Privacy Policy

1. Information We Collect

We collect the following personal information in connection with a reservation:

• Identity information: First and last name
• Contact information: Email address and phone number
• Stay details: Check-in and check-out dates, number of guests
• Payment information: Processed and stored securely by Stripe — we never store full card numbers or bank account details on our servers
• Communications: Any messages you send us through email or the booking form
• Booking metadata: Reservation ID, booking history, and status

We also automatically collect limited technical information when you visit this website, including your IP address, browser type, and pages visited, for security and operational purposes.

2. How We Use Your Information

We use the information we collect to:

• Process and manage your reservation
• Send booking confirmations, payment receipts, pre-arrival instructions, and other transactional emails
• Generate a secure door access code (PIN) for your stay using the last 4 digits of your phone number
• Respond to your inquiries and provide guest support
• Comply with legal obligations, including tax reporting requirements
• Detect and prevent fraud or unauthorized activity

We do not use your personal information for advertising, marketing to third parties, or any purpose unrelated to your reservation and guest experience.

3. Text Message (SMS) Communications

By providing your phone number during the booking process, you consent to receive transactional text messages (SMS) from Cozy West Seattle Escape, operated by RM Hospitality, related to your reservation. These messages may include:

• Booking confirmations and updates
• Pre-arrival instructions and check-in details
• Door access code delivery
• Check-out reminders and post-stay follow-up
• Responses to inquiries you initiate

Message frequency: Message frequency varies based on your reservation activity. You will typically receive 2–5 messages per stay.

Message and data rates may apply. Standard carrier rates for SMS and data apply depending on your mobile plan.

Opt-out: You may opt out of SMS communications at any time by replying STOP to any message we send. You will receive a confirmation of your opt-out, and no further messages will be sent except as required to complete an in-progress reservation. To re-subscribe, reply START.

Help: Reply HELP to any message for assistance, or contact us at [email protected].

We do not share your phone number with third parties for their marketing purposes. Phone numbers are used solely for reservation-related communications as described above.

4. Third-Party Service Providers

We share limited personal information with trusted third-party service providers solely as necessary to operate our booking system. These providers are:

Each third-party provider has its own privacy policy governing their data practices. We are not responsible for the privacy practices of third-party services.

5. Data Sharing & Disclosure

We do not sell, rent, or trade your personal information to any third party for marketing or commercial purposes. We may disclose your information only in the following circumstances:

• To the service providers listed in Section 3, strictly for operational purposes
• When required by law, court order, or governmental authority
• To protect the rights, safety, or property of the Host, other guests, or the public
• In connection with a sale, merger, or transfer of the business (you would be notified)

6. Data Retention

We retain your personal information for as long as reasonably necessary to fulfill the purposes described in this Policy, including:

• For active reservations: for the duration of the booking and a reasonable period after check-out
• For tax and legal compliance: up to 7 years as required by Washington State and federal law
• For completed stays: booking history and payment records are retained for accounting and dispute resolution purposes

Smart lock access codes are automatically deactivated at 11:00 AM on your check-out date.

7. Data Security

We implement industry-standard security measures to protect your personal information, including encrypted data transmission (HTTPS/TLS), secure payment processing via Stripe's PCI-compliant infrastructure, and restricted access to booking data.

Your guest management portal is accessed via a unique private link (not a password) that is tied to your specific reservation. Keep this link private. While we take reasonable precautions, no data transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights & Choices

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate information in your reservation
• Request deletion of your personal information, subject to our legal retention obligations
• Opt out of any non-transactional communications (note: we do not currently send marketing emails)

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

9. Cookies & Tracking

This website uses cookies and similar technologies for two purposes:

• Functional cookies: Strictly necessary for website operation, such as session management for the secure admin panel. These cannot be disabled without breaking site functionality.
• Analytics: We use Google Tag Manager to load analytics tools that help us understand how visitors use this site — for example, which pages are visited, how guests move through the booking process, and where issues may occur. This data helps us improve the booking experience. Analytics data may be processed by Google and its affiliates in accordance with Google's Privacy Policy.

We do not use tracking cookies for advertising, remarketing, or cross-site behavioral profiling. We do not sell analytics data to any third party.

You may opt out of analytics tracking at any time by using your browser's “Do Not Track” setting, installing the Google Analytics Opt-out Browser Add-on, or using a browser extension such as uBlock Origin or Privacy Badger.

10. Children's Privacy

This website and rental service are intended for adults 18 years of age and older. We do not knowingly collect personal information from individuals under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. Your continued use of this website after any changes constitutes acceptance of the revised Policy.

12. Contact Us

For questions, concerns, or requests related to your privacy, please contact us at: