Privacy Policy

When you use this portal, we may collect the following:

• Email address— the address you enter in the registration form.
• Reservation details— your first name and Airbnb confirmation code, retrieved from our property management system based on the link you opened. You do not enter these yourself.
• Technical identifiers— your IP address and browser user-agent string. We store only short, irreversible hashes of these values, not the originals.

We do not use cookies, analytics trackers, or advertising pixels on this portal.

• Reservation communications— your email is saved to our property management system (Track PMS) so we can send you information about your stay, such as check-in instructions and property details.
• Abuse prevention— hashed IP and browser information are used for rate limiting and to detect misuse. These hashes cannot be reversed to recover your original IP address or browser details.
• Submission records— we keep a record of each email submission (including the email, reservation reference, and hashed technical identifiers) for operational and troubleshooting purposes.

We do not sell your personal information or use it for marketing unrelated to your reservation.

Your information is processed and stored using the following services:

• Track PMS— our property management platform, where your email is stored as the contact address for your reservation.
• Google Cloud (Firebase/Firestore)— where submission records are stored.
• Upstash Redis— used for rate-limiting counters only. No personal information is stored in plain text; only hashed identifiers are used as keys.

Your email remains in our property management system for as long as we need it to communicate with you about current or past reservations. Submission records in Firestore are retained indefinitely for operational reference but may be deleted upon request.

• Access or correction— you can ask us what information we hold about you or request a correction.
• Deletion— you can ask us to delete your submission records and remove your email from our systems.

To make any of these requests, contact us at oceanreef@oceanreefresorts.com.

This portal loads fonts from Google Fonts, which means your browser makes a request to Google’s servers when the page loads. Google’s privacy policy applies to that request. No other third-party scripts or trackers are loaded.

We use HTTPS encryption for all connections, strict content security policies, and server-side validation of all inputs. IP addresses and browser identifiers are hashed before storage. Access to our property management system is protected by authenticated API credentials.

If we make meaningful changes, we will update the “Last updated” date at the top of this page. Continued use of the portal after changes constitutes acceptance of the updated policy.

If you have questions about this privacy policy or how we handle your data, reach out at oceanreef@oceanreefresorts.com.