Privacy Policy

ClearStay is reservation and management software for independent RV parks and campgrounds. It is operated by RBJ Engineering Services LLC, 208 E Amada St, Hebbronville, TX 78361 ("we", "us", "our"). This policy covers [PLATFORM_DOMAIN], every park booking page we host, the guest portal, and the owner dashboard.

Questions about this policy, or a request about your personal information, go to support@rbjengineeringservices.com.

We sell software to RV parks. We do not own, operate, staff or inspect any park, and we do not sell stays. That distinction decides who is responsible for your information.

• When a park subscribes to our software, we decide how that park account is run and secured. For the park business and its staff accounts, we are the controller of that information.
• When you book a stay, the park you booked with is the business you are dealing with. It decides what guest information to collect, how long to keep it, and what to do with it. For your booking information we act on that park’s instructions as its processor. Each park is a separate business with its own practices, and a park may have its own privacy policy that governs what it does with your information outside our software.

If you are a guest and you want your booking information corrected or deleted, the fastest route is usually the park you booked with. You can also contact us at support@rbjengineeringservices.com and we will pass the request to the park and act on its instruction.

From guests who book or hold a guest account:

• Name and email address, and a phone number if you provide one.
• Vehicle details you choose to add: make, model, year, length, and license plate.
• Pet details you choose to add: name, species, and breed.
• Reservation records: the park, the site, arrival and departure dates, the price breakdown, any promo code used, and the reservation status and its history.
• Payment records: the amount, currency, status, refunded amount, and the identifiers our payment processor returns. We do not receive or store your full card number, expiry, or security code — see “Payments” below.
• Whether you have opted in to text-message notifications. This is off unless you turn it on.
• If you use the guest portal: one-time sign-in codes sent to your email. We store only a keyed hash of the code, never the code itself, and a code can only be redeemed once.

From park owners, managers and staff:

• Name, email address, role, and the date you last signed in.
• A hashed password. We never store passwords in a readable form.
• Your business name and property address, as entered at signup.
• Your plan, subscription status, trial end date, and the identifiers our payment processor returns for your subscription. We do not receive or store the card you pay us with.

Collected automatically when you use the service:

• The IP address recorded alongside significant actions in a park’s audit log — for example a cancelled reservation or a changed rate — so a park can see who did what.
• Standard server and application logs, including request metadata and error traces, used to keep the service running and to investigate faults.
• A record of each transactional email or text message we attempt to send on a park’s behalf: the recipient address or number, which template was sent, whether it succeeded, and any delivery error.
• The cookies and browser storage described below.

What we deliberately do not collect: we never collect or store a park owner’s Social Security number, date of birth, government ID or bank account details. When a park connects its payment account, our payment processor collects that identity information directly from the owner and we never see it.

• To provide the service you asked for — taking a booking, showing availability, sending a confirmation, letting you sign in, letting a park run its front desk. Legal basis: performance of a contract, or the legitimate interest of the park you booked with.
• To take and reconcile payments, issue refunds, and bill park subscriptions. Legal basis: performance of a contract, and legal obligation for financial records.
• To send transactional messages about a booking — confirmation, receipt, cancellation, refund, waitlist, and sign-in codes. These are not marketing and you cannot opt out of them while you hold an active booking. Legal basis: performance of a contract.
• To send text messages, only where you have opted in and only where the park has configured text messaging. Legal basis: consent, which you can withdraw.
• To secure the service, prevent and investigate fraud and abuse, and maintain the audit log a park relies on. Legal basis: legitimate interests.
• To keep the service working — monitoring, debugging, backups and capacity planning. Legal basis: legitimate interests.
• To meet legal, tax and accounting obligations. Legal basis: legal obligation.

We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use it to build advertising profiles.

Card payments are handled by Stripe. Card details are entered directly into a payment form hosted by Stripe and are transmitted to Stripe, not to our servers. We receive only the outcome: an amount, a status, a payment identifier, and the last-four and card brand where Stripe provides them.

When you pay for a stay, the charge is created on the park’s own Stripe account. The park is the merchant of record for your stay: the park’s name is the one associated with the charge, the park receives the money, and the park handles disputes and refunds. We are paid by the park out of that amount — a platform fee of 2% of the transaction, deducted automatically. It is not an extra charge added to your total.

Stripe processes your payment information as its own controller under its own privacy policy. When a park subscribes to our software, Stripe also handles that subscription payment on our behalf.

We share personal information only with the following categories of recipient, and only as far as each one needs it.

• The park you booked with. Your booking, contact details, vehicles and pets are visible to that park’s staff in their dashboard. That is the point of the service.
• Stripe — payment processing for guest bookings and for park subscriptions, and identity verification of park owners who connect a payment account.
• Twilio — delivery of text-message notifications. Used only where a park has configured text messaging and you have opted in; otherwise no phone number is sent to Twilio.
• Resend — delivery of transactional email (confirmations, receipts, cancellations, refunds, sign-in codes).
• Anthropic — see “The AI assistant” below. Only where a park uses that optional feature.
• Fly.io, in the United States — hosting and storage of the application and its database.
• Professional advisers, and authorities where we are legally required to disclose, or where disclosure is necessary to protect someone’s rights or safety.
• An acquirer or successor, if the business is sold or reorganised. We would notify you before your information became subject to a different privacy policy.

We do not use third-party advertising networks, and we do not run third-party web analytics on our booking pages or marketing site.

The owner dashboard includes an optional assistant that answers questions about a park’s own operational data in plain language. It is available only to signed-in park staff, and only where the feature has been enabled.

When a member of park staff asks the assistant a question, the question and the data assembled to answer it are sent to Anthropic’s API to be summarised. For questions about guests, that data can include guest names, email addresses, the number of stays, and amounts paid. Park operators should treat the assistant accordingly and should not use it if they do not want that information leaving our systems. Guests cannot use the assistant and no guest action sends data to it.

The assistant reads only the data belonging to the park that asked the question. It has no ability to write, change or delete anything.

We use a small number of strictly functional cookies:

• tenant_slug — remembers which park’s booking page you are on, so the rest of the booking flow stays with that park. Expires after 30 days.
• custom_domain_host — caches the result of looking up a park’s own web address, so we do not repeat that lookup on every page. Expires after 5 minutes.

We also use your browser’s local storage to hold your sign-in session and small interface preferences, such as whether the dashboard sidebar is collapsed. That data stays in your browser and is cleared when you sign out.

On pages where a card payment form is shown, Stripe sets its own cookies for fraud prevention. Those are governed by Stripe’s privacy policy.

We do not set advertising, marketing or analytics cookies.

• Guest and reservation records are kept for as long as the park maintains its account with us, and for seven years after that account closes, unless the park instructs us to delete them sooner or we are required to keep them longer.
• Payment and financial records are kept for the period applicable law requires for tax and accounting purposes.
• Audit log entries are kept for seven years, because their value to a park is precisely that they are not editable after the fact.
• Notification delivery records are kept for seven years.
• One-time sign-in codes expire within minutes and are stored only as a keyed hash.
• Encrypted backups are retained for 30 days. Information deleted from the live service persists in backups until those backups age out.

Depending on where you live, you may have the right to access the personal information we hold about you, to have it corrected, to have it deleted, to receive a copy in a portable format, to object to or restrict certain processing, and to withdraw consent you previously gave. You also have the right not to be discriminated against for exercising these rights.

Some of this you can do yourself right now. In the guest portal you can view your reservations, cancel a reservation subject to the park’s cancellation terms, and add or remove your vehicles and pets. Park staff can correct guest details from the dashboard, and can export reservation data as a CSV file at any time.

For anything else, write to support@rbjengineeringservices.com. Requests are handled by a person, not by an automated tool, and we will respond within the period required by the law that applies to you. Because a park controls its own guest records, a guest deletion request is carried out on the instruction of the park you booked with; we will tell you if a park declines and why, where we are permitted to.

You can stop text messages at any time by turning off the opt-in in your guest account or by replying STOP. Transactional messages about an active booking are not marketing and cannot be turned off while the booking is live.

• Passwords are hashed with Argon2. We never store them in a readable form and cannot recover them.
• Traffic between your browser and the service is encrypted in transit.
• Each park’s data is isolated from every other park’s at two independent layers: an application-level tenant filter applied to every query, and database row-level security as a backstop.
• Access inside a park is limited by role, and significant actions are written to an audit log with the acting user and IP address.
• Card details never reach our servers; they go directly to our payment processor.

No service can promise perfect security, and we do not. If we become aware of a breach affecting your personal information we will notify you and the relevant authorities as the law requires.

The service is not directed to children under 13 and we do not knowingly collect personal information from them. A booking is made by an adult; where a park records the number of people in a party, that is a count, not a set of records about children. If you believe a child has given us personal information, write to support@rbjengineeringservices.com and we will delete it.

The service and the providers listed above operate in the United States, and personal information is processed there. If you are in a jurisdiction that restricts transfers out of it, the safeguards applicable to those transfers and our representative for that jurisdiction are not applicable: the service is offered to parks and guests in the United States, and we have not appointed an EU or UK representative.

We may update this policy as the service changes. The effective date at the top always reflects the current version. For a change that materially reduces your rights or materially broadens how we use your information, we will give at least 30 days’ notice by email to the address on your account, or by a notice in the service, before it takes effect.

Privacy questions and requests: support@rbjengineeringservices.com. Anything else: support@rbjengineeringservices.com. By post: RBJ Engineering Services LLC, 208 E Amada St, Hebbronville, TX 78361.