Privacy Policy

This policy explains how Beaver Lakes Retreat LLC (“we,” “our,” “us”) collects, uses, and protects personal information when you use our website and concierge services.

Who We Are

Beaver Lakes Retreat LLC provides homeowner concierge and home-watch services in the Flathead/Whitefish, Montana area.

Information We Collect

  • Account & profile data (when you register or purchase): name, email, phone, billing address, password (hashed), and optional homeowner intake details (property address, access notes/HOA notes, preferred vendors, emergency contact, spend cap).
  • Order & subscription data: products/services, pricing, renewal status, invoices, support history.
  • Payment data: processed by our payment processor (WooPayments/Stripe). We do not store full card numbers on our servers.
  • Communications: emails, form submissions, texts/phone logs related to service requests.
  • Technical data: IP address, device/browser, pages visited, referral URLs; cookies for session, cart, and account login.
  • Photos & reports: images and notes from home checks or vendor coordination, shared with you in your account or by email.

How We Use Information

  • To create and manage your account, memberships, and service requests.
  • To schedule, coordinate, and document concierge work, including vendor management.
  • To send confirmations, invoices, service reports (with photos), and important updates.
  • To improve site reliability, security, and user experience.
  • To comply with legal, tax, and accounting obligations.

Legal Bases

Where applicable, we process data on the basis of contract (providing services you request), legitimate interests (running a secure, effective service), legal obligation (tax/records), and consent (when required—for example, certain marketing).

Payments

Payments are handled by WooPayments/Stripe. When you pay, your payment details are sent directly to Stripe; we receive a tokenized response and basic payment metadata (e.g., last 4 digits, brand, expiry month/year). See Stripe’s privacy policy for details.

Vendors & Service Providers

We use trusted providers to operate our website and deliver services. These may include: WordPress/WooCommerce, WooPayments/Stripe (payments), WP Engine (hosting), Gravity Forms/WPForms (forms), Google reCAPTCHA (spam protection), email delivery (e.g., Post SMTP/Gmail), and on-site vendors or subcontractors (for cleaning, maintenance, etc.). We share only the minimum information needed for them to perform their work, and we require reasonable confidentiality and security measures.

On-Site Vendors & Key Access

When coordinating work at your property, we may share limited details (property address, access notes, scope of work, and your contact phone/email if needed) with subcontractors. We follow secure key custody protocols and ask vendors to do the same.

Cookies & Analytics

  • Essential cookies (WooCommerce, login, security) – required for site and checkout to work.
  • Functional (preferences, forms) – improve experience.
  • Analytics (if enabled) – to understand site usage and improve services.

You can control cookies in your browser settings. Blocking essential cookies may prevent the site or checkout from working.

Data Retention

We keep account, order, and service records for as long as you maintain an account and as required by law (typically 7 years for tax). If you close your account, we will delete or anonymize data not required to be kept. Photos/reports from property visits are retained for your records and our service history, and can be deleted on request unless we are required to keep them (e.g., for insurance or legal reasons).

How We Protect Data

  • HTTPS encryption for the site and admin area.
  • Restricted admin access, strong authentication, and regular updates.
  • Backups and reputable hosting with security monitoring.

Your Choices & Rights

You can access or update your account information in My Account, or contact us to request corrections or deletion. If you are in the EEA/UK/California, you may have additional rights regarding access, portability, deletion, and restriction/objection to processing, subject to applicable law.

Changes to This Policy

We may update this policy from time to time. The “Last updated” date will reflect the latest version. Material changes will be noted on this page.

Contact

Questions or requests? Email info@beaverlakesretreat.com or write to us at the address above.

Last updated: [October 17th, 2025]