Privacy Policy

This Privacy Policy explains how Boucher Brothers Management ("Boucher Brothers," "we," "us," or "our") collects, uses, shares, and retains personal information through our beach and hospitality operations software, including our guest check-in, identification scanning, liability waiver, payment, and reporting tools (collectively, the "Services"). It applies to guests, hotel patrons, staff, and other individuals whose information we process.

A separate SMS Privacy Policy governs our text-messaging program specifically. Where the two overlap, the SMS Privacy Policy controls for text-messaging data.

1. Information We Collect

We collect the following categories of information in the course of providing the Services:

• Identity & contact details. Names, email addresses, phone numbers, hotel/room information, and reservation details.
• Government identification.When you use our ID scanner, we read and store data from a driver's license or state ID — including name, date of birth, address, physical description, document number, issuing state, and expiration — along with images of the document.
• Signed liability waivers. The waiver you sign, the signer name and signature, the waiver version, and evidentiary metadata (timestamps, and technical details captured at signing) used to establish a valid, enforceable record.
• Payment activity. Transaction records for chairs, daybeds, amenities, and room charges, processed through our payment provider. We do not store full card numbers; card processing is handled by our payment provider.
• Uploaded files. Photos and documents you or staff upload — for example, images of a hotel posting report, receipts, or contact records.
• Staff & operational data. For staff, we process account credentials, scheduling and timekeeping data, and, for company vehicles, location and telematics data.
• Device & usage data. Log data, device/session identifiers, and similar technical information generated when the Services are used.

2. How We Use Information

• To verify age and identity where required, and to check guests in.
• To record signed liability waivers and maintain enforceable proof of consent.
• To process payments, room charges, refunds, and reconciliation.
• To operate, secure, troubleshoot, and improve the Services.
• To manage staff scheduling, timekeeping, and vehicle operations.
• To comply with legal, tax, insurance, and carrier obligations, and to resolve disputes.

3. Automated Processing and Artificial Intelligence

Some features use third-party artificial-intelligence services to process information you provide. Specifically, when a check-in or hotel document is submitted, we may send that document to OpenAI to automatically read and structure its contents (for example, extracting names and charge details from an uploaded report). These providers process the data on our behalf to return a result and do not use it to serve their own advertising. No automated decision that produces a legal or similarly significant effect is made about you without human involvement.

4. How We Share Information

We do not sell your personal information. We share it only with service providers who process it on our behalf, under contracts that limit their use of it, and when required by law. Our key service providers include:

• Square — payment processing and order/transaction records.
• Twilio — SMS/text-message delivery.
• OpenAI — automated parsing of uploaded documents (see Section 3).
• Vercel — application hosting and encrypted file (Blob) storage.
• Neon — our managed database.
• Resend — transactional email delivery.
• Microsoft — staff sign-in (Entra ID / Azure AD).
• Deputy — staff scheduling and timekeeping.
• Geotab — company-vehicle location and telematics.

5. Data Retention and Deletion

We keep personal information only for as long as needed for the purposes above and to meet our legal, tax, and insurance obligations, then delete or de-identify it. Our standard retention targets are:

• Scanned IDs: retained only as long as needed to verify a visit, and routinely purged on a rolling basis (target: within 90 days), unless tied to an open dispute or claim.
• Signed waivers: retained for the duration of the applicable liability/limitations period to preserve their evidentiary value.
• Uploaded photos and documents: retained only as long as needed to document the related report or transaction (target: within 1 year), then deleted from storage.
• Payment and transaction records: retained as required for accounting, tax, and reconciliation purposes.

Administrators can purge aged records and their stored files ahead of these targets using our internal data-retention tools.

6. Your Choices and Rights

Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal information, and to ask how it is used. To make a request, contact us using the details below. We will verify your request and respond as required by applicable law. You will not be discriminated against for exercising these rights.

7. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including access controls and encrypted, non-public file storage. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Children's Privacy

The Services are intended for use by adults. We do not knowingly collect personal information from children except identification or waiver information a supervising adult provides in connection with a guest visit. If you believe a child's information has been provided to us improperly, contact us and we will address it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this page. Material changes will be communicated as required by law.

10. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at: