Privacy policy

Maple & Mantel LLC

Effective date: [date]

Last updated: [date]

Maple & Mantel LLC ("Maple & Mantel," "we," "us" or "our") manages short-term rental homes for property owners around Manchester, Vermont. This Privacy Policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices you have.

1. Who this policy covers

This policy applies to personal information we collect from:

• Website visitors, including people who fill out our free rental review form at mapleandmantelvt.com (the "Site")
• Property owners, both prospective owners we talk with and owners whose homes we manage
• Guests who stay at homes we manage
• Cleaners, vendors and other independent contractors who work at homes we manage

It does not cover the booking platforms our homes are listed on, such as Airbnb and Vrbo. Those platforms collect and use your information under their own privacy policies.

2. Information we collect

Information you give us

• Free rental review requests: your name, email address, phone number, the listing link or address of your property, number of bedrooms, how the property is currently managed, and anything you add in your message.
• Property owners we work with: contact details, property address and details, access information (such as lock codes and alarm details), owner-use dates, preferences, vendor contacts, the information in our management agreement, and billing details needed to collect our fees.
• Cleaners and vendors: name, business name, contact details, the services you provide, rates, availability, insurance certificates, and the tax information we're required to collect (such as an IRS Form W-9, which can include a Social Security number or EIN).
• Anyone who contacts us: whatever you choose to share by email, phone, text or form.

Information we receive from others

• Booking platforms and property management software: for guests of homes we manage, we receive reservation details such as name, stay dates, number of guests, messages sent through the platform and reviews. Booking platforms handle guest payments; we don't receive guest payment card numbers.
• Public records and data providers: to find homes we might help, we may use public property records and short-term rental market data services. These can include a property's estimated rental performance and the owner's name and mailing address.
• Referrals: people who introduce us to a property owner may share that owner's name and contact details.

Information collected automatically

When you visit the Site, our website host and any analytics tools we use may collect standard technical information, such as your IP address, browser type, device type, pages viewed and the site that referred you. See section 8 for cookies.

3. How we use information

We use personal information to:

• Respond to your requests, including preparing your free rental review
• Provide our management services: listing and pricing homes, communicating with guests, scheduling cleaners and vendors, coordinating maintenance, and preparing owner reports
• Manage our relationships with owners, cleaners and vendors, including contracts, scheduling and payments
• Send you marketing messages about our services, where the law allows (see section 7)
• Keep homes and guests safe, prevent fraud and protect our legal rights
• Meet our legal, tax and accounting obligations
• Improve our services and the Site

4. How we use AI tools

We use artificial intelligence tools from our service providers to help with tasks such as drafting guest messages, summarizing information and preparing owner reports. A person on our team reviews this work. Information shared with these tools is used only to perform those tasks for us, under our providers' terms.

We do not sell personal information, and we do not collect, use or sell personal information to train large language models.

5. How we share information

We do not sell your personal information. We share it only as follows:

• Service providers who help us run the business, such as our customer relationship management (CRM) system, property management software, pricing tools, scheduling tools, email and phone services, website host and AI tools. They may use the information only to provide services to us.
• Owners, guests, cleaners and vendors, as needed to manage a home. For example, a cleaner receives the checkout date and access details for the home they're cleaning, and an owner receives reservation and stay information for their property.
• Booking platforms such as Airbnb and Vrbo, to list homes and manage reservations.
• Professional advisers, such as accountants, insurers and lawyers.
• Legal reasons: when required by law, to respond to legal process, or to protect the safety, rights or property of anyone.
• Business transfers: if Maple & Mantel is sold, merged or reorganized, personal information may transfer to the new owner under this policy.

6. Service providers we use

[List or describe the main providers once chosen, for example: Ascend CRM (customer relationship management), [property management software], [pricing tool], [cleaning scheduling tool], [email provider], [website host], [AI tools]. You can also describe them by category only, as in section 5, and delete this section.]

7. Marketing messages

• Email: we may email property owners about our services. Every marketing email includes our mailing address and a way to unsubscribe. We honor unsubscribe requests promptly, and within 10 business days at the latest.
• Texts and calls: we only send marketing texts or make automated marketing calls with your consent. Reply STOP to any text to opt out.
• Mail: we may send letters about our services to property owners. Contact us to stop receiving them.

Opting out of marketing doesn't stop messages we need to send about a service you're using, such as messages about a stay or a home we manage.

8. Cookies and analytics

The Site may use cookies and similar technologies to keep it working, remember your preferences and understand how visitors use it. [If you use analytics, name the tool here, for example Google Analytics, and how visitors can opt out.] Most browsers let you block or delete cookies; some parts of the Site may not work properly if you do. We do not use cookies for targeted advertising. [Update this if that changes.]

9. How long we keep information

We keep personal information only as long as we need it for the purposes in this policy:

• Rental review requests from owners who don't become clients: up to [3] years, or until you ask us to delete them
• Owner records and agreements: for the life of the agreement plus [7] years, for tax and legal purposes
• Guest reservation information: for up to [3] years after the stay
• Contractor tax records (such as Form W-9): as long as tax law requires, generally at least [4] years
• Lock codes and access information: changed or deleted when we stop managing a home

10. How we protect information

We use reasonable safeguards to protect personal information, including access controls, password protection and limiting access to people who need it for their work. We change access codes between guests where the property's systems allow. No method of storing or sending information is completely secure, so we can't guarantee absolute security.

If a security breach affects your personal information, we will notify you and the appropriate authorities as required by Vermont's Security Breach Notice Act and any other law that applies.

11. Your choices and rights

You can ask us to:

• Tell you what personal information we have about you and give you a copy
• Correct information that's inaccurate
• Delete your information, unless we need to keep it for legal, tax or contract reasons
• Stop sending you marketing messages

To make a request, contact us using the details in section 15. We may need to verify your identity before acting on a request. We aim to respond within 45 days. We won't treat you differently for exercising these rights.

If you're a guest, you can also manage much of your information through the booking platform you used.

12. Children's privacy

Our services are meant for adults. We don't knowingly collect personal information from children under 13 through the Site. If you believe a child has given us personal information, contact us and we'll delete it.

13. Other websites

The Site and our messages may link to other websites, including booking platforms. We're not responsible for their privacy practices, so please review their policies.

14. Changes to this policy

We may update this policy from time to time. When we do, we'll change the "Last updated" date above. If we make significant changes, we'll let current clients know.

15. Contact us

Maple & Mantel LLC

[Mailing address]

Website: mapleandmantelvt.com