Privacy Policy | Ultara Stays

Draft — requires attorney review

This is a working draft prepared to give a Montana attorney a starting point, not legal advice and not a finished document. Everything marked like this must be filled in, and the whole document reviewed and approved before it goes live.

Who we are

[Full legal entity name], trading as Ultara Stays, of [registered address], operates this website and manages a small portfolio of short-term rental properties in the Whitefish, Montana area.

Questions about this policy go to [privacy email].

What we collect

Information you give us

Guest enquiries — name, email, travel dates, party size, occasion, and anything you tell us in the message field.
Homeowner applications — name, phone, email, property address, bedroom count, current management arrangement, and your description of the property.
Bookings — taken through our booking provider and the platforms we list on. [Name the booking provider — OwnerRez / Hospitable / Guesty] processes payment details; we do not store card numbers.

Information collected automatically

Standard server and analytics data — pages viewed, approximate location, device and browser, referring site.
Cookies and similar technologies, described in section 5.

How we use it

To answer your enquiry and arrange your stay.
To assess a property for the portfolio and prepare a proposal.
To operate and improve the website.
To send you occasional emails if you have asked us to. Every one has an unsubscribe link and we honour it immediately.
To meet legal obligations, including Montana lodging and resort tax reporting.

We do not sell your personal information, and we do not share it with third parties for their own marketing.

Who we share it with

Only the service providers we need to run the business, and only what they need:

[CRM / marketing platform — Go High Level], which holds enquiry and application records.
[Booking and property management software], which handles reservations and payments.
[Analytics and advertising — e.g. Google Analytics, Meta], described in section 5.
Vendors who serve your stay — a chef, a cleaner, a driver — given only what the job requires.
Authorities, where the law requires it.

Cookies and tracking

We use cookies to keep the site working, to understand how it is used, and [if applicable] to measure advertising. You can refuse or delete cookies in your browser; some parts of the site may then work less well.

[Confirm whether a consent banner is required for your audience and add the cookie table here.]

How long we keep it

Enquiries and applications: [retention period]. Booking and financial records: as long as tax and accounting rules require. Marketing contacts: until you unsubscribe.

Your rights

Depending on where you live, you may have the right to see the personal information we hold about you, correct it, delete it, or object to some uses of it. Residents of California, and of other states with comparable laws, have specific rights including the right not to be discriminated against for exercising them.

Write to [privacy email] and we will respond within the time the law allows.

[Have counsel confirm which state and international regimes apply to your traffic, and expand this section accordingly.]

Security

We use reasonable technical and organisational measures to protect your information, and we choose service providers who do the same. No system is perfectly secure, and we will not claim otherwise.

Children

This site is not intended for children under 13 and we do not knowingly collect their information.

Changes

If we change this policy we will update the date at the top. Material changes will be flagged on the site.