1. Introduction
Coast to Cabin Partners (“Coast to Cabin,” “we,” “us,” or “our”) provides revenue management, listing optimization, 24/7 short-term rental operations, STR bookkeeping, and Complete Partnership services to short-term rental owners, co-hosts, and property-management teams across the United States.
This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website, contact us, book a call, or use our services. By using our website or services, you acknowledge the practices described in this Privacy Policy.
2. Scope
This Privacy Policy applies to information collected through our website, contact and onboarding forms, email, phone, text, video calls, and in connection with the services we provide to our clients. It also describes how we handle guest, cleaner, and vendor information that we process on behalf of our clients while operating their short-term rental properties. It does not apply to third-party websites, booking platforms, or services that we do not own or control, which are governed by their own privacy policies.
3. Information You Provide to Us
We collect information you choose to provide, including:
• Contact details: first and last name, email address, phone number, and the message you send through our contact form.
• Property and business information: property addresses, property details, number of properties, booking channels, listing links, house rules, operating preferences, approval thresholds, and escalation procedures shared during consultations and onboarding.
• Account and system access: credentials, permissions, or delegated access to booking channels (such as Airbnb and Vrbo), property-management systems (such as Hostaway), dynamic pricing tools, and accounting software, as needed to deliver your selected services.
• Financial information: bank and credit-card transaction data, OTA payout data, vendor bills, expense records, and other financial records required for bookkeeping and reconciliation services.
• Billing information: information needed to invoice and collect payment for our services. Payment card details are processed by our third-party payment processors.
• Vendor and cleaner information: names, contact details, and payment information for your cleaning team, handymen, and local vendors.
• Communications: records of emails, calls, texts, and messages exchanged with us.
4. Information We Process on Behalf of Clients (Guests, Cleaners & Vendors)
When we provide 24/7 STR Operations, Revenue Management, or Bookkeeping services, we may process information about our clients’ guests, cleaners, and vendors, including guest names, contact details, reservation details, messages sent through booking channels, identity-verification results, signed rental agreements, house-rule acknowledgments, security-deposit or damage-protection records, review content, damage documentation, and claim records.
We process this information on behalf of, and according to the instructions of, the property owner or operator who engaged us. Guests who have questions about how their information is used should also contact the property owner or the booking platform through which they reserved their stay.
5. Information Collected Automatically
When you visit our website, we and our service providers may automatically collect certain information, including IP address, browser type, device type, operating system, referring URLs, pages viewed, time spent on pages, links clicked, and general location derived from your IP address. We collect this information using cookies, pixels, web beacons, server logs, and similar technologies. See the “Cookies & Tracking Technologies” section below for more detail.
6. How We Use Your Information
We use personal information to:
• Respond to inquiries, schedule calls, and recommend the right services for your property.
• Onboard your property, connect systems, and configure pricing, listing, operations, and bookkeeping workflows.
• Deliver our services, including pricing optimization, listing updates, guest communication, guest verification, cleaning and maintenance coordination, damage and claims support, reconciliation, and financial reporting.
• Prepare performance reviews, forecasts, case studies (in de-identified or approved form), and property- and portfolio-level reports.
• Invoice clients, process payments, and manage our business relationship.
• Send service updates, administrative messages, and, where permitted, marketing communications about our services.
• Operate, maintain, analyze, and improve our website and services. • Detect, prevent, and respond to fraud, security incidents, and misuse.
• Comply with legal obligations and enforce our agreements.
7. How We Share Your Information
We do not sell personal information for money. We may share information with:
• Service providers who help us operate our business, such as website hosting, form processing, email, phone and messaging, scheduling, CRM, analytics, payment processing, cloud storage, and accounting providers.
• Platforms and tools used to deliver services, such as booking channels, property-management systems, dynamic pricing tools, guest-verification and damage-protection providers, and accounting software, in accordance with your instructions.
• Cleaners, handymen, and local vendors, to the extent necessary to coordinate turnovers, maintenance, and repairs.
• Your authorized representatives, such as your CPA, tax professional, co-host, or property manager, when you instruct us to do so.
• Professional advisers, such as lawyers, accountants, and insurers.
• Government authorities or other parties when required by law, subpoena, or legal process, or to protect the rights, property, or safety of Coast to Cabin, our clients, guests, or others.
• A successor entity in connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business.
8. Cookies & Tracking Technologies
Our website uses cookies and similar technologies to keep the site functioning, remember preferences, understand how visitors use the site, and measure the effectiveness of our marketing. These may include strictly necessary cookies, performance and analytics cookies, and advertising or social media cookies provided by third parties.
You can control cookies through your browser settings and, where available, our cookie preference tool. Disabling certain cookies may affect how the website functions. Some browsers send “Do Not Track” signals; because there is no uniform standard, our website does not currently respond to those signals, but we honor Global Privacy Control (GPC) signals where required by applicable law.
9. Marketing Communications
If you provide your email address or phone number, we may send you information about our services, resources, and case studies. You can opt out of marketing emails at any time by using the unsubscribe link in the email or contacting us. If you receive text messages from us, you can reply STOP to opt out. Message and data rates may apply. We will continue to send service-related and administrative communications to active clients.
10. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including providing services, maintaining business and financial records, resolving disputes, and complying with legal, tax, and accounting obligations.
When information is no longer needed, we delete it, de-identify it, or securely archive it. At the end of a client engagement, we will return or remove access to client systems and handle client data in accordance with our service agreement.
11. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including access controls, role-based permissions, and working within the access and approval rules established during onboarding. Wherever possible, we use delegated or team access to client accounts rather than shared passwords.
However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. Please notify us immediately if you believe your account or information has been compromised.
12. Your Privacy Rights
Depending on where you live, you may have rights regarding your personal information, including the right to:
• Know and access the personal information we hold about you.
• Correct inaccurate personal information.
• Delete personal information, subject to certain exceptions.
• Receive a copy of your information in a portable format.
• Opt out of targeted advertising, “sharing” for cross-context behavioral advertising, or certain profiling.
• Withdraw consent where processing is based on consent.
• Not be discriminated against for exercising your rights. To exercise these rights, contact us using the details below.
We will verify your request before responding and respond within the time required by applicable law. You may designate an authorized agent to submit a request on your behalf. If we deny your request, you may appeal by replying to our decision. If your information was provided to us by a property owner or operator, we may refer your request to that client.
13. State-Specific Disclosures
State-Specific Disclosures (Including California) Residents of California and other states with comprehensive privacy laws may have additional rights. In the preceding 12 months, we may have collected the following categories of personal information: identifiers (name, email, phone, IP address); customer records and commercial information (property, service, and billing details); financial information related to bookkeeping services; internet or network activity; general geolocation; and professional or business information.
We collect this information from you directly, from your devices, from our clients, and from the platforms we access on your behalf, for the business purposes described above. We do not sell personal information for monetary consideration, and we do not knowingly sell or share the personal information of consumers under 16. We do not use sensitive personal information for purposes other than those permitted by law.
14. Children's Privacy
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or under 16 where applicable). If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.
15. Third-Party Links & Platforms
Our website may contain links to third-party websites and social media platforms, including TikTok, YouTube, Instagram, Facebook, X (Twitter), and Vimeo. Our services also involve third-party booking channels and software. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.
16. International Users
Coast to Cabin Partners is based in and serves properties in the United States. If you access our website from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Effective Date” at the top of this page. If we make material changes, we will provide additional notice as appropriate, such as by posting a notice on our website or emailing clients. Your continued use of our website or services after an update means you acknowledge the revised Privacy Policy.
18. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:
Coast to Cabin Partners | Email: info@coasttocabinpartners.com
