Privacy Policy

CaymanVacation.com (“we,” “us,” or “our”) provides vacation rental and lodging services and manages bookings for www.12oaksclublodge.com properties at 12 Oaks Club & Lodge in Florida, United States, as well as other destinations. CaymanVacation.com operates from a Florida business base and is committed to protecting the privacy and personal data of everyone who interacts with us, including website visitors, email subscribers, vacation rental guests, property owners, vendors, and business partners.

This Privacy Policy explains what personal data is collected, why it is collected, how it is used and shared, how long it is retained, and what rights may apply to individuals who interact with CaymanVacation.com and 12 Oaks Club & Lodge booking and guest services.

This Privacy Policy applies to:

  • The website at 12oaksclublodge.com/ and any related subdomains or booking pages used for 12 Oaks Club & Lodge
  • Email marketing and subscription communications
  • Booking enquiries and reservation processes for 12 Oaks Club & Lodge
  • Guest services and property management activities for 12 Oaks Club & Lodge
  • Relationships with property owners, vendors, and business contacts

This policy applies to bookings and guest stays at 12 Oaks Club & Lodge in Florida that are managed by CaymanVacation.com.

By using the website or services, users acknowledge that they have read and understood this Privacy Policy. If a user does not agree, use of the website and services should be discontinued.

  1. Who We Are

For the purposes of applicable privacy laws, CaymanVacation.com is the data controller responsible for personal data collected in connection with bookings and services for 12 Oaks Club & Lodge.

CaymanVacation.com manages online bookings and guest communications for 12 Oaks Club & Lodge and may also operate from additional locations for business and support purposes.

  1. Personal Data Collected

Depending on how an individual interacts with the business, the following categories of personal data may be collected:

Website visitors

  • IP address and approximate geographic location
  • Browser type, device type, and operating system
  • Pages visited, referral URLs, and time spent on pages
  • Cookies and similar tracking technologies

Booking enquiries and guests

  • Full name and contact details, including email address, phone number, and mailing address
  • Travel dates, party size, and property preferences
  • Payment information processed securely through third-party payment providers; full card numbers are not stored directly
  • Guest review responses submitted after a stay
  • Communications relating to a stay or reservation
  • Special requests or accessibility needs voluntarily provided

Email subscribers

  • Email address and, where provided, first name
  • Subscription preferences and consent records
  • Email engagement data such as opens and clicks

Property owners, vendors, and business contacts

  • Business name and contact information
  • Bank account or payment details for remittance where needed
  • Property details, contracts, and correspondence
  • Tax identification numbers where legally required

Sensitive personal data is not intentionally collected unless it is strictly necessary for a requested service. Users should avoid submitting sensitive information unless it is needed for the booking or service requested.

  1. How Personal Data Is Collected

Personal data may be collected in the following ways:

  • Directly from website forms, booking forms, newsletter sign-ups, emails, phone calls, and other communications
  • Automatically through analytics tools, cookies, tracking technologies, and server logs
  • From third-party platforms such as Airbnb, Vrbo, HubSpot, Campaign Monitor, payment processors, and pricing or booking tools used in business operations

Florida businesses that collect personal information online are generally expected to disclose what they collect, how it is used, and whether it is shared with third parties.

  1. Why Personal Data Is Used

Personal data may be used for the following purposes:

  • Responding to booking enquiries and managing reservations
  • Processing payments and issuing receipts
  • Sending booking confirmations and pre-arrival information
  • Providing guest services and stay-related communications
  • Sending newsletters and marketing emails where permitted
  • Improving website performance and user experience
  • Managing relationships with property owners and vendors
  • Complying with legal, tax, and regulatory obligations
  • Preventing fraud and supporting website and transaction security
  • Sending post-stay review requests
  • Analysing website traffic and marketing performance

Where required by applicable law, processing is based on consent, performance of a contract, legal obligation, or legitimate business interests.

  1. How Personal Data Is Shared

Personal data is not sold. It may be shared only as needed for legitimate business operations, legal compliance, or at the user’s direction.

Service providers may include:

  • HubSpot for CRM, forms, and contact management
  • Campaign Monitor for email marketing delivery and subscriber management
  • Airbnb and Vrbo or other listing platforms for vacation rental booking activity
  • Payment processors for secure handling of guest payments
  • Website hosting, infrastructure, and analytics providers
  • Pricing or operational tools used to manage bookings and occupancy

Personal data may also be disclosed if required by law, court order, or governmental authority, or as part of a merger, acquisition, or sale of business assets.

  1. International Data Transfers

Because CaymanVacation.com on behalf of www.12oaksclublodge.com uses online platforms and service providers, personal data may be processed in the United States and in other countries where vendors operate their systems. Where personal data is transferred internationally, appropriate safeguards may be used where required by law, including contractual protections or transfers necessary to perform a contract.

  1. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by law. Typical retention periods may include:

  • Booking and guest records: up to 7 years for tax, legal, and business recordkeeping
  • Email marketing subscriber data: until unsubscribed or consent is withdrawn, then deleted within a reasonable period
  • Enquiries that do not result in a booking: up to 2 years
  • Website analytics data: retained according to analytics platform settings
  • Property owner and vendor records: for the duration of the relationship and a reasonable retention period afterward
  1. Cookies and Tracking Technologies

The website may use cookies and similar technologies to support website functionality, improve user experience, analyse traffic, and support embedded services such as forms, booking tools, and marketing systems.

Types of cookies may include:

  • Strictly necessary cookies for site functionality, security, and form submission
  • Analytics cookies to understand visitor behaviour and improve site performance
  • Marketing or functionality cookies set by third-party services embedded on the site

Users can usually control cookies through browser settings and any cookie preference banner presented on the site.

  1. Privacy Rights

Depending on where a user resides, the user may have rights regarding personal data, including the right to request access, correction, deletion, restriction, portability, or objection to certain processing activities.

If a Florida business is covered by specific state privacy requirements, those rights will be handled in accordance with applicable law. Some Florida privacy obligations apply mainly to larger covered entities, while many smaller businesses follow general transparency and data protection practices rather than a single comprehensive consumer-rights regime.

California residents may have additional rights under California privacy law, including rights to know, delete, correct, and opt out of certain data sharing, where applicable.

To exercise any privacy rights, contact CaymanVacation.com or www.12oaksclublodge.com/ using the details below. Identity verification may be required before a request is completed.

  1. Data Security and Breach Response

Reasonable administrative, technical, and organisational safeguards are used to protect personal data against unauthorised access, misuse, or disclosure. Florida law places significant emphasis on protection of personal information and breach response obligations when certain personal information is affected by a security incident.

No method of transmission or storage is completely secure, but efforts are made to use appropriate safeguards and trusted service providers.

  1. Contact Us

Questions, concerns, or requests relating to this Privacy Policy or the handling of personal data may be directed to:

CaymanVacation.com
579 Sawgrass Bridge Rd
Venice, Florida 34292
United States
Email: [email protected]
Website: www.caymanvacation.com

Privacy enquiries are typically addressed within 30 days, subject to verification and applicable legal requirements.

  1. Children’s Privacy

The website and services are not directed to children under 13, and personal data is not knowingly collected from children under 13 through a child-directed online service. If such information is believed to have been provided, contact should be made promptly so appropriate deletion steps can be taken.