Privacy Policy

1. Who we are

Black Orchid Oasis Ltd operates the private beachfront villa Black Orchid Oasis at Secret Beach, Parcel 8647, San Pedro, Ambergris Caye, Belize (“we,” “us,” or “the Villa”). We are the controller of the personal information described in this policy.

2. Information we collect

We collect information you provide directly when you complete our “Curate Your Stay” pre-arrival form, contact us, or place an order, including:

• Contact details — your name, email address, and phone/WhatsApp number.
• Stay details — arrival and departure dates and how you heard about us.
• Order details — the meals, beverages, and experiences you select, headcount, and the cardholder name.
• Health and dietary information you choose to share — allergies, dietary restrictions, or medical notes relevant to your stay.
• Payment information — processed directly by Stripe. We do not receive or store your full card number, expiry, or security code; we receive only a confirmation of payment and a secure token to settle authorized onsite charges.

We also automatically collect limited technical and usage data (such as device, browser, and pages viewed) through analytics cookies, as described below.

3. How we use your information

• To process and confirm your orders and payments, and to email you a copy of your confirmation.
• To prepare for and provide your stay, including catering to dietary needs and allergies.
• To communicate with you about your booking, order, or questions.
• To settle authorized onsite charges and recover costs for damage, as set out in our Terms of Service.
• To operate, secure, and improve our website.
• To comply with legal, tax, and accounting obligations.

4. How we share your information

We do not sell your personal information. We share it only with service providers who help us run the villa and this website, and only as needed:

• Stripe — payment processing. See the Stripe Privacy Policy.
• Google — Google Analytics (website usage) and Google Workspace / Apps Script (to send and log your confirmation). See the Google Privacy Policy.
• HostBuddy — the AI chat assistant on our website, if you choose to use it.
• Our villa staff and trusted contractors — only the details needed to prepare and deliver your stay.
• Authorities or advisors — where required by law or to establish, exercise, or defend legal claims.

5. Cookies & analytics

We use Google Analytics to understand how visitors use our website. These cookies collect aggregated, mostly de-identified usage data. You can block or delete cookies in your browser settings, and you may opt out of Google Analytics using Google’s opt-out browser add-on.

6. International transfers

Some of our service providers (such as Stripe and Google) process data on servers located in the United States and other countries. Where we transfer your information internationally, we rely on these providers’ safeguards and applicable contractual protections.

7. Data retention

We keep your information for as long as needed to provide your stay, meet our legal, tax, and accounting obligations, and resolve any disputes. Order and payment records are typically retained for the period required by Belize tax law. When information is no longer needed, we delete or anonymize it.

8. Your choices & rights

You may ask us to access, correct, or delete the personal information we hold about you, or to stop sending you non-essential communications. To make a request, contact us using the details below. We will respond within a reasonable time and in accordance with applicable law.

9. Security

We use reasonable technical and organizational measures to protect your information, and we rely on Stripe’s PCI-compliant infrastructure for payment data. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

10. Children

Our website and services are intended for adults making travel arrangements. We do not knowingly collect personal information directly from children. Where a booking includes minors, the lead guest provides their information on their behalf.

11. Changes to this policy

We may update this Privacy Policy from time to time. The “last updated” date above shows when it was most recently revised. Significant changes will be reflected on this page.

12. Contact us

For any privacy question or request, contact Black Orchid Oasis Ltd at owner@theblackorchidoasis.com or via WhatsApp at +1 (206) 948-9731.