This page explains what information we collect when you visit our website or book a stay with us, why we collect it, and what choices you have. We keep it plain on purpose.
Who we are
Polaris Hospitality manages a small portfolio of vacation rental homes. When this policy says "we" or "us" it means Polaris Hospitality. You can reach us any time at [email protected] or at the postal address at the bottom of this page.
Information you give us
- Contact and booking details. Your name, email address, phone number, travel dates, and anything you tell us in a message or inquiry form.
- Email signups. If you request a destination guide or join our list, we collect the email address you give us.
- Stay details. If you book with us, we hold the information needed to host you, such as your booking dates, guest count, and any requests or accessibility needs you share.
We ask for what we need to answer you and host you well, and nothing beyond that.
Information collected automatically
Like most websites, ours collects some technical information as you browse. That includes your approximate location (usually city level), the pages you view, how you arrived at the site, and general details about your device and browser.
We use Google Analytics 4 for this. It sets cookies in your browser so it can recognize a returning visit and tell us, for example, that ten people read a destination guide and two went on to a booking page. We look at these numbers in aggregate to understand which pages are useful. We do not use them to identify you personally.
You can block or delete cookies in your browser settings at any time. If you would rather not be counted by Google Analytics on any website, Google offers a browser add on at tools.google.com/dlpage/gaoptout. Blocking analytics does not affect your ability to browse the site or make a booking.
How we use your information
- To answer your questions and respond to booking inquiries.
- To manage your reservation and communicate with you before, during, and after your stay.
- To send you the guide or emails you asked for. Every marketing email has an unsubscribe link, and we honor it.
- To understand which pages and content are useful, so we can improve them.
- To meet legal, tax, and safety obligations, and to enforce our rental agreement where we have to.
Who we share it with
We do not sell your personal information. We share it only with the services we need to run the business, and only what each one needs:
- Booking platforms such as Airbnb and Vrbo, when your reservation comes through them.
- Our property management system, which holds reservation records and guest communication.
- Payment processors, who handle card details directly. We do not store your full card number.
- Email and guest messaging tools we use to send confirmations, check in details, and the emails you asked for.
- Analytics providers, as described above.
- Others where the law requires it, or where it is needed to protect the safety of a guest, our team, or a property.
Your choices and rights
You can ask us to show you the personal information we hold about you, correct it, or delete it. You can unsubscribe from marketing email at any time using the link in any message, or by writing to us. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act or the GDPR, including the right to know what we collect and to ask us to delete it.
To make any of these requests, email [email protected] and tell us what you would like. We will not treat you differently for asking.
How long we keep it
We keep booking and guest records for as long as we need them to host you and to meet our tax, accounting, insurance, and legal obligations. Marketing contacts are kept until you unsubscribe or ask us to remove you. Analytics data is retained on a rolling basis according to our Google Analytics settings.
Security
We limit access to guest information to the people who need it to do their work, and we rely on established platforms for payments and reservation data rather than handling sensitive details ourselves. No website or system can promise perfect security, but we take this seriously and act quickly if something looks wrong.
Children
Our website is meant for adults booking travel. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, write to us and we will remove it.
Links to other sites
Some pages link out to booking platforms, local businesses, and destination resources. Once you follow a link, that site's own privacy policy applies, not ours.
Changes to this policy
If we change how we handle your information, we will update this page and change the date at the top. Material changes will be made clear rather than buried.
Contact us
Polaris Hospitality
30 N Gould St Ste R
Sheridan, WY 82801
[email protected]
(307) 284-3818