Privacy Policy

Effective Date: January 1, 2026

Last Updated: January 1, 2026

Introduction

WEST SONOMA INN, LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website westsonomainn.online or use our services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

Information We Collect

Personal Information You Provide

We collect information that you voluntarily provide to us when you:

• Make a reservation or booking request
• Submit a contact or inquiry form
• Subscribe to our newsletter or promotional communications
• Communicate with us via phone, email, or other means

This information may include:

• Identification Data: Full name, title
• Contact Data: Email address, mailing address, phone number
• Booking Data: Check-in/check-out dates, number of guests, room preferences, special requests
• Payment Data: Credit card number, billing address (processed securely through our payment processor)
• Communication Data: Content of messages you send to us

Information Automatically Collected

When you visit our website, we automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Referring website
• Pages visited and time spent on pages
• Date and time of visit
• Device identifiers

We collect this information using cookies and similar technologies. For more details, please see our Cookie Policy.

How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Legal Basis
Processing and managing your reservations	Performance of a contract
Communicating with you about your booking	Performance of a contract
Responding to your inquiries and requests	Legitimate interests
Sending promotional communications (with consent)	Consent
Improving our website and services	Legitimate interests
Ensuring website security and preventing fraud	Legitimate interests
Complying with legal obligations	Legal obligation

Who Has Access to Your Information

Internal Access

Your personal information is accessible to our employees and authorized personnel who need access to perform their job functions, such as processing reservations, providing customer service, and maintaining our website.

Third-Party Service Providers

We may share your information with third-party service providers who perform services on our behalf:

• Form Processing: FormSubmit.co processes form submissions from our website
• Payment Processing: Secure payment processors handle credit card transactions
• Email Services: Services that help us communicate with you
• Analytics: Analytics providers (only with your consent)

These third parties are contractually obligated to protect your information and may only use it to provide services to us.

Legal Requirements

We may disclose your information if required by law, court order, or other legal processes, or if we believe disclosure is necessary to:

• Comply with legal obligations
• Protect our rights, privacy, safety, or property
• Enforce our agreements
• Respond to emergencies

Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership.

We Do Not Sell Your Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes. Your information is used solely for the purposes described in this policy.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (HTTPS)
• Secure form processing
• Access controls and authentication
• Regular security assessments
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected:

• Booking Records: Retained for 7 years for tax, accounting, and legal compliance purposes
• Marketing Data: Retained until you withdraw consent or unsubscribe
• Website Analytics: Aggregated and anonymized after 26 months
• Communication Records: Retained for 3 years for customer service purposes

When data is no longer needed, we securely delete or anonymize it.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

Access and Portability

You have the right to request a copy of the personal information we hold about you in a structured, commonly used format.

Correction

You have the right to request correction of inaccurate or incomplete personal information.

Deletion

You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements).

Restriction of Processing

You have the right to request that we restrict processing of your personal information in certain circumstances.

Objection to Processing

You have the right to object to processing of your personal information based on legitimate interests or for direct marketing purposes.

Withdrawal of Consent

Where processing is based on consent, you have the right to withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: contact@westsonomainn.online
• Phone: +1 (430) 215-8408
• Mail: WEST SONOMA INN, LLC, 14100 Brookside Ln, Guerneville, CA 95446

We will respond to your request within 30 days. We may need to verify your identity before processing your request.

California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information is collected, used, and disclosed
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your rights

European Privacy Rights

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR). You also have the right to lodge a complaint with a supervisory authority in your country of residence.

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We take appropriate safeguards to ensure your information is protected in accordance with this policy.

Links to Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read the privacy policies of any website you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: