Privacy Policy
Effective Date: April 10, 2026 | Last Updated: April 10, 2026
Beach Retreats Vacation Rentals (“Beach Retreats,” “we,” “us,” or “our”) is a vacation rental management company based in Holmes Beach, Florida. We are committed to protecting the privacy of our guests, property owners, and website visitors. This Privacy Policy explains what personal information we collect, how we use and share it, and the rights you have regarding your data.
This policy applies to all personal data collected through our website, booking platforms, email communications, telephone interactions, and in-person contact. By booking with or contacting Beach Retreats Vacation Rentals, you agree to the practices described in this Privacy Policy.
1. Introduction
We collect and process personal information to provide and improve our services, fulfill reservations, and meet legal obligations. Please read this policy carefully to understand how your information is handled.
2. Information We Collect
2.1 Booking Details
- Full legal name of the primary guest and all occupants
- Check-in and check-out dates, and property reserved
- Number of guests in your party
- Special requests, accessibility needs, or accommodation preferences
- Arrival time estimates and travel details
- Rental agreement acknowledgments and signed documents
- Source of booking (direct, VRBO, Airbnb, etc.)
2.2 Payment Information
- Credit or debit card number, expiration date, and CVV (processed securely through our payment processor)
- Billing name and billing address
- Payment amount, transaction dates, and confirmation numbers
- Bank account information where applicable for owner disbursements
Note: Beach Retreats does not store full credit card numbers on our own systems. All payment card data is processed and tokenized by our third-party payment processor in accordance with PCI-DSS standards.
2.3 Communication Records
- Emails and email attachments
- Text messages (SMS) sent or received
- Phone call logs and voicemail recordings
- In-app messages from booking platforms (e.g., VRBO, Airbnb)
- Contact form submissions from our website
- Guest reviews and feedback submitted after your stay
2.4 Identity Verification
- Government-issued photo identification (driver’s license, passport, or state ID)
- Date of birth for age verification
- A photo or scan of your ID document
- A selfie or live photo for identity matching (where required)
Identity verification data is collected and processed in accordance with applicable Florida and federal law and is retained only as long as required by law or as necessary to resolve disputes.
2.5 Website Data
- IP address and approximate geographic location
- Browser type, version, and operating system
- Pages visited, time spent on each page, and referring URLs
- Search queries entered on our site
- Device identifiers and screen resolution
- Cookie data and session identifiers (see our Cookie Policy)
We use this data to improve website performance, analyze traffic patterns, and enhance the booking experience. We may use third-party analytics tools such as Google Analytics for this purpose.
3. How We Use Your Information
- To process and confirm your reservation
- To communicate with you before, during, and after your stay
- To process payments and security deposit holds or refunds
- To verify your identity and ensure compliance with local rental regulations
- To coordinate property preparation, cleaning, and maintenance
- To respond to customer service inquiries and resolve disputes
- To send you important notices, booking confirmations, and receipts
- To send optional marketing communications (with your consent where required)
- To analyze website usage and improve our services
- To comply with legal obligations, including Holmes Beach VRC requirements and Florida law
4. How We Share Your Information
We do not sell your personal information. We may share information only as necessary to fulfill the purposes described in this policy.
4.1 Property Owners
We share relevant booking information with the property owner of the home you are renting (e.g., name, booking dates, party size, special requests). Owners do not receive your payment card details or full identification documents.
4.2 Housekeeping and Cleaning Staff
Cleaning teams receive your check-in/check-out dates, guest count, and relevant property notes to prepare the home. They do not receive personal contact details or payment information.
4.3 Maintenance and Service Providers
If a maintenance issue arises, we may share your name, contact information, and relevant details with licensed contractors or service providers. They must handle your information confidentially and use it only for the intended purpose.
4.4 Payment Processors and Financial Institutions
Third-party payment processors securely handle all credit card and payment transactions. Your payment information is transmitted directly to these processors and is subject to their privacy policies and PCI-DSS standards. We do not retain full payment card numbers.
4.5 Booking Platforms
If your reservation originates through a third-party platform such as VRBO or Airbnb, that platform’s privacy policy also applies to the information you provide during booking. We receive only the information shared with us as part of the reservation.
4.6 Legal and Regulatory Authorities
We may disclose personal information if required by law, regulation, legal process, or government request, including compliance with City of Holmes Beach vacation rental certificate requirements, Manatee County tax regulations, or law enforcement requests.
4.7 Business Transfers
In the event of a merger, acquisition, or sale of all or part of our business, personal information may be transferred as part of that transaction. We will notify affected individuals as required by applicable law.
5. International Guests & GDPR
If you are a resident of the EU, UK, or another jurisdiction with applicable data protection laws, you may have the following rights:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure: Request deletion of your data, subject to legal retention requirements.
- Right to Restriction: Request that we limit how we process your data in certain circumstances.
- Right to Data Portability: Request your data in a structured, machine-readable format.
- Right to Object: Object to our processing of your data for direct marketing purposes.
Our legal bases for processing under GDPR include: (a) performance of a contract (your reservation), (b) compliance with legal obligations, and (c) legitimate interests where these do not override your rights.
To exercise your rights, contact us using the details in Section 8. We will respond within 30 days. Your data may be transferred to and processed in the United States; where such transfers occur, we implement appropriate safeguards.
6. Data Retention
- Booking records and signed rental agreements: 7 years
- Payment transaction records: 7 years
- Identity verification documents: Duration of stay plus 12 months, or as required by law
- Communication records: 3 years
- Website analytics data: 26 months
When personal data is no longer required, we securely delete or anonymize it.
7. Data Security
- Encrypted data transmission (SSL/TLS) for online interactions
- Secure, access-controlled storage for physical documents
- Restricted employee access to personal data on a need-to-know basis
- Third-party payment processors certified to PCI-DSS standards
- Regular review of our data handling and security practices
No method of transmission or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security. In the event of a data breach that poses a risk to your rights, we will notify you as required by law.
8. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:
Beach Retreats Vacation Rentals
3008 Ave C, Holmes Beach, FL 34217
Anna Maria Island, Florida
Email: info@beachretreatsfl.com
Phone: 941.270.3846
We aim to respond to all privacy-related inquiries within 10 business days.
9. Children Under 13
Our services are not intended for, directed at, or designed to attract children under the age of 13. We do not knowingly collect, solicit, or retain personal information from children under 13.
If we become aware that we have inadvertently collected personal information from a child under 13, we will promptly delete that information. If you believe we may have collected information from or about a child under 13, please contact us immediately at the email or phone number above.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will update the “Last Updated” date above and, where appropriate, notify guests via email or a notice on our website.
Your continued use of our services after any changes to this policy constitutes your acceptance of the updated terms.