Privacy Policy
This privacy policy ("Policy") describes how the personally identifiable information ("Personal Information") you may provide on the beartracts.com website ("Website" or "Service") and any of its related products and services (collectively, "Services") is collected, protected, and used. It also describes the choices available to you regarding our use of your Personal Information and how you can access and update this information.
This Policy is a legally binding agreement between you ("User", "you" or "your") and Bear Tracts Vacation Holdings, LLC ("Bear Tracts Vacation Holdings, LLC", "we", "us" or "our"). By accessing and using the Website and Services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Agreement. This Policy does not apply to the practices of companies that we do not own or control, or to individuals that we do not employ or manage.
Automatic Collection of Information
When you open the Website, our servers automatically record information that your browser sends. This data may include information such as your device's IP address, browser type and version, operating system type and version, language preferences, or the webpage you were visiting before you came to the Website and Services, pages of the Website and Services that you visit, the time spent on those pages, information you search for on the Website, access times and dates, and other statistics.
Information collected automatically is used only to identify potential cases of abuse and establish statistical information regarding the usage and traffic of the Website and Services. This statistical information is not otherwise aggregated in such a way that would identify any particular user of the system.
Collection of Personal Information
You can access and use the Website and Services without telling us who you are or revealing any information by which someone could identify you as a specific, identifiable individual. If, however, you wish to use some of the features on the Website, you may be asked to provide certain Personal Information (for example, your name and e-mail address). We receive and store any information you knowingly provide to us when you publish content or fill any online forms on the Website.
When required, this information may include the following:
- Personal details such as name, country of residence, etc.
- Contact information such as email address, phone number, mailing address, etc.
- Proof of identity such as a photocopy of a government ID.
- Payment information such as credit card details, bank details, etc.
- Geolocation data such as latitude and longitude.
Some of the information we collect is directly from you via the Website and Services. However, we may also collect Personal Information about you from other sources such as public databases and our joint marketing partners.
You can choose not to provide us with your Personal Information, but then you may not be able to take advantage of some of the features on the Website. Users who are uncertain about what information is mandatory are welcome to contact us.
Use and Processing of Collected Information
In order to make the Website and Services available to you, or to meet a legal obligation, we need to collect and use certain Personal Information. If you do not provide the information that we request, we may not be able to provide you with the requested products or services.
Any of the information we collect from you may be used for the following purposes:
- Deliver products or services
- Improve products and services
- Send marketing and promotional communications
- Respond to inquiries and offer support
- Deliver targeted advertising
- Protect from abuse and malicious users
- Run and operate the Website and Services
Processing your Personal Information depends on how you interact with the Website and Services, where you are located in the world, and if one of the following applies:
(i) you have given your consent for one or more specific purposes;
(ii) provision of information is necessary for the performance of an agreement with you and/or for any pre-contractual obligations thereof;
(iii) processing is necessary for compliance with a legal obligation;
(iv) processing is related to a task that is carried out in the public interest;
(v) processing is necessary for the purposes of the legitimate interests pursued by us or by a third party.
Disclosure of Information
Depending on the requested Services or as necessary to complete any transaction or provide any service you have requested, we may share your information with your consent with our trusted third parties that work with us, including affiliates and subsidiaries we rely upon to assist in the operation of the Website and Services.
We specifically partner with Akia and similar vendors to assist in guest communications (including text messaging, email, and our hospitality app). These providers act on our behalf and are not authorized to sell, share, or use your information for any purpose other than delivering the requested communications or services.
We do not share Personal Information with unaffiliated third parties for their own marketing purposes. These service providers are given only the Personal Information necessary to perform their designated functions and are required to protect it in accordance with this Policy.
We may also disclose Personal Information if required by law, in connection with fraud prevention, to protect rights and safety, or as part of a business transition such as a merger or sale.
Retention of Information
We will retain and use your Personal Information for the period necessary to comply with our legal obligations, resolve disputes, and enforce our agreements unless a longer retention period is required or permitted by law.
Mobile phone numbers and messaging preferences collected for guest communications are retained only as long as reasonably necessary to deliver communications related to your reservation or to comply with applicable laws.
Text Messaging & Guest Communications
By booking and providing your phone number, you authorize Bear Tracts Vacation Cabins to send text messages with details regarding your reservation information and other offers. Message frequency varies. Message/data rates may apply. Consent is not a condition of purchase. Reply STOP to end.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We use trusted partners, including Akia, to assist in sending these communications. These partners operate under our direction and may not use your information for any purpose other than delivering messages related to your stay and our services.
The Rights of Users
You may exercise certain rights regarding your information processed by us. In particular, you have the right to do the following:
(i) withdraw consent where you have previously given consent to the processing of your information;
(ii) object to the processing of your information if it is carried out on a legal basis other than consent;
(iii) learn if information is being processed by us, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the information undergoing processing;
(iv) verify the accuracy of your information and ask for it to be updated or corrected;
(v) under certain circumstances, restrict the processing of your information;
(vi) under certain circumstances, obtain the erasure of your Personal Information;
(vii) receive your information in a structured, commonly used, and machine-readable format and, if technically feasible, to have it transmitted to another controller.
California Privacy Rights
In addition to the rights as explained in this Policy, California residents who provide Personal Information to obtain products or services for personal, family, or household use are entitled to request and obtain from us, once a calendar year, information about the Personal Information we shared, if any, with other businesses for marketing uses.
If applicable, this information would include the categories of Personal Information and the names and addresses of those businesses with which we shared such personal information for the immediately prior calendar year.
How to Exercise These Rights
Any requests to exercise your rights can be directed to Bear Tracts Vacation Holdings, LLC through the contact details provided in this document. Please note that we may ask you to verify your identity before responding to such requests.
Privacy of Children
We do not knowingly collect any Personal Information from children under the age of 18. If you are under the age of 18, please do not submit any Personal Information through the Website and Services.
Do Not Track Signals
Some browsers incorporate a Do Not Track feature that signals to websites you visit that you do not want to have your online activity tracked. The Website and Services do not track its visitors over time and across third party websites.
Advertisements
We may permit certain third-party companies to help us tailor advertising that we think may be of interest to users and to collect and use other data about user activities on the Website. These companies may deliver ads that might place cookies and otherwise track user behavior.
Affiliates
We may disclose information about you to our affiliates in order to offer you related or additional products and services. Any information relating to you that we provide to our affiliates will be treated by those affiliates in accordance with this Policy.
Email Marketing
We offer electronic newsletters to which you may voluntarily subscribe at any time. We are committed to keeping your e-mail address confidential and will not disclose your email address to any third parties except as allowed in this Policy or for the purposes of utilizing a third-party provider to send such emails.
In compliance with the CAN-SPAM Act, all e-mails sent from us will clearly state who the e-mail is from and provide clear information on how to contact the sender. You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails or by contacting us.
Links to Other Resources
The Website and Services may contain links to other resources that are not owned or controlled by us. We are not responsible for the privacy practices of such other resources or third parties.
Information Security
We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. However, no data transmission over the Internet or wireless network can be guaranteed.
Data Breach
In the event we become aware that the security of the Website and Services has been compromised, we reserve the right to take reasonably appropriate measures, including notification and cooperation with law enforcement authorities.
Changes and Amendments
We reserve the right to modify this Policy or its terms relating to the Website and Services from time to time at our discretion and will notify you of any material changes to the way in which we treat Personal Information. When we do, we will revise the updated date at the bottom of this page.
Acceptance of This Policy
You acknowledge that you have read this Policy and agree to all its terms and conditions. By accessing and using the Website and Services you agree to be bound by this Policy. If you do not agree to abide by the terms of this Policy, you are not authorized to access or use the Website and Services.
Contacting Us
If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may do so via the contact form.
Last Updated: August 22, 2025