Names, emails and phone numbers sent with a river stay reservation
Version 1.0. Effective 30 October 2026. Last updated 30 October 2026. The company behind this policy is Penobscot River Cabins LLC, a Texas limited liability company whose office sits at 2630 Exposition Blvd, Suite 105, Austin, TX 78703, inside Travis County; that company is the controller of every detail named here. The policy itself follows Texas law, and any proceeding about it belongs in Travis County.
The page tells you what details land at the office when you write in to plan and reserve a river-side stay on a Hill Country lodge, inn or cabin resort, what those details are used for, who else they reach, and when they are erased. It covers the request form, the office email porch@penobscotrivercabins.com, the office line, and any later back-and-forth about the stay named in your quote. It does not cover pages at other sites that we link to; each of those keeps its own policy.
When a change to this page materially alters what we collect, why we keep it, or who sees it, the version number goes up, the effective date is refreshed, and the earlier wording is kept in a written record for anyone who later asks which version was in force on a given day.
The short vocabulary used here
Through the rest of the page, we, us, our, and the office all point to Penobscot River Cabins LLC. You and your point to whoever writes to the office or presses the send button on the form. Personal information means anything that names, describes, or could sensibly be tied to one human being: CCPA and CPRA, VCDPA, CPA, CTDPA, UCPA, TDPSA, OCPA and MCDPA each define it that way. Where this page says lodge, read it as the hotel, inn, lodge, or cabin resort named in your written quote; each runs its own front desk, sets its own house and cancellation rules, and takes payment from you directly on arrival.
Nine form fields, from river purpose to an optional note
The form on the website collects only what a lodge needs before it can tell us whether your nights are free. In the order you meet them, the fields are:
- what you want the water for, chosen from a short list
- which stay you have in mind, or a request for help choosing
- the month you would like to arrive
- how many adults are traveling
- how many nights, set on a slider
- your name
- your email address
- a phone number, which you may leave blank
- a note for the lodge, written in your own words
Where this information reaches us from
Two kinds of source feed the office. The first is you, through the form, a reply by email or text, or a phone call. The second is the plain technical traces any server records when a page is opened: an IP number, the browser user-agent, the referring URL, and the URL loaded. Nothing comes from data brokers, no social network passes anything along, no lead list is bought, and no advertising partner shares a cookie-matched profile.
Why the lodge needs your arrival month and head count
Name, email, and trip notes let the office put a lodge-side question together: is a certain room free for a certain week? From the answer comes one quote that pins down the dates, the from figure, and the lodge's own cancellation rules. The phone number is kept there only for a quick call if you prefer that to writing. Your note is passed along when it tells the lodge something that shapes its answer.
After you say yes in writing, the office uses your name to ask the lodge to set the nights aside under that name. The office may also use request records to keep books for the Texas Comptroller or Travis County, to protect its inbox against fraud or spam, to prepare numbers for internal planning that no longer point to any person, and, if the business is ever rolled into another or sold on, to pass the records across under this policy.
Aggregated or de-identified figures are not personal information under state privacy laws and never leave the office in a form that could be traced back to you.
Which CCPA and CPRA categories apply here
Inside the meaning of California Civ. Code 1798.140, a short list of categories applies here.
Identifiers: name, email, and, if you share one, a phone number, plus the IP of the device that loaded the page. Internet or similar activity: the page that opened and sent the form, the timestamp, and the user-agent string. Geolocation data: only the state or city a request-time IP maps to, no precise location. Commercial information: the stay, the month, the adults, and the nights you ask about. Inferences: none, since no visitor profile is built or stored.
Nothing on the following list is collected: traits of a protected class, biometric data, sensitive personal information inside the meaning of Civ. Code 1798.140(ae), details about profession or education, Social Security or financial account numbers, driver's license or state ID numbers, precise location, union membership, racial or ethnic origin, or health or genetic data.
From the Austin form to an office mailbox
A press of the send button hands the form's contents to an outside form-delivery service, which forwards the lot to the office by email. That service holds the message only long enough to deliver it, under its own privacy terms, and it may show a short check that you are a person, run by an outside captcha tool under that tool's own terms. The office is the one that holds the request from then on.
Sending a request at any hour costs you nothing and puts no night on hold. It is a question the office then puts to the lodge; the lodge's answer leads to the written quote.
Lodges see your details only when we ask about your nights
Three parties outside the office may see what sits in a request: the one lodge named in your written quote, the companies that keep the website and the inbox running under written contract, and, in response to a valid court order or subpoena, our professional advisors or a court.
The lodge you choose sees your name, the dates, the head count, and any note shaped for the stay; once you say yes, it is asked to hold those nights under your name. Checking in and paying happens at its own front desk, under its own privacy terms. Service providers are limited to a website provider, the outside form-delivery service, and an email provider; each is bound by its own written terms to use your details for its own purposes only to the extent its job requires.
No detail is ever sold for money, and no detail is handed to another company for cross-context behavioral advertising. No advertising cookie sits on the site, and no identifier goes out to an advertising platform. On the day that changes, this page changes first and a Your Privacy Choices link is added to the footer of every page.
Cookies, browser data and measurement tools
The website is a stack of plain pages. On the day of writing, no first-party cookie is set here and nothing is kept in your browser between visits. The one narrow exception is a short-lived cookie the outside form-delivery service may set during its person-check: it belongs to that service, not to the office.
If measurement or advertising technology from one of our advertising platforms is added later, to see which page a visitor came in on or to show ads elsewhere on the web, this page is updated first, a cookie banner with Accept All and Reject All goes up, Reject All becomes the default under California, Colorado, and Connecticut law, and a Your Privacy Choices link appears in the footer, pointing at a cookies page that lists each tool and its opt-out in brand-neutral terms.
Opt-outs for interest-based advertising once it is attached
No advertising cookie fires on the site at the moment this page was written, so there is nothing to opt out of today. When an advertising measurement tag is first attached, the brand-neutral opt-out routes to the industry self-regulatory programs and the way to honor Global Privacy Control in a browser are published on the cookies page and linked here.
A browser add-on that broadcasts the Global Privacy Control signal counts as opting out of selling and sharing once advertising technology lands on the site; the California, Colorado, and Connecticut regimes treat GPC that way under California Civ. Code 1798.135(b) and the equivalents in Denver and Hartford. Until advertising technology is attached, no selling, no sharing, and no behavioral profile exists on the site.
State-law privacy choices, in brand-neutral form
The office neither exchanges personal information for money nor passes it to a second company for cross-context behavioral advertising. There is no opt-out to send today, because neither selling nor sharing happens under the CCPA or CPRA definitions.
If an advertising measurement cookie is attached in the future, this heading remains and the footer carries a Your Privacy Choices link that opens a short, one-page form. In the meantime, an email to records@penobscotrivercabins.com with the subject Opt Out of Selling and Sharing is honored on a forward-looking basis and written into the office record, so that no future selling or sharing of your details takes place.
Rights of residents in states with a privacy statute
The rights set out below apply to residents of the states listed here, each on the date its own statute takes effect: Texas under TDPSA sits first because it is where the office works; then California under CCPA and CPRA, Virginia under VCDPA, Colorado under CPA, Connecticut under CTDPA, Utah under UCPA, Oregon under OCPA, Montana under MCDPA, Delaware under DPDPA, Iowa under ICDPA, New Hampshire under NHPA, New Jersey under NJDPA, Tennessee under TIPA, and Indiana under its own ICDPA.
A right to be told what personal information the office keeps on you, how it got to the office, what the office does with it, and who else has seen it. A right to a portable copy of that record, in a format a machine can read. A right to have anything inaccurate corrected. A right to have the record deleted, within the exceptions each governing statute writes in. A right to opt out of selling and sharing for cross-context behavioral advertising, which today adds up to zero. A right to opt out of profiling that steers decisions with legal or similarly significant weight, which today also adds up to zero, because no profiling runs here.
If a rights request is denied, you have a right to appeal. The appeal is routed to a second reviewer at the office who did not handle the first pass, and a written answer goes back within the statutory window. If the appeal is also denied, you can take the matter to the Attorney General of your state through that office, whose contact details are on that office's own website.
How a rights request is sent and answered
Write to records@penobscotrivercabins.com from the address you used before, and name the right you want to use. If that address is no longer in reach, write from any address and add two matching details from the record: the month of the trip asked about plus either the stay named or the exact adult count given. Those two pieces are enough to tie the ask to the record it points at.
A representative you name in writing is welcome to send the request on your behalf; the written permission and the representative's own contact details go in the same email. The office may confirm the representative's role with you directly before any record is produced.
A verifiable request is acknowledged promptly and answered inside 45 days. Where the ask is unusually complex or where identity-check takes longer than usual, the window is extended by a further 45 days with written notice to you inside the first stretch. One request in a twelve-month span carries no fee; a second or further request in the same twelve-month span may be billed at the actual handling cost.
The answer travels back the way you choose: a reply by email, a letter to a mailing address you supply, or a secure one-week link we send you by email. Whichever you pick, the reply explains the decision, lists the personal information the office held at the time of the request, and, where the answer called for action, confirms the correction, deletion, or opt-out that followed.
Address and timestamp records on the web server
Every website is served by a provider whose servers log basic technical traces of each visit: an IP number, the URL served, and the time. The website provider behind this site does the same, keeps those logs on its own retention clock to protect the site from abuse and keep it running, and the office looks at them only for that same purpose.
Two years on file, then erased
Form messages and the follow-up email are kept 24 months from the day they arrive. After that, each is deleted from the active mailbox and from the office record. Technical logs on the website provider and on the outside form-delivery service run on each provider's own schedule, written into that provider's own terms. An earlier deletion is honored on request, except where a lodge still needs part of the record to honor nights it is holding under your name.
Minors and the request form
The site is written for adults who are planning a trip. The office does not knowingly collect personal information from a child under 13 at any point, in line with the Children's Online Privacy Protection Act, and does not knowingly collect personal information from anyone under 16. When we learn that a child has sent us personal details, the message is deleted as soon as we learn of it; we welcome a parent or guardian writing to records@penobscotrivercabins.com to confirm the deletion.
No page on the site profiles or targets a reader under 18. No remarketing cookie is set today; on the day one is set, no identifier gathered here is used to show ads to a reader known to be under 18, in line with the CCPA's minors opt-in regime and the CARU guidelines for advertising to children and teens.
Keeping the inbox and the records locked up
Your details sit in a password-protected inbox used only by the office, on a provider that runs two-factor sign-in, encryption at rest, and the standard mail-server access controls. The website runs over HTTPS with TLS 1.2 or newer, modern browsers show the lock icon on every page, and HSTS is sent so a browser remembers to use HTTPS on the next visit. Service providers are reviewed once a year and a short written record of that review is kept at the office.
Card details, Social Security digits, driver's license IDs, and other government-issued identifiers are never asked for on the website, so none sit in the office record. Nothing on the open internet or off it is airtight, so send the request bare: when you are unsure that a detail fits the message, hold it back and let the office ask for it on the day it becomes useful.
Readers who open the site from outside the United States
The office is in Austin, Texas, and the website runs on a provider that keeps its servers in the United States. A visit from Canada, the United Kingdom, the European Economic Area, Switzerland, or anywhere else outside the United States means your details move to and are held in the United States, which sits under a different privacy framework from the one at home.
On a transfer out of the European Economic Area, out of the United Kingdom, or out of Switzerland, the office falls back on the clauses Brussels wrote into Commission Decision 2021/914, in their current version, whenever a provider stands in as a processor. Those clauses, taken together with the measures described in the section above on keeping details secure, make up the safeguards the General Data Protection Regulation asks for.
A visitor outside the United States is welcome to email records@penobscotrivercabins.com for a copy of the clauses on request, and can take a complaint to the local data protection supervisory authority; a directory of those authorities sits on the European Data Protection Board's own website.
If the office is sold on or merged
When the office, or a substantial part of it, is bundled into a merger, a stock or asset deal, a corporate reshuffle, a bankruptcy proceeding, a receivership, or a step of that kind, your personal information may ride along into the receiving hands. The receiving side either carries the record forward under this same policy, or writes to tell you ahead of any new handling that would change the terms materially. In the second case, you keep the right to have the office erase your details before the deal closes.
A trip search tool that may appear later
A search tool supplied by another company may be added to the site at some point. If that happens, anything you type or choose inside the tool falls under its supplier's own terms and privacy notice, linked where the tool appears on the page. This policy keeps on covering everything that reaches the office directly.
How updates to this page are made and dated
The office looks over this page from time to time and updates it when the office's practices change. On a material change, for instance when a new category of personal information starts to be collected or a new service provider is brought in, the version number steps up, the effective date is refreshed, and the earlier wording goes into the office's written record for anyone later asking which version was in force on a given day. On a cosmetic change, for instance a typo fix, only the Last updated line moves.
For anything else about how the site works, see the terms of use, or reach the office through the calls and letters page.
Reaching the office and the law that governs this policy
Write to Penobscot River Cabins LLC, 2630 Exposition Blvd, Suite 105, Austin, TX 78703, Travis County, United States. For a rights request, use records@penobscotrivercabins.com. For a question about this page or about a request already in the inbox, write to porch@penobscotrivercabins.com or call (512) 478-2163 during phone hours.
This privacy policy follows the law of the State of Texas, United States, without taking its conflict-of-laws rules into account. The venue for any claim rising out of this policy is Travis County, Texas.