Privacy Policy

1. Information We Collect

Depending on how you interact with us, we may collect:

• Contact and identity information. Your name, email address, telephone number, billing address and other contact details.
• Reservation information. Your requested or confirmed dates, number of guests, property preferences, special requests, booking history and communications relating to your reservation or stay.
• Payment information. Payment card details and transaction information. Payments are processed by our payment and booking providers, and we generally do not receive or retain complete payment card numbers.
• Guest verification and screening information. Depending on the booking channel and the pre-arrival process applicable to your reservation, the lead guest may be asked to complete identity verification or guest screening through one of our service providers. This may include identification document details, a photograph or selfie, date of birth, address, verification results and information used to assess booking risk. These providers process information according to their own privacy policies.
• Communications and property information. Messages, enquiries, feedback, reviews, maintenance reports and information you provide about your reservation, stay or experience at the property.
• Website and device information. When you use our website or booking pages, we or our service providers may automatically receive information such as your IP address, browser type, device type, operating system, referring page, pages visited and approximate location.
• Security-camera information. Our properties may use exterior security cameras for safety, security and property-protection purposes. Cameras are not located in private indoor areas.
• Marketing information. When you book directly with us, we may add the email address used for the reservation to our mailing list and send occasional news, local guides, property updates and special offers from The Upstate NY Collection. You may also join our mailing list separately through the website. You can unsubscribe at any time using the link included in each marketing email. Guests who book through a third-party booking channel are not automatically added to our marketing list unless they separately subscribe.

2. How We Collect Information

We collect information:

• Directly from you when you make a direct booking, contact us, complete a form, communicate with us or stay at a property.
• From third-party booking channels when you make a reservation through one of those services.
• From booking, payment, guest-verification, screening and property-management providers.
• Automatically through our website, booking pages, server logs and essential technologies.
• From exterior security cameras located at our properties.

3. How We Use Information

We may use personal information to:

• Respond to enquiries and communicate with you.
• Process, manage and confirm reservations.
• Collect payments, deposits and other charges.
• Administer rental agreements and applicable pre-arrival requirements.
• Verify guest identity and assess reservation risk where applicable.
• Provide check-in details, property information and guest support.
• Operate, maintain and improve our properties and services.
• Protect guests, properties and our business against fraud, damage, misuse or unlawful activity.
• Maintain business, tax, insurance and legal records.
• Resolve disputes and enforce our rental terms and policies.
• Send occasional marketing communications to direct-booking guests and subscribers.
• Measure website performance and improve the user experience.
• Comply with applicable legal and regulatory obligations.

4. Booking and Property-Management Services

We use Lodgify to support direct bookings, reservation management and property operations. Information entered through our direct-booking pages may therefore be processed by Lodgify and its payment or technology providers.

If you make a reservation through a third-party booking channel, that platform will separately collect and process your information according to its own privacy policy and terms. We may receive the information necessary to administer your reservation and stay.

5. Guest Verification and Screening

Where applicable, we use Lodgify check-in to manage pre-arrival requirements, guest communications, deposits, rental agreements and related reservation processes.

We may also use Truvi to conduct guest verification or reservation-risk screening. Depending on the process applicable to the reservation, a guest may be asked to provide identification information or complete an identity check.

These providers process information on our behalf and may also process certain information for their own legally permitted purposes. Truvi’s practices are governed by its Truvi Privacy Policy.

6. How We Share Information

We may share personal information with:

• Booking and property-management providers.
• Payment processors.
• Guest-verification and reservation-screening providers.
• Email and marketing service providers.
• Website hosting, technology and analytics providers.
• Cleaning, maintenance and property-management personnel where necessary.
• Professional advisers, insurers, accountants and legal representatives.
• Government authorities or law-enforcement agencies when required by law or reasonably necessary to protect legal rights, safety or property.
• A purchaser, successor or adviser involved in a merger, financing, sale or transfer of all or part of our business.

We do not sell personal information for money or use personal information for cross-context behavioural advertising.

7. Cookies and Similar Technologies

Our website hosting and booking providers may use cookies, server logs and similar technologies that are necessary to operate the website, maintain security, remember selections, process bookings and understand basic website performance.

We do not currently use advertising cookies or tracking technologies for cross-site behavioural advertising. If this changes, we will update this Privacy Policy and provide any notices or choices required by applicable law.

Browser-based “Do Not Track” signals are not applied consistently across the internet. Because we do not currently engage in cross-site behavioural advertising, we do not maintain a separate response to those signals.

8. Marketing Communications

We may send marketing emails to guests who book directly with us and to people who separately subscribe to our mailing list.

Every marketing email will include a way to unsubscribe. If you unsubscribe, we may retain limited information necessary to record and respect your preference.

Unsubscribing from marketing will not prevent us from sending reservation confirmations, check-in information, safety notices or other communications necessary to administer a booking or stay.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• Reservation, payment and transaction records for accounting, tax, insurance and legal purposes, which may generally be retained for up to seven years.
• Communications and incident records for as long as necessary to manage the reservation, resolve disputes or protect legal rights.
• Marketing information until you unsubscribe or it is no longer reasonably required.
• Security-camera footage for a limited period unless it is needed to investigate an incident, resolve a dispute or comply with legal obligations.
• Identity-verification and screening information according to the retention practices of the applicable provider and any legal requirements.

10. Data Security

We use reasonable administrative, technical and organisational measures designed to protect personal information. However, no website, electronic transmission or storage system can be guaranteed to be completely secure.

11. Your Choices and Rights

Depending on where you live and subject to applicable law, you may be able to:

• Request access to personal information we hold about you.
• Ask us to correct inaccurate information.
• Ask us to delete certain information.
• Object to or request restrictions on certain uses of your information.
• Withdraw consent where processing is based on consent.
• Unsubscribe from marketing communications.

To submit a request, contact us using the email address below. We may need to verify your identity before completing the request.

12. Children’s Privacy

Our website and services are intended for adults arranging accommodation. We do not knowingly collect personal information directly from children under 13 through the website.

Information about children included in a reservation should only be provided by a parent, guardian or other authorised adult where necessary for the booking.

13. International Visitors

Our business and properties are located in New York, United States. If you access our website or make a reservation from outside the United States, your information may be transferred to and processed in the United States and other countries where our service providers operate.

14. Third-Party Websites

Our website may contain links to other websites or services. We are not responsible for the privacy practices, security or content of third-party websites. We encourage you to review their privacy policies before providing personal information.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our services, providers or legal obligations. The updated version will be posted on this page with a revised effective date.

16. Contact Us

For questions about this Privacy Policy or our handling of personal information, contact:

EC The Blue House LLC
Operator of The Upstate NY Collection
Get in touch via our contact form