Privacy Policy

Last Updated: August 27, 2026

Welcome to the Pond Retreat (the "Site"), operated by The Pond Retreat, LLC ("we," "us," or "our"). We respect your privacy and are committed to protecting the personal data you share with us when you browse our website or book a stay at our properties.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information.

1. INFORMATION WE COLLECT

We collect information about you in three ways: directly from you, automatically through website technologies, and from third parties.

A. Information You Provide Voluntarily

When you make a booking, submit an inquiry, or communicate with us, we collect:

  • Contact Information: Name, email address, phone number, and physical mailing address.

  • Booking & Stay Details: Dates of stay, number of guests, names of additional guests, and specific accommodation preferences or requests.

  • Financial Data: Credit card number, billing address, and transaction history. (Note: Payment data is processed securely by our third-party processors; we do not store full credit card details on our servers).

B. Information Collected Automatically

When you visit the Site, we automatically collect certain data using cookies, web beacons, and pixels:

  • Device & Usage Data: Your IP address, browser type, operating system, referring URLs, pages viewed, and the dates/times of your visits.

C. Information From Third Parties

If you book our property through third-party platforms (such as Airbnb, Hipcamp, or Booking.com) and your data is transferred to us, we process that data in accordance with this policy.

2. HOW WE USE YOUR INFORMATION

We use the data we collect for the following business purposes:

  • To process, confirm, and manage your reservation.

  • To process payments, refunds, and security deposits.

  • To send you transactional messages, including booking confirmations, check-in instructions, and post-stay reviews.

  • To comply with local tax laws, licensing requirements, and safety regulations.

  • To maintain and improve our website functionality and marketing efforts.

3. HOW WE SHARE YOUR INFORMATION

We do not sell your personal data. We only share your information with trusted third parties necessary to run our vacation rental business:

  • Property Management Systems (PMS): We share your details with Lodgify to manage scheduling and guest communications.

  • Payment Processors: Payments are securely processed through Stripe and PayPal.

  • Local Operations: Essential details (like your check-in dates and name) may be shared with our trusted property cleaners, maintenance teams, or co-hosts to prepare for your stay.

  • Legal & Regulatory Authorities: We may disclose your data if legally required to do so by local law enforcement, tax authorities, or short-term rental regulatory bodies.

4. COOKIES AND ONLINE TRACKING

Our website uses cookies to optimize your browsing experience. You can manage your preferences or decline non-essential tracking cookies via the Cookie Banner displayed on our website, or through your personal browser settings.

5. DATA SECURITY AND RETENTION

We implement industry-standard security measures to keep your data safe. We retain your personal data only as long as necessary to fulfill your booking, complete legal or tax obligations, or resolve potential disputes.

6. YOUR RIGHTS (GDPR, CCPA, AND STATE LAWS)

Depending on where you live, you may have specific rights regarding your personal data, including:

  • The right to access the personal data we hold about you.

  • The right to correct or update inaccurate data.

  • The right to request the deletion of your data (subject to our legal retention requirements).

To exercise any of these rights, please contact us using the details below.

7. CONTACT US

If you have any questions or concerns regarding this Privacy Policy, please contact us at:

  • Business Name: The Pond Retreat

  • Email: Connect@pondretreat.com

  • Phone: 207.669.0639

  • Mailing Address: P.O. Box 75, Sedgwick, ME 04676