Privacy Policy

Last updated: August 26, 2026

This Privacy Policy explains how Co-Pilot Industries Ltd. ("Guest Portal," "we," "us," or "our") may collect, use, share, and protect personal information when you use Guest Portal websites, applications, software, and services.

1. Information We May Collect

Account Information

We may collect name, email address, organization name, password-authentication information, account settings, security settings, and similar information.

Property, Unit, Community, And Guide Information

We may collect property names, unit names, portal addresses, locations, time zones, welcome guide content, house rules, HOA or community rules, property instructions, access notes, and related owner-provided or manager-provided content.

Reservation And Guest Information

Owners or managers may enter guest names, guest email addresses, stay dates, reservation details, verification status, acknowledgement records, guest-entered acknowledgement names, portal activity, and related stay information.

Access Information

Owner-managed access details may be stored and displayed through the Service. Owners and managers are responsible for deciding what access information to provide and when to update, withhold, or remove it.

Email And Delivery Information

The Service may process email addresses to send account verification, password recovery, guest invitations, one-time codes, acknowledgements, and related transactional messages. Delivery records may include message type, provider status, provider identifiers, recipient-domain information, and keyed recipient references without storing full message bodies, subjects, invitation links, or OTP codes in those records.

Billing Information

If paid plans are offered, billing details, subscription status, transaction records, payment method references, and tax-related information may be processed by Guest Portal or third-party payment processors.

Usage, Device, And Security Information

We may collect IP address, browser type, device information, operating system, pages viewed, referring URLs, timestamps, log data, rate-limit information, audit events, and interactions with the Service.

Communications

We may collect support requests, feedback, survey responses, and other communications you send to us.

If you ask about early access through a form on our website, we collect the details you choose to provide, which may include your name, email address, telephone number, company or management-company name, the approximate number of properties you operate, the booking channels and property-management software you use, what you would like the Service to help with, and which page you came from. We use this to reply to you and to understand who is asking. Submitting such a form does not create an account and is not a purchase.

2. How We May Use Information

We may use personal information to:

• Provide, operate, secure, and maintain the Service
• Create and display welcome guides and stay portals
• Authenticate owners and managers
• Verify guest access
• Send account, invitation, one-time code, acknowledgement, and support emails
• Record guest acknowledgements and related evidence
• Display owner-managed access details when configured conditions are met
• Process payments and manage subscriptions if paid plans are offered
• Monitor, debug, measure, and improve the Service
• Detect, prevent, and investigate fraud, abuse, misuse, and security incidents
• Comply with legal obligations and enforce agreements

3. How We May Share Information

We may share information:

• With guests or users as directed by owners or managers through the Service
• With service providers that help us host, operate, secure, support, analyze, or improve the Service
• With email providers to send transactional messages
• With payment processors if paid plans are offered
• With professional advisors such as lawyers, accountants, auditors, and insurers
• In connection with a merger, acquisition, financing, restructuring, or sale of assets
• To comply with law, legal process, or valid government requests
• To protect rights, safety, security, and integrity of Guest Portal, users, guests, properties, communities, or others
• With your consent or at your direction

We do not sell personal information in the ordinary sense of exchanging it for money.

4. Owners, Managers, And Guests

Owners and authorized managers decide much of the guest information entered into the Service and what information is shown to guests. For some privacy laws, Guest Portal may act as a service provider or processor for owner-provided or manager-provided guest data.

Guests should contact the property owner, operator, or community manager for questions about booking details, refunds, stay content, rules, access instructions, property conditions, community rules, or controller-managed guest data.

5. Cookies And Similar Technologies

We may use cookies, local storage, and similar technologies to operate the Service, keep users signed in, maintain guest sessions, remember settings, improve performance, and support security.

See the Cookie Policy below for more information.

6. Data Retention

We retain personal information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, maintain security, preserve evidence records, and support backups or audit records.

Retention periods may vary based on account status, type of information, legal requirements, operational needs, and whether information is part of an acknowledgement, access-release, audit, or security record.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. However, no system or transmission is completely secure. Users should use strong passwords, restrict account access, and avoid publishing unnecessary sensitive information.

8. International Use

The Service may be operated from or use service providers in jurisdictions different from where you live or where a property is located. Personal information may be transferred to and processed in other jurisdictions, subject to applicable law.

9. Privacy Rights

Depending on your location, you may have rights to access, correct, delete, restrict, object to processing, or receive a copy of certain personal information.

To exercise privacy rights, contact us using the details below. We may need to verify your identity and may direct guest requests to the relevant owner or manager where appropriate.

10. Children's Privacy

The Service is not directed to children under 13 or the minimum age required by applicable law. We do not knowingly collect personal information directly from children. If you believe a child provided personal information to us, contact us.

11. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for third-party privacy practices, content, or security.

12. Changes To This Policy

We may update this Privacy Policy from time to time. The updated version will be posted with a new "Last updated" date. If required by law, we will provide additional notice.

13. Contact

Privacy questions may be sent to:

Co-Pilot Industries Ltd. #133 - A33771 George Ferguson Way, Abbotsford, BC, V2S 2M5 [email protected]