PRIVACY POLICY
Pensacola Beach Vacation Rentals & Sales
Effective Date: September 16, 2026
Last Updated: September 16, 2026
1. WHO WE ARE
Pensacola Beach Rentals, Inc., doing business as Pensacola Beach Vacation Rentals & Sales (“Pensacola
Beach Vacation Rentals,” “we,” “us,” or “our”), respects your privacy and is committed to protecting
personal information that we collect in connection with our vacation-rental, property-management, sales,
reservation, payment-processing, and website services.
This Privacy Policy explains what personal information we collect, how we collect it, how we use and
disclose it, how we protect it, and certain rights that may be available to you under applicable law.
This Privacy Policy applies to information collected through our website,
www.pensacolabeachvacationrentals.com, through reservations and property-management activities, by
telephone, email, text message, in person, through third-party booking platforms, and through other
interactions with us.
2. PERSONAL INFORMATION WE COLLECT
A. Contact Information
We may collect:
• First and last name
• Mailing or physical address
• Email address
• Telephone and mobile phone numbers
• Other contact information you voluntarily provide
B. Reservation and Stay Information
When you make or participate in a reservation, we may collect:
• Reservation dates
• Arrival and departure information
• Property reserved
• Number of guests
• Names of guests
• Contact information
• Reservation confirmation information
• Special requests or accommodations
• Check-in and check-out information
• Communications concerning your reservation or stay
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• Information concerning maintenance, housekeeping, or other guest-service requests
C. Identity Verification and Identification Information
Depending on how you interact with us, we may collect or inspect driver's licenses, passports, or other
government-issued identification. The manner in which we handle identification depends on the purpose
for which the identification is provided.
Property Viewings. If you request to view a rental property or otherwise seek access to a property before
making a reservation, we may request a valid government-issued identification document and make a copy
of that identification. We may use the information contained in the identification for purposes including
confirming identity, maintaining property security, preventing fraud, documenting property access,
protecting property owners and their property, and addressing disputes or security incidents.
Guest Check-In. As part of our check-in process, we may require guests or other authorized occupants to
present a valid driver's license, passport, or other government-issued identification. Our current practice is
to visually inspect the identification during check-in but not retain a copy, photograph, scan, or other
permanent record of the identification presented at check-in.
Information Received From Booking Platforms. A third-party booking platform or service provider may
provide us with identification information associated with a reservation. For example, a booking platform
may in the future provide government-issued identification information to us after a reservation has been
made as part of its identity-verification, security, fraud-prevention, or guest-information processes.
If we receive identification information from a booking platform or other service provider, we will use and
handle it only for legitimate business purposes and in accordance with applicable law and our then-current
privacy and data-retention practices.
D. Payment Information
When you make a payment, we or our payment service providers may collect information necessary to
process the transaction, including:
• Name
• Billing address
• Credit or debit card information
• Bank-account information where an applicable payment method is used
• Transaction amount
• Transaction date
• Payment status
• Reservation number
• Other information necessary to authenticate and process the payment
E. Property-Owner Information
If you own or manage a property through us, we may collect:
• Name and contact information
• Property information
• Management agreements
• Payment and accounting information
• Tax-related information
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• Reservation and rental information
• Communications concerning your property
• Other information reasonably necessary to provide property-management services
F. Website and Technical Information
When you visit our website, we may automatically collect certain technical and usage information, such as:
• IP address
• Browser type
• Device type
• Operating system
• Approximate geographic location derived from IP address
• Pages viewed
• Referring website
• Date and time of visits
• Website interactions
• Search and navigation activity
• Technical information concerning your device or browser
G. Cookies and Similar Technologies
Our website may use cookies, pixels, tags, local storage, analytics technologies, and similar technologies
for website operation, security, preferences, traffic analysis, performance, improving services, and
marketing or advertising where applicable. The technologies and third-party services used on our website
may change over time.
3. HOW WE COLLECT PERSONAL INFORMATION
We may collect personal information directly from you; when you make a reservation; when you
communicate with us by telephone, email, text, or other means; through our website; through rental
agreements and related documents; when you make or receive a payment; from property owners; from
guests and other authorized occupants; through third-party booking platforms; through our
property-management system; through service providers; and automatically through website technologies
such as cookies and similar technologies.
4. THIRD-PARTY BOOKING PLATFORMS
We receive reservations and related information through third-party booking platforms, which may include
Airbnb, Vrbo, Booking.com, and Expedia.
When you make a reservation through one of these platforms, the platform may collect personal
information directly from you and provide certain information to us for purposes of administering the
reservation.
Your interactions with these platforms are also governed by their respective privacy policies and terms.
Information collected directly by a third-party booking platform may be subject to that platform's privacy
practices rather than this Privacy Policy.
5. HOW WE USE PERSONAL INFORMATION
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We may use personal information to process and administer reservations; provide vacation-rental services;
manage rental properties; communicate with guests and property owners; process payments; provide
check-in and check-out information; provide customer service; coordinate maintenance, housekeeping,
and other property services; verify identity; prevent fraud and unauthorized transactions; protect guests,
owners, employees, and property; maintain business and accounting records; communicate regarding
reservations, payments, services, and account matters; send marketing communications where permitted;
operate, maintain, and improve our website and systems; understand website usage and performance;
comply with applicable laws and legal obligations; respond to lawful requests from governmental
authorities; establish, exercise, or defend legal claims; protect our rights, property, and business; and for
other purposes reasonably related to the services you request.
6. PROPERTY-MANAGEMENT SYSTEM — ESCAPIA
We use Escapia as our property-management and reservation-management system.
Information maintained or processed through Escapia may include reservation information, guest
information, property information, owner information, communications, and other information necessary to
administer our vacation-rental and property-management operations.
Escapia may process information on our behalf in connection with providing its property-management
technology and services. Access to information maintained in our property-management systems is limited
according to business need and applicable security controls.
7. HOW WE SHARE PERSONAL INFORMATION
A. Booking Platforms
Airbnb, Vrbo, Booking.com, Expedia, and other booking platforms through which reservations may be
made.
B. Payment Providers
Payment processors and financial service providers, including VacationRentPayment, to process
reservations, payments, refunds, payment verification, and related transactions.
C. Property-Management and Technology Providers
We may share information with technology and service providers that support our operations, including
Escapia, Bluetent, website hosting and technology providers, software providers, cloud-service providers,
and data-storage providers.
D. Telephone and Communications Providers
We use AT&T Office@Hand for business telephone and communications services. Google Voice has also
been used by our business and is currently being phased out. During the transition, information may
remain in or pass through Google Voice systems to the extent necessary to complete the transition,
maintain records, or address communications.
E. Property-Service Providers
We may disclose appropriate information to housekeeping providers, maintenance contractors, repair
providers, plumbers, electricians, other trades, pool and landscaping providers, emergency-service
providers, and other vendors who need information to provide services relating to a property or
reservation.
F. Professional Advisers
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We may share information with attorneys, accountants, insurance providers, auditors, consultants, and
other professional advisers when reasonably necessary.
G. Legal and Governmental Authorities
We may disclose information when required or permitted by law, including in response to subpoenas, court
orders, government requests, law-enforcement requests, legal proceedings, fraud investigations, or safety
or security concerns.
H. Business Transactions
If our company or some or all of its assets are sold, transferred, reorganized, merged, financed, or
otherwise involved in a business transaction, personal information may be transferred as part of that
transaction, subject to applicable law.
8. WE DO NOT SELL PERSONAL INFORMATION FOR MONEY
We do not sell personal information to third parties for monetary consideration in the ordinary course of
operating our business.
However, certain privacy laws use broader definitions of terms such as “sell,” “share,” or “targeted
advertising” than the ordinary meaning of those terms. For this reason, if applicable law treats a particular
disclosure or technology as a regulated “sale,” “sharing,” or targeted-advertising activity, we will provide
applicable rights and choices required by law.
9. MARKETING COMMUNICATIONS
We may use your contact information to communicate with you about vacation rentals, reservations,
property-management services, special offers, promotions, company news, and other services that may be
of interest.
Where required by law, we will obtain appropriate consent before sending marketing communications.
You may unsubscribe from marketing emails by using the unsubscribe mechanism included in the
communication or by contacting us.
Even if you opt out of marketing communications, we may continue sending transactional or
service-related communications, such as reservation confirmations, payment notices, check-in information,
security notices, or other communications necessary to provide requested services.
10. TELEPHONE AND TEXT COMMUNICATIONS
We may communicate with you by telephone call, voicemail, or text message regarding reservations,
check-in and check-out, payment issues, maintenance, property access, guest services, security,
emergencies, customer service, or other matters relating to requested services.
Where applicable law requires consent for particular types of text messages or telephone communications,
we will obtain and maintain such consent as required.
Message and data rates may apply depending on your wireless carrier and plan.
You may request that we stop sending non-essential text messages by contacting us or following
applicable opt-out instructions in the message.
11. INFORMATION SECURITY
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal
information against unauthorized access, acquisition, alteration, disclosure, or destruction.
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No method of transmission over the Internet or method of electronic storage is completely secure.
Accordingly, we cannot guarantee absolute security.
Please do not send complete credit-card numbers, driver's-license images, passwords, or other highly
sensitive information through ordinary email unless we specifically instruct you to do so through an
appropriate secure process.
12. PAYMENT INFORMATION AND VACATIONRENTPAYMENT
Payments for reservations may be processed through VacationRentPayment, a third-party payment service
used to facilitate vacation-rental payments.
When you make a payment through VacationRentPayment, the service may collect information necessary
to complete and authenticate the transaction, including:
• Name
• Email address
• Telephone number
• Billing address
• Payment-card information
• Bank-account information when applicable
• Reservation number
• Payment amount
• Payment date
• Fees
• Payment status
• Other information necessary to process the transaction
VacationRentPayment's payment system identifies itself as “VacationRentPayment, By YapStone.”
We may receive transaction-related information necessary to administer your reservation, such as
payment status, transaction amount, reservation information, and related records.
Payment information may also be subject to the privacy policy, terms, security practices, and other policies
of VacationRentPayment and its service providers.
We do not intend to retain complete payment-card information for longer than reasonably necessary for
legitimate business, accounting, legal, security, or transaction purposes.
13. DRIVER'S LICENSE AND GOVERNMENT-ISSUED IDENTIFICATION
We may request, inspect, copy, receive, or otherwise process government-issued identification in
connection with certain services and activities.
• Property viewings
• Identity verification
• Guest check-in
• Reservation administration
• Fraud prevention
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• Property security
• Preventing unauthorized access
• Protecting guests, property owners, employees, and property
• Verifying age where applicable
• Complying with applicable laws, regulations, booking requirements, or property rules
When a prospective guest or other individual requests to view a rental property, we may make a copy of
their government-issued identification. The copy may be retained for a reasonable period necessary to
document the property viewing, address security concerns, prevent fraud, protect the property, or
otherwise fulfill the purposes for which it was collected, subject to applicable law.
When a guest checks in for a reservation, our current practice is to inspect the guest's identification
without retaining a copy or image of the identification presented at check-in.
If a booking platform or other service provider provides government-issued identification information to us
electronically, we may retain and process that information as reasonably necessary for the purposes for
which it was provided and in accordance with applicable law.
We do not use government-issued identification information for purposes unrelated to the legitimate
business purpose for which it was collected or received.
14. DATA RETENTION
We retain personal information for as long as reasonably necessary to provide requested services,
administer reservations and property viewings, manage properties, maintain appropriate business,
accounting, and security records, resolve disputes, enforce agreements, prevent fraud, protect our legal
rights, protect property owners, guests, employees, and property, and comply with legal, tax, accounting,
insurance, and regulatory obligations.
Retention periods vary depending on the type of information and the purpose for which it was collected.
Government-issued identification obtained during a property viewing may be retained for a reasonable
period consistent with the purposes for which it was collected, our legitimate business needs, security
requirements, and applicable law.
Government-issued identification presented for guest check-in is currently inspected but not copied or
retained by us.
If we receive identification information electronically from a booking platform or other service provider, we
may retain that information for a period reasonably necessary for the applicable business, security, legal,
or compliance purpose.
When personal information is no longer reasonably necessary, we may delete, destroy, anonymize, or
otherwise dispose of it in accordance with our business practices and applicable law.
15. THIRD-PARTY WEBSITES AND SERVICES
Our website or communications may contain links to websites, applications, booking platforms, payment
services, or other services operated by third parties.
Those third parties may collect information directly from you and may have privacy policies and terms that
differ from ours.
We are not responsible for the privacy, security, content, or practices of third-party websites or services
that we do not control.
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We encourage you to review the privacy policies of third-party services before providing them with
personal information.
16. CHILDREN'S PRIVACY
Our services and website are intended for a general audience and are not directed specifically to children
under 13.
We do not knowingly seek to collect personal information from children under 13 through our website.
If you believe that a child under 13 has provided personal information to us, please contact us so that we
can evaluate the situation and take appropriate action.
17. YOUR PRIVACY RIGHTS
Depending on where you live and which privacy laws apply to you, you may have certain rights concerning
your personal information. These rights may include:
• The right to know or access personal information we maintain about you
• The right to request correction of inaccurate information
• The right to request deletion of personal information, subject to applicable exceptions
• The right to obtain certain personal information in a portable format
• The right to opt out of certain forms of targeted advertising, sale, or sharing where applicable
• The right to limit or object to certain uses of personal information where provided by law
• The right to appeal certain decisions concerning privacy requests
These rights are subject to applicable legal exceptions and limitations. We do not discriminate against
individuals for exercising privacy rights that are legally available to them.
18. HOW TO SUBMIT A PRIVACY REQUEST
To submit a privacy request, contact us at info@pensacolabeachvacationrentals.com.
Mail:
Pensacola Beach Vacation Rentals & Sales
Pensacola Beach Rentals, Inc.
41 Via De Luna Dr.
Pensacola Beach, FL 32561
Please identify the nature of your request and provide sufficient information for us to determine which
personal information may relate to you.
We may need to verify your identity before completing certain requests in order to protect personal
information from unauthorized disclosure.
We will process requests within the time periods required by applicable law.
19. AUTHORIZED AGENTS
Where permitted by applicable law, you may designate an authorized agent to submit a privacy request on
your behalf.
We may require documentation establishing the agent's authority and may independently verify the
identity of the individual whose information is the subject of the request.
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20. APPEALING A PRIVACY REQUEST DECISION
If applicable law provides you with a right to appeal our decision concerning a privacy request, you may
submit an appeal by contacting info@pensacolabeachvacationrentals.com.
Please identify the original request and explain why you believe the decision should be reconsidered.
We will review the appeal and respond within the time period required by applicable law.
21. FLORIDA PRIVACY LAW
Florida has enacted comprehensive consumer privacy legislation, including the Florida Digital Bill of Rights.
The applicability of particular provisions depends on statutory requirements, including the nature and size
of the business and other factors. This Privacy Policy does not represent that every provision of the Florida
Digital Bill of Rights necessarily applies to Pensacola Beach Rentals, Inc.
If a Florida privacy law applies to our processing of your personal information, we will comply with the
rights and obligations applicable to our business.
22. OTHER STATE PRIVACY LAWS
Other states have enacted consumer privacy laws that may provide rights to residents of those states.
Where applicable, we will comply with privacy laws that apply to our business and our processing of
personal information.
Because applicability can depend on factors such as a business's activities, revenues, number of
consumers, data practices, and the particular statute involved, this Privacy Policy does not represent that
every state privacy law applies to every visitor or customer.
23. DO-NOT-TRACK AND BROWSER PRIVACY SIGNALS
Some web browsers offer “Do Not Track” or similar privacy settings.
Because there is not a single universally accepted technical standard governing all such signals, our
website may not respond to every browser-based privacy signal in the same manner.
Where a browser or other privacy signal is legally required to be honored, we will process it as required by
applicable law.
24. DATA SECURITY INCIDENTS AND BREACH NOTIFICATION
If we discover a security incident involving personal information, we will investigate and take reasonable
steps to contain, remediate, and address the incident.
Where applicable law requires notification to affected individuals, governmental authorities, or other
parties, we will provide notification in accordance with the applicable legal requirements.
25. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes in our business practices, technology and
service providers, applicable laws, data-collection practices, information-security practices, or services.
When we make changes, we will update the “Effective Date” or “Last Updated” date at the beginning of
this Privacy Policy.
Your continued use of our website or services after an updated Privacy Policy becomes effective constitutes
acknowledgment of the updated policy to the extent permitted by law.
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26. CONTACT US
Pensacola Beach Vacation Rentals & Sales
Pensacola Beach Rentals, Inc.
41 Via De Luna Dr.
Pensacola Beach, FL 32561
Email: info@pensacolabeachvacationrentals.com
End of Privacy Policy