Privacy Policy

The Woodlots at Croft Lake
Privacy Policy

Last Updated: [Sept. 7, 2026]

1. Our Commitment to Privacy

The Woodlots at Croft Lake is owned and operated by Orange Door Properties Inc. ("The Woodlots," "we," "us," or "our").

We respect the privacy of our guests and website visitors and are committed to handling personal information responsibly and in accordance with applicable Canadian privacy laws.

This Privacy Policy explains what personal information we may collect, why we collect it, how it may be used or disclosed, the service providers we use, how information is protected and retained, and the choices and rights available to individuals whose information is under our control.

2. Personal Information We May Collect

Depending on how you interact with The Woodlots, we may collect:

Contact information, including your name, email address, telephone number and mailing address.

Reservation information, including arrival and departure dates, number of guests, reservation preferences, booking history and information relating to your stay.

Payment and transaction information, including amounts paid, refunds, payment status and damage pre-authorization information. Complete payment-card information is processed through our authorized payment provider rather than ordinarily being stored directly by The Woodlots.

Guest verification information, including information associated with completion and status of required identity verification.

Waivers and acknowledgements, including records showing acceptance or completion of required liability waivers, Terms & Conditions or other acknowledgements.

Communications, including emails, booking-platform messages, inquiries, requests, feedback and correspondence.

Website and technical information, which may include IP address, device or browser information, cookies, website activity and similar technical information generated when you use our website.

We limit collection to information reasonably necessary for identified and legitimate business purposes.

3. How We Use Personal Information

We may use personal information to respond to inquiries; create, process and administer reservations; communicate with guests before, during and after a stay; process payments, refunds and damage pre-authorizations; verify guest identity and help prevent fraudulent or unauthorized reservations; administer required waivers and acknowledgements; provide check-in information and property access; provide guest assistance and support; maintain accounting, reservation and transaction records; investigate property damage, disputes, safety incidents or violations of booking terms; protect our guests, property and business; satisfy legal, tax, accounting, insurance and regulatory obligations; operate and improve our website and reservation experience; and send occasional marketing communications where permitted by law.

We will not use personal information for a materially different purpose without obtaining consent where required.

4. Consent

We obtain consent for the collection, use and disclosure of personal information where required.

The nature of that consent may depend on the sensitivity of the information and the circumstances in which it is collected.

Certain information is necessary to administer a reservation. For example, we cannot normally provide accommodation without enough information to identify and communicate with the primary Guest, process payment, administer the reservation and complete required guest verification.

Where information is not necessary to provide the requested service, we will provide appropriate choice where required.

Consent may be withdrawn subject to reasonable notice and any legal or contractual restrictions. Where withdrawal would prevent us from providing a service or completing a reservation requirement, we will explain that consequence.

5. Guest Identity Verification - Truvi

The Woodlots uses Truvi Technologies Limited ("Truvi") as a third-party guest identity and reservation-verification provider.

The Woodlots may provide Truvi with information necessary to initiate the verification process, including the primary Guest's name, contact information and relevant reservation details.

Truvi may collect additional personal information directly from the Guest, including government-issued identification and a selfie. Truvi states that it uses biometric recognition to compare the Guest's identification with the selfie supplied during verification and seeks explicit consent for this biometric processing.

Following the verification process, The Woodlots receives information regarding the status or outcome of the verification. The Woodlots does not itself perform the biometric identity comparison.

Information collected directly by Truvi is also subject to Truvi's own Privacy Policy and data-protection practices.

Truvi states that biometric data collected for identity verification is not used for its booking-risk assessment, protection-eligibility decisions, incident resolution or other automated processing described in its Privacy Policy.

Guests who wish to understand or exercise rights relating to information collected directly by Truvi should consult Truvi's Privacy Policy.

6. Reservation Management - Guesty

The Woodlots uses Guesty as its property and reservation management platform.

Information associated with an inquiry or reservation may be processed through Guesty, including guest contact information, booking details, communications, payment status and information required to administer a stay.

Guesty may process this information in accordance with its own privacy and security practices.

7. Payment Processing - Stripe

The Woodlots uses Stripe as an authorized payment processor.

Stripe may process payment-card and transaction information required to complete reservations, refunds and payment pre-authorizations.

The Woodlots may receive information such as payment status, amounts, transaction references, refunds and pre-authorization status but does not ordinarily need to receive or store complete payment-card details.

Information provided directly to Stripe is also subject to Stripe's applicable privacy practices.

8. Website Hosting - Wix

The Woodlots website is hosted using Wix.

Wix and technologies operating through the website may process technical and usage information such as IP address, device or browser information, cookies and website interactions in order to host, secure and operate the website.

Additional website technologies or analytics services may also be used from time to time. Where required, information about cookies and consent options will be presented through the website.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies that are necessary to operate the site, remember preferences, maintain security or understand website usage.

Where non-essential cookies or similar technologies require consent, users will be given an appropriate opportunity to make a choice.

Users may also control certain cookies through browser or device settings, although disabling them may affect some website functions.

10. Other Service Providers

We may use other trusted providers where reasonably necessary to operate The Woodlots, including providers of electronic signatures or waivers; email and communications; accounting; insurance; legal and professional services; website support; security; and other operational services.

Where a service provider processes personal information on our behalf, information should be limited to what is reasonably necessary for that provider to perform its services.

The Woodlots remains accountable for personal information under its control, including information transferred to third-party processors.

11. Processing Outside Canada

Some of our service providers may store or process personal information outside Nova Scotia or outside Canada.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies or government authorities where permitted by applicable law.

We take reasonable steps appropriate to the circumstances to use service providers that maintain suitable privacy and security protections.

12. Marketing Communications

From time to time, The Woodlots may send promotional emails or other marketing communications to past or prospective guests where we have obtained consent or are otherwise permitted to do so by applicable law.

Recipients may unsubscribe from marketing communications at any time by using the unsubscribe mechanism provided or by contacting us.

Unsubscribing from promotional communications will not prevent us from sending service or transactional messages reasonably necessary to administer an inquiry, reservation or stay.

13. When We May Disclose Information

We may disclose personal information where reasonably necessary to providers acting on our behalf; to process or administer a reservation; to enforce a booking agreement; to investigate fraud, damage, safety incidents or unlawful activity; to insurers, accountants, legal advisers or other professional advisers where appropriate; where required or permitted by law; or with your consent.

The Woodlots does not sell guest personal information.

14. Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, accounting, tax, insurance, dispute-resolution and record-keeping requirements.

Retention periods may vary depending on the nature of the information and why it is held.

When information is no longer reasonably required, we take appropriate steps to securely delete, destroy or anonymize it, subject to applicable legal requirements and technical limitations.

Information held independently by third-party providers may be subject to their own retention practices.

15. Safeguards

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information under our control.

These safeguards are intended to protect against unauthorized access, use, disclosure, alteration, loss or destruction.

We also use established third-party providers for important functions such as payment processing, reservation management and guest verification rather than attempting to perform all sensitive processing ourselves.

No system of electronic transmission or storage is completely secure, and absolute security cannot be guaranteed.

16. Access and Correction

You may request access to personal information about you that is under our control and may ask us to correct information that is inaccurate or incomplete.

We may need to verify your identity before responding.

Access may be limited where permitted or required by applicable law.

For information held independently by a service provider such as Truvi, Stripe or another provider, it may also be necessary to contact that provider directly.

17. Privacy and Security Incidents

If a privacy or security incident involving personal information occurs, The Woodlots will assess the circumstances and take reasonable and legally required steps, which may include containment, investigation, remediation, notification and reporting.

18. Third-Party Websites and Services

Our website, booking communications and Guest Information Guide may contain links to independent third-party websites, videos, manuals or services.

The Woodlots does not control the privacy practices of independent third parties. We encourage users to review the privacy policies applicable to those services.

19. Children's Information

Reservations must be made by an adult legally capable of entering into the booking agreement.

The Woodlots does not knowingly seek to collect personal information directly from children except where reasonably necessary in connection with a reservation or stay and provided by or with the involvement of a parent or guardian.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, technology, service providers or legal obligations.

The current version will be posted on our website with a revised "Last Updated" date.

Where required by applicable law, we will obtain appropriate consent before using personal information for a materially new purpose.

21. Privacy Officer and Contact

Orange Door Properties Inc. is accountable for personal information under its control.

Questions, requests for access or correction, or concerns regarding privacy may be directed to:

Privacy Officer
Orange Door Properties Inc. / The Woodlots at Croft Lake
143 Croft Road
Chester Basin, Nova Scotia
Canada B0J 1K0
Email: thewoodlots@gmail.com

We will review privacy inquiries and complaints and respond within a reasonable period and as required by applicable law.