1. Introduction
ParkWest Hafen operates the mountain condo rental desk described on this website, and that work involves handling personal information with care. This Privacy Policy explains what information we collect when you visit our website, call our desk, send an email or book a condo, how we use that information, and the choices that are available to you. We have written it in plain language because a privacy notice is only useful when a guest can understand it without a lawyer at the elbow.
The rental business is operated by Parkwest Hafen Holdings, LLC, a company located at 2815 E Wanda Way, Holladay - 84117-4645, United States (US). Throughout this policy the words we, us and our refer to that company, and the words you and your refer to any person who visits the website, contacts the desk or stays in a condo that we manage. The developer name ParkWest Hafen is recorded here at the request of the operating team so that guests and reviewers can identify the person responsible for the technical build of this website. The operating company remains Parkwest Hafen Holdings, LLC.
We do not sell personal information, we do not rent guest lists and we do not build advertising profiles from the people who stay with us. The information we hold exists to arrange a booking, run a safe and comfortable stay, keep our books and answer questions. If you read nothing else in this policy, that single sentence captures the spirit of it.
In short: we collect only what a rental desk genuinely needs, we keep it for as long as the law and good bookkeeping require, and we do not trade it.
2. Who We Are
Parkwest Hafen Holdings, LLC is a computer systems and property services company that manages a small collection of mountain condos around Holladay and the canyons above the Salt Lake Valley. Our registered business address is 2815 E Wanda Way, Holladay - 84117-4645, United States (US). The desk telephone number is +17348492036 and the rental email address is rentals@rdfutahcondos.lat.
For the purposes of data protection law, Parkwest Hafen Holdings, LLC is the controller of the personal information described in this policy. That means the company decides why information is collected and how it is used, and the company is accountable for answering your questions about it. Where a payment processor or a booking platform acts on our instruction, that organisation is a processor and is bound by a written agreement that limits its use of your information.
If you have a question about this policy or about the information we hold, you can write to the address above, email rentals@rdfutahcondos.lat or call +17348492036 during office hours. We aim to respond to every privacy question within thirty days.
3. Scope of This Policy
This policy applies to the website at rdfutahcondos.lat, to enquiries made by email, telephone or in person at the Holladay counter, and to the information we collect in the course of arranging and servicing a condo rental. It also covers information we receive from owners who ask us to manage a condo and from suppliers who support a stay.
This policy does not apply to third party websites that you reach through a link on our pages, nor to services provided directly by a hotel, a ski school, a rental shop or any other business that we mention as a convenience. Those organisations have their own privacy notices, and we encourage you to read them before sharing information. We also do not control how a booking channel that you choose independently handles your data.
4. Information We Collect
The information a rental desk collects is limited and practical. We group it into the categories below so that you can see exactly what is involved.
Information you give us directly
- Your name, and the names of guests travelling with you.
- Your postal address, email address and telephone number.
- The dates of your stay, the number of guests and any preferences you express.
- Correspondence with the desk, including emails, messages and notes taken during a call.
- Payment details where a card or bank transfer is used, handled through a payment processor rather than stored by us.
- Information about a vehicle where a parking pass is needed.
- Information about a pet where a pet friendly unit has been agreed.
- Accessibility or mobility requirements that affect which condo is suitable.
- Identity documents where the law or a payment provider requires verification.
Information created during a stay
- Arrival and departure times, key issue and key return records.
- Service requests, maintenance reports and notes from a property walk through.
- Records of any incident, complaint or damage report.
- A copy of the arrival card and the guest register entry.
Information collected automatically
- The internet protocol address of the device that loads a page.
- The browser type, operating system and screen size reported by that device.
- The pages viewed, the date and time of the visit and the referring page.
- Basic server logs used for security, diagnostics and fraud prevention.
We do not ask for information that a booking does not require. We do not request social security numbers, passport scans or medical records unless a legal obligation or a specific service, such as an accessible unit request, makes it necessary. Where we do need something sensitive, we explain the reason in writing at the time of the request.
5. How We Collect Information
Most information reaches us because you provide it. You might complete the contact form on this website, which prepares an email in your own mail application rather than transmitting the content to a server we operate. You might send an email to rentals@rdfutahcondos.lat, call +17348492036, or speak with a member of the team at the counter on 2815 E Wanda Way.
A smaller part of the information is created by the booking process itself. When a reservation is confirmed, the desk creates a guest register entry, an arrival card and a key drawer note. Those records are part of running the business and are retained in line with the retention section below.
Some information is collected automatically by the web server that hosts this site. The server records the address of the requesting device, the resource requested and the outcome of that request. These logs are used to detect abuse, diagnose faults and confirm that the site is available. They are not used to build profiles of individual visitors and they are not combined with booking records.
We may also receive information from an owner, a booking partner or a payment provider. For example, a payment processor will confirm that a deposit has been received without sharing the full card number with us, and an owner may pass on a note about a preferred arrival time for a returning guest.
6. Why We Use Information
We use personal information for the following purposes, each of which is tied to the operation of a rental desk rather than to advertising.
- To answer an enquiry, prepare a quotation and confirm a reservation.
- To allocate the right condo to the right group on the unit map board.
- To issue keys, parking passes and arrival instructions.
- To support a guest during a stay, including maintenance and concierge requests.
- To process payments, refunds and deposits.
- To keep accounting, tax and legal records.
- To arrange cleaning, laundry and property care between stays.
- To communicate changes that affect a booking, such as a road closure or a weather warning.
- To protect the safety of guests, staff, neighbours and property.
- To prevent fraud, abuse and unauthorised access to our systems.
- To improve the website and the service we offer, using aggregated information rather than individual profiles.
We do not use your information to make automated decisions that have a legal or similarly significant effect on you. A booking is reviewed by a person at the desk before it is confirmed, and any refusal of a booking is explained in writing.
7. Legal Bases for Processing
Where data protection law requires a legal basis for processing, we rely on one of the following. The performance of a contract applies where processing is necessary to provide a stay that you have booked. Legitimate interests apply where processing supports the safe and efficient running of the business and does not override your rights. Legal obligation applies where we must keep records for tax, accounting or regulatory reasons. Consent applies where we ask you directly, for example before sending an optional newsletter.
When we rely on legitimate interests, we consider what is necessary, what you would reasonably expect and whether there is a less intrusive way to achieve the same result. A rental desk has a clear interest in knowing who is staying, which key was issued and how to reach a guest in an emergency. A marketing list has a much weaker claim on your information, which is why we ask for consent before adding anyone to one.
Where you have given consent, you may withdraw it at any time by writing to rentals@rdfutahcondos.lat. Withdrawal does not affect processing that took place before the request, nor does it affect processing that relies on another legal basis.
9. Payment and Booking Information
Card payments are processed by a regulated payment provider. We receive a confirmation that a payment succeeded, the last four digits of the card, the card type and the amount, but we do not store the full card number or the security code in our systems. Bank transfers are recorded in our accounting software with the reference number supplied by the bank.
Deposits and refunds are handled through the same provider. Where a refund is due, we issue it to the original payment method unless you ask us in writing to use another method that the provider supports. We keep a record of every transaction so that a guest can query an amount and so that our books reconcile at the end of the year.
Identity verification may be requested by a payment provider for a large or unusual transaction. That verification is carried out by the provider under its own privacy notice. We only receive the outcome, such as a confirmation that the check passed, rather than the underlying documents.
11. Service Providers
A service provider is an organisation that processes information on our behalf. Before we engage one, we check that it has appropriate security measures, that it will use the information only for the agreed purpose and that it will return or delete the information when the relationship ends. We keep a written record of each provider and the service it supplies.
The main providers are the web host that serves this site, the email service that receives messages sent to rentals@rdfutahcondos.lat, the payment processor, and the cleaning and laundry contractors who support property care. Some of these providers may process information in the United States, which is where our business is located. Where a provider processes information elsewhere, we rely on appropriate contractual safeguards and we will tell you about the mechanism if you ask.
We review provider security at least once a year and immediately after any reported incident. If a provider cannot meet our standard, we replace it rather than accept the risk.
12. How Long We Keep Information
We keep information only for as long as it is needed for the purpose it was collected, plus any period required by law. The schedule below reflects how the desk actually works.
- Enquiries that do not become bookings are kept for twelve months and then deleted.
- Booking records, including the guest register and arrival card, are kept for seven years to meet tax and accounting requirements.
- Payment records are kept for seven years in line with financial record keeping rules.
- Maintenance and incident records are kept for seven years, or longer where an insurance claim is open.
- Key issue and return records are kept for two years, then summarised.
- Server logs are kept for ninety days and then discarded.
- Marketing consent records are kept until consent is withdrawn, plus a short period to evidence the withdrawal.
When a retention period ends, information is deleted or anonymised. Paper records, including the guest register pages that are printed at the counter, are shredded by a secure disposal service. Backups are cycled out on a rolling schedule, so a deletion may take a short time to reach every copy.
13. How We Protect Information
We use a set of practical controls to protect the information we hold. Access to booking records is limited to the staff who need it to run a stay. The guest register and the key drawer log are kept in a locked cabinet when the desk is closed. Passwords for the booking system and the email account are long, unique and stored in a password manager. Devices that access the system require a screen lock and current security updates.
The website is served over an encrypted connection. Messages sent through the contact form are prepared in your own email application rather than stored on a web server, which reduces the number of places where information could be exposed. We keep the software that runs the site up to date and remove components that are no longer maintained.
No system is perfect. If a security incident affects your information, we will notify you and the relevant authority as required by law, and we will explain what happened, what we have done and what you can do. If you suspect that your information has been misused, contact the desk immediately on +17348492036 so that we can investigate without delay.
14. Your Privacy Rights
Depending on where you live, you may have the following rights in relation to your personal information. We honour these rights for all guests regardless of location, because a clear process is easier to run than a set of regional exceptions.
- The right to know what information we hold about you and to receive a copy.
- The right to correct information that is inaccurate or incomplete.
- The right to ask us to delete information, where no legal obligation requires us to keep it.
- The right to restrict or object to certain processing.
- The right to receive information in a portable format.
- The right to withdraw consent where processing relies on consent.
- The right not to be discriminated against for exercising a privacy right.
To make a request, write to rentals@rdfutahcondos.lat with the subject line Privacy request, or send a letter to 2815 E Wanda Way, Holladay - 84117-4645, United States (US). We will need to verify your identity before releasing information, usually by confirming the email address or telephone number on the booking. We respond within thirty days and will tell you if we need more time and why.
If you are not satisfied with our response, you may complain to the data protection authority in your jurisdiction. We would appreciate the chance to resolve the matter first, so please contact the desk before escalating.
15. Privacy for Children
Our website and rental service are intended for adults who are able to enter into a booking agreement. We do not knowingly collect information from children under the age of thirteen, and we do not direct advertising to children. A parent or guardian may include the names and ages of children travelling in a group so that the desk can prepare the condo appropriately, for example with a cot or a bed rail.
Where we learn that information about a child has been collected without appropriate consent, we will delete it promptly. A parent or guardian who wishes to review or remove information about a child may contact the desk using the details in this policy. We will ask for reasonable evidence of the relationship before acting on the request.
16. Email and Marketing Communications
We send transactional email in the course of a booking, including confirmations, arrival instructions, receipts and any notice that affects a stay. These messages are part of the service and are not marketing. You cannot opt out of them while a booking is active, but you can ask us to use a different channel where that is practical.
Marketing email, such as a seasonal note about winter booking opening, is sent only to people who have asked to receive it. Every marketing message includes a simple way to unsubscribe, and the request is actioned promptly. We do not buy email lists and we do not add a guest to a marketing list because they made a booking.
Email is not a secure medium. Please do not send a full card number, a passport scan or a medical document by email. If we need a sensitive document, we will arrange a safer method. Messages sent to the desk are read by the team and retained in line with the retention schedule above.
17. Third Party Websites
Our pages may link to a trail map, a local trailhead resource, a ski rental shop, a road condition service or another site that we think a guest will find useful. Those links are provided as a convenience. We do not control the content or the privacy practices of those sites, and a link is not an endorsement of their practices.
If you follow a link, the organisation behind that site may collect information about you under its own policy. We encourage you to read the privacy notice of any site before sharing personal information. If you believe a link on our site points to something unsafe, please tell the desk so that we can review it.
18. Changes to This Policy
We review this policy at least once a year and whenever we change the way we handle information. When a change is material, we will update the date at the top of the page and, where we hold an email address for an active booking, send a short notice explaining what changed. Minor corrections, such as a clarified sentence or an updated provider name, may be made without a separate notice.
The version published on this page is the current version and replaces any earlier version. We keep a record of previous versions so that a guest can see what applied at the time of a stay. If you would like a copy of an earlier version, contact the desk and we will provide it.
19. How to Contact Us
For any question about this Privacy Policy, the information we hold or a request to exercise a right, please use the details below.
Parkwest Hafen Holdings, LLC
2815 E Wanda Way
Holladay - 84117-4645
United States (US)
Email: rentals@rdfutahcondos.lat
Telephone: +17348492036
The desk is open Monday to Thursday from 9:00 to 17:00, Friday from 9:00 to 16:00 and Saturday from 10:00 to 14:00. Messages received outside those hours are read on the next working day. If your matter concerns a booking that is currently active, please call rather than email so that we can respond the same day.
This policy was last updated on 19 October 2026 and applies to the website at rdfutahcondos.lat and to the rental desk operated by Parkwest Hafen Holdings, LLC at 2815 E Wanda Way, Holladay - 84117-4645, United States (US).