfer personal information across borders, we use appropriate safeguards where required, such as standard contractual clauses. By using the Services, you understand that your information may be transferred to and processed in the United States and elsewhere as described in this policy.

28. Children's privacy

The Services are intended for businesses and adults. They are not directed to children, and we do not knowingly collect personal information from children under 13. We do not knowingly sell or share the personal information of anyone under 16. If you believe a child has provided us with personal information, please contact us and we will delete it. Parents, guardians, and organizers may give a park information about a child in their party, such as a name and age on a roster, an activity or camp registration, or a waiver signed on the child's behalf. That information is provided by the adult, is held by the park as controller, and is used only to provide the booking or activity. A park can export, correct, or delete it on request.

29. Accessibility

We build our public booking pages and guest-facing surfaces toward the Web Content Accessibility Guidelines 2.1 at level AA, and we test for accessibility as part of our release process. If you need this policy or any part of the Services in a different format, or if you run into a barrier, please contact us using the details in Section 32 and we will help.

30. Third-party links

The Services may link to or work with websites and services operated by third parties, including a park's own website, a booking channel, a review platform, and app stores. We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy policies before providing them with personal information.

31. Changes to this policy

We may update this policy from time to time. When we make material changes, we will post the updated policy here with a new "Last updated" date and, where appropriate, provide additional notice such as an email to Operators or a notice within the Services. A copy of the previous version is available on request. Your continued use of the Services after an update takes effect means you accept the revised policy.

32. Contact us

If you have questions, requests, or complaints about this policy or our privacy practices, please contact us:

CampGuide Inc
Attn: Privacy
8 The Green, STE B
Dover, Delaware 19901
United States
Email: support@campguide.app

If you are a Guest or an Applicant and your question concerns information held by a park you booked with or applied to, please contact that park directly, as it is responsible for deciding how your information is used.