Privacy Policy

Introduction

www.raccsres.com, raccs360.com, and the RACCS smartphone application (collectively, the ‘Site’) are owned and operated by RACCS LLC. We are committed to protecting personal information and respecting your privacy. This Privacy Policy explains what information we collect, how we use it, how we share it, how we protect it, and what choices and rights you may have. If you have any questions or concerns, contact us at raccs.security@raccs360.com or at RACCS LLC, 555 Zang Street, Suite 100, Lakewood, CO 80228-1011.

By accessing or using the Site, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this Policy, please discontinue use of the Site.

Important Scope Disclaimer (Resorts, HOAs, and Rental Managers)

This Privacy Policy applies only to RACCS LLC’s cloud-based software services and information collected directly through the RACCS websites and mobile application. It does NOT apply to resort properties, HOAs, lodging facilities, rental managers, or property managers using RACCS systems.

Table of Contents

  • 1. What Information We Collect
  • 2. How We Use Your Information
  • 3. When and With Whom We Share Your Information
  • 4. Cookies and Similar Technologies
  • 5. Account Credentials and Authentication
  • 6. Links to Third-Party Sites
  • 7. Data Retention
  • 8. Data Security
  • 9. Children’s Privacy
  • 10. Your Privacy Rights and Choices
  • 11. Do Not Track Signals
  • 12. International Visitors
  • 13. Colorado and California Privacy Notices
  • 14. Data Breach Procedure
  • 15. Changes to This Policy
  • 16. Contact Us

1. What Information We Collect

1.1 Personal Information You Provide

We may collect personal information that is provided to us by your rental management company or that you voluntarily provide when you use the App or the Site—for example when you check-in to a rental condominium, create an account, submit a request, or use reservation or amenity-related functions. Depending on the context, this information may include:

  • Name and contact information (such as email address and phone number)
  • Unit, property, reservation, stay, and access-related information (such as unit number, dates, parking or amenity reservations)
  • Account credentials (such as username and password, if accounts are offered)
  • Communications you send to or receive from us (such as support requests)

We do not intentionally collect payment card information, government-issued identification documents, photographs, biometric identifiers, or other sensitive personal information beyond what is necessary to provide the Site’s or App’s functionality.

1.2 Automatically Collected Information

When you visit, use, or navigate the Site or App, we may automatically collect certain technical information. This information does not typically reveal your specific identity (like your name), but it may include:

  • IP address
  • Browser type and settings
  • Device identifiers and device characteristics
  • Operating system and language preferences
  • Referring URLs and pages viewed
  • App and Site usage data and diagnostic logs

We use this technical information primarily to maintain the security and operation of the Site, troubleshoot issues, and improve performance and user experience. This information is purged from our logs after one year.

1.3 Information From Other Sources

In limited circumstances, we may receive information about you from other sources—for example, from the property, HOA, or rental management company that engages RACCS technology, or from service providers that help us operate the App and Site. We use such information only for purposes consistent with this Privacy Policy and the services we provide.

2. How We Use Your Information

We process personal information for purposes based on legitimate business interests, the performance of a contract, compliance with legal obligations, and/or your consent, depending on the context. We may use the information we collect to:

  • Provide, operate, maintain, and support the App, Site, and related services
  • Facilitate account creation, authentication, and access control (if applicable)
  • Enable reservations, provide rental unit access, parking requests, amenity access, identify property resource usage, and related operational workflows
  • Respond to inquiries, provide customer support, and send administrative or service-related communications
  • Monitor and protect the security of the Site, prevent fraud, and enforce our terms and policies
  • Comply with legal and regulatory requirements and respond to lawful requests
  • Improve and develop App and Site features, reliability, and performance

We do not use personal information for behavioral advertising nor do we sell personal information.

3. When and With Whom We Share Your Information

We may share information only as described below, including with your consent, to comply with law, to protect rights and safety, or to fulfill business obligations.

3.1 Service Providers

We may share personal information with third-party vendors, consultants, and service providers who perform services for us or on our behalf and require access to such information to do their work (for example, hosting, email delivery, IT services, monitoring, and customer support). These providers are contractually required to use the information only for providing services to RACCS and to protect it with appropriate safeguards.

3.2 Legal Requirements and Protection of Rights

We may disclose information if we believe in good faith that such disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our agreements, policies, and terms; (c) detect, prevent, or address fraud, security, or technical issues; or (d) protect the rights, property, or safety of RACCS, our users, or others.

3.3 Business Transfers

We may share or transfer information in connection with, or during negotiations of, any merger, sale of company assets, financing, reorganization, bankruptcy, or acquisition of all or a portion of our business, subject to appropriate confidentiality protections.

3.4 No Third-Party Advertising

We do not share personal information with third parties for their direct marketing purposes, and we do not allow third-party advertising networks to track you for behavioral advertising on the App or Site.

4. Cookies and Similar Technologies

We may use session cookies and similar technologies (such as local storage) to support secure login, maintain sessions, and enable core Site functionality. We do not use advertising cookies. If we ever adopt analytics or additional tracking tools, we will update this Privacy Policy accordingly.

You can control cookies through your browser or device settings. Disabling cookies may affect certain Site features

4.1 Google Analytics (If Enabled)

Google Analytics may collect IP address, device info, and usage data. It provides aggregated statistics to improve performance.

You may opt out using the Google Analytics Opt-Out Browser Add-on.

5. Account Credentials and Authentication

If the Site provides login accounts, users are responsible for maintaining the confidentiality of their credentials. Please notify us immediately if you suspect unauthorized access.

5.1 Social Logins (If Offered)

If we may offer the ability to register or log in using a third-party account (such as Amazon, Google, Apple, or a social media provider), we may receive certain profile information from that provider (for example, name and email address) as permitted by your settings with that provider. We use such information only for authentication and account management and do not control how the third-party provider uses your information. We recommend reviewing the provider’s privacy policy for details about their practices.

6. Links to Third-Party Sites

The Site may contain links to third-party websites or services. We are not responsible for the privacy practices or content of third parties. Your interactions with third-party sites are governed by their privacy policies.

7. Data Retention

We keep personal information only as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law (for example, for tax, accounting, or legal requirements).

Guest/visitor user data is generally stored until the owner or guest leaves the property or until the reservation or amenity use is complete, and then for up to 180 days after the guest stay has concluded. Summary or aggregate information may be stored for up to seven years provided it is fully de-identified and cannot be used to uniquely identify an individual.

If we must retain information for longer (for example, due to legal requirements or dispute resolution), we will do so as required and, where appropriate, notify users. If information is stored in backups, it may be retained until backups are rotated, and it will be isolated from active use where feasible.

This retention section describes RACCS LLC’s practices only. It does not govern retention by resort properties, HOAs, travel agencies, channel managers, or rental management companies that use the RACCS platform.

8. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encrypted connections (HTTPS), secure servers, firewalls, and role-based access controls. Access to personal information is limited to employees and contractors with a need to know, who are bound by confidentiality obligations.

Despite our efforts, no method of transmission over the Internet or method of electronic storage is completely secure. Therefore, we cannot guarantee absolute security.

9. Children’s Privacy

Neither the App nor Site is directed to children. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

If you believe we have collected information from a child, please contact us at security@raccs360.com.

10. Your Privacy Rights and Choices

Depending on where you live and the nature of our relationship with you, you may have certain rights regarding your personal information. These rights may include the right to request access, correction, deletion, and information about how we use and share data.

10.1 Requests to Access, Correct, or Delete Data

You may request access to, correction of, or deletion of your personal information by contacting raccs.security@raccs360.com. We may need to verify your identity before fulfilling certain requests.

10.2 Communications Preferences

If you receive optional communications from us, you may opt out by following unsubscribe instructions (if provided) or by contacting us. Even if you opt out of optional communications, we may still send service-related messages necessary to operate your account or provide the services.

10.3 Consent Withdrawal (Where Applicable)

If we rely on your consent to process personal information for a specific purpose, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before your consent was withdrawn.

11. Do Not Track Signals

Some browsers offer a Do Not Track (DNT) signal. Because there is no consistent industry standard for recognizing and implementing DNT, the Site does not currently respond to DNT signals. We do not use personal information for behavioral advertising.

12. International Visitors

The Site is intended for use within the United States. If you access the Site from outside the U.S., you understand that your information may be processed and stored in the U.S., where data protection laws may differ from those in your jurisdiction.

13. Colorado and California Privacy Notices

Colorado: We follow good‑faith privacy practices. California: residents may request disclosures.


13.1 Colorado Notice

Although RACCS LLC may not be subject to the Colorado Privacy Act based on size and scope, we follow good-faith privacy practices to safeguard personal information.

13.2 California Notice

If you are a California resident, you may have additional rights under California privacy laws. California residents may request information about our disclosure of personal information to third parties for direct marketing purposes, if any, in accordance with applicable law. To make a request, contact raccs.security@raccs360.com.

13.3 EEA/UK Notice (If Applicable)

If you are located in the European Economic Area (EEA) or the United Kingdom, you may have rights under applicable data protection laws, including the right to access, correct, erase, restrict processing, object to processing, and (where applicable) data portability. You may also have the right to lodge a complaint with your local data protection authority.

14. Data Breach Procedure

In the event of a suspected or confirmed data breach, we will investigate promptly and take appropriate remedial action. We will notify affected users and/or regulators as required by applicable law.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date above. If changes are material, we may provide notice through the Site or by email, as appropriate. We encourage you to review this Policy periodically.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact the RACCS Security Officer at raccs.security@raccs360.com.