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PRIVACY POLICY
Beach Retreats Vacation Rentals
Privacy Policy
Holmes Beach, FL 34217
Effective Date: April 10, 2026 | Last Updated: April 10, 2026
1. Introduction
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.
2. Information We Collect
We collect personal information in the following categories:
2.1 Booking Details
When you make a reservation, we collect:
• 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
To process reservations and security deposits, we collect:
• 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
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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
We maintain records of communications between you and Beach Retreats, including:
• Emails and email attachments
• Text messages (SMS) sent or received
• Phone call logs and voicemail recordings
• In-app messages from booking platforms (VRBO, Airbnb, etc.)
• Contact form submissions from our website
• Guest reviews and feedback submitted after your stay
2.4 Identity Verification
To comply with local Holmes Beach vacation rental ordinances and to protect our property
owners, we may collect:
• 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
When you visit our website, we automatically collect certain technical information, including:
• 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
We use the personal information we collect for the following purposes:
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• 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
Beach Retreats Vacation Rentals does not sell your personal information. We may share your
information with the following categories of recipients 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.
This includes your name, booking dates, party size, and any special requests or notes relevant
to your stay. Property owners do not receive your payment card details or full identification
documents.
4.2 Housekeeping and Cleaning Staff
Our cleaning and housekeeping teams receive your check-in and check-out dates, the number
of guests, and any relevant property notes to prepare the home for your arrival. They do not
receive your personal contact details or payment information.
4.3 Maintenance and Service Providers
If a maintenance issue arises before, during, or after your stay, we may share your name,
contact information, and relevant property details with licensed maintenance contractors or
service providers. These providers are required to handle your information confidentially and
use it only for the purposes for which it was shared.
4.4 Payment Processors and Financial Institutions
We use third-party payment processors to 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 security standards. Beach Retreats does not retain full
payment card numbers.
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4.5 Booking Platforms
If your reservation originates through a third-party platform such as VRBO, Airbnb, or a similar
service, that platform’s privacy policy also applies to the information you provide during the
booking process. We receive only the information those platforms share with us as part of the
reservation.
4.6 Legal and Regulatory Authorities
We may disclose personal information if required to do so 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
Beach Retreats Vacation Rentals welcomes guests from around the world. If you are a resident
of the European Union, United Kingdom, or another jurisdiction with applicable data protection
laws, the following additional rights and protections apply to you:
• Right of Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You may request that we correct inaccurate or incomplete data.
• Right to Erasure: You may request deletion of your personal data, subject to legal
retention requirements.
• Right to Restriction: You may request that we limit how we process your data in certain
circumstances.
• Right to Data Portability: You may request your data in a structured, machine-readable
format.
• Right to Object: You may object to our processing of your data for direct marketing
purposes.
Our legal basis for processing personal data under GDPR is primarily (a) the performance of a
contract (your reservation), (b) compliance with legal obligations, and (c) our legitimate business
interests where these do not override your rights.
To exercise any of these rights, please contact us at the address listed in Section 8 below. We
will respond to all requests within 30 days. Your data may be transferred to and processed in
the United States, which may not have the same level of data protection as your home country.
Where such transfers occur, we implement appropriate safeguards.
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6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in
this policy, including:
• Booking records and signed rental agreements: 7 years (in accordance with Florida
business record-keeping requirements)
• 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
We take the security of your personal information seriously and implement reasonable technical
and organizational measures to protect it, including:
• Encrypted data transmission (SSL/TLS) for all 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 over the internet 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 applicable 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: [email protected]
Phone: 941.270.3846
We aim to respond to all privacy-related inquiries within 10 business days.
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Last Updated: April 10, 2026
9. Children Under 13
The services offered by Beach Retreats Vacation Rentals 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 you are under 13, please do not submit any
personal information through our website, booking platforms, or any other communications with
us.
If we become aware that we have inadvertently collected personal information from a child
under 13, we will take prompt steps to delete that information from our records. If you believe
we may have collected information from or about a child under 13, please contact us
immediately at [email protected] or 941.270.3846.
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 at the top of this document 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.
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