Privacy Policy
Effective date: [Launch date], 2026. Last updated: [Launch date], 2026.
Who We Are and What This Policy Covers
Duchamp Healdsburg is owned and operated by Healdsburg Hospitality Group LLC, doing business as Duchamp Healdsburg ("Duchamp," "we," "our"), at 421 Foss Street, Healdsburg, California 95448. This policy explains what information we collect when you visit duchamphotel.com, reserve a suite, stay or attend an event at the hotel, or contact us; how we use, share, and protect it; how long we keep it; and the rights and choices available to you. We collect only what we need to welcome you well, and we do not sell or rent your personal information to anyone.
This policy does not cover third-party websites we link to, including restaurants, wineries, and experience partners, which have their own privacy policies. It also does not cover information we collect from job applicants or employees. [Confirm with counsel whether a separate applicant and employee notice is needed.]
Information We Collect
Information you give us: your name, email address, mailing address, and telephone number; reservation details such as arrival and departure dates, suite preferences, occupancy, and special requests; the names of additional guests on your reservation; payment card information, which is collected and processed by our payment processor, Authorize.net, and is not stored on our website; government-issued identification presented at check-in, as required by our terms; accessibility needs, dietary preferences, or accommodation requests you choose to share; vehicle make, color, and license plate for our onsite parking lot; event details you provide when planning a wedding, event, or group stay; messages you send us by email, telephone, text, or our contact and newsletter forms; and reviews or comments you provide, including written guest cards, which we may publish on our website without your name, with your permission.
Information collected automatically on our website: your device type, browser, operating system, IP address and the approximate location derived from it, the pages you view and links you use, the date and time of your visit, and the website that referred you. Some of this comes from server logs needed to operate and secure the site. The rest is collected only through the cookies and similar technologies described below, and only with your consent.
Information collected at the property: video, without audio, recorded by security cameras in exterior and public areas of the property, including the parking lot, used for the safety and security of guests, staff, and property. If you use our guest Wi-Fi, we collect the technical information needed to provide the connection. [Confirm with the developer and IT what the Wi-Fi system logs.]
Information from others: reservation details from travel advisors, online travel agencies such as Expedia and Booking.com, and event or group organizers who book on your behalf; and confirmation of card transactions from our payment processor.
Sensitive Personal Information
Some of what we collect is considered sensitive under California law, such as the identification presented at check-in and any accessibility or dietary information you choose to share. We use and disclose sensitive personal information only as reasonably necessary to provide the services you request, to ensure safety and security, and as otherwise permitted by California law. We do not use it to infer characteristics about you, and we do not sell or share it.
How We Use Information
To process, confirm, and manage your reservation, stay, or event; to communicate with you before, during, and after your visit; to arrange services you request, such as tastings, dining reservations, in-suite dining, and car service; to operate our onsite parking lot; to process payments and prevent fraud; to honor accessibility and accommodation requests; to send seasonal offers and news if you have subscribed, which you may stop at any time; to publish guest reviews with your permission; to maintain the safety and security of our guests, staff, website, and property; to comply with law, including tax, safety, and recordkeeping obligations; and to enforce our Guest Terms and Conditions.
How We Share Information
We share personal information only with the service providers who help us run the hotel, each bound to use it solely to provide services to us. As of the date above, these are: Cloudbeds, our reservation and property management platform, which operates our booking engine and guest messaging; our payment processor, Authorize.net; Constant Contact, our email marketing platform, and our messaging providers for confirmations and guest communications; our website hosting, security, and, with your consent, analytics providers [name after the developer's audit]; travel advisors, agencies, or organizers involved in your reservation, to the extent needed to manage it; and our professional advisors, such as attorneys, accountants, and insurers.
We also disclose information when required by law, court order, or government request; to protect the safety of guests, staff, or property; or in connection with a sale or reorganization of the business, in which case this policy continues to apply and you will be notified of any material change in how your information is handled. We do not sell or rent personal information, we do not share it for cross-context behavioral advertising, and we do not share it with third parties for their own marketing.
Cookies and Similar Technologies
When you first visit our website, a banner asks for your consent before any non-essential cookies, analytics, or similar technologies are used. Until you make a choice, only the essential cookies the site needs to function are active. No analytics or marketing technology is loaded before you consent. If you decline, the website continues to work fully. You can change your choice at any time using the Cookie Settings link at the bottom of every page. Accepting the banner also acknowledges our Terms of Service.
The categories we use: essential cookies, required for the site to function and to remember your cookie choice, which are always active; and, only with your consent, analytics cookies, which help us understand how visitors use the site so we can improve it. We do not use marketing or advertising cookies, advertising pixels, session recording, or remarketing tools. [Developer to confirm after the tracker audit, and to list each cookie by name, provider, purpose, and expiration here, following the format now standard on California hotel sites.]
With your consent, we expect to use: [Google Analytics, for site measurement only, with advertising features, Google Signals, and remarketing turned off. Confirm after audit.] Where a cookie is placed by a third party, that provider's own privacy policy also applies to it.
When you make a reservation, you use our booking engine, operated by Cloudbeds, which may use its own cookies under Cloudbeds' privacy policy. [Confirm how the booking engine is embedded or linked.]
Because there is no common industry standard for "Do Not Track" browser signals, our website does not respond to them. [If implemented by the developer: We honor Global Privacy Control signals as a request to opt out of any sale or sharing of personal information, which we do not engage in regardless.]
Text Messaging
With your consent at booking or on request, Duchamp Healdsburg sends service text messages about your reservation and stay, such as confirmations, arrival details, and replies to your requests, through our guest messaging platform. We do not send marketing texts. Message frequency varies with your stay. Message and data rates may apply. Reply STOP at any time to end messages and HELP for assistance, or contact us at the address below. Mobile numbers and texting consent are never shared with third parties or affiliates for marketing or promotional purposes.
Your California Privacy Rights
If you are a California resident, you have the following rights, and we honor them:
- Right to know: to request the categories and specific pieces of personal information we have collected about you, where it came from, why we collected it, and the categories of parties we shared it with.
- Right to delete: to request deletion of the personal information we hold about you, subject to exceptions such as completing your reservation, security, and legal recordkeeping.
- Right to correct: to request that we correct inaccurate personal information.
- Right to opt out of sale or sharing: we do not sell personal information or share it for cross-context behavioral advertising, so there is nothing to opt out of; if that ever changed, we would provide the required opt-out first.
- Right to limit use of sensitive personal information: we already use it only as necessary to provide services, as described above.
- Right to portability: to receive a copy of the personal information you provided to us in a readily usable format.
- Right to non-discrimination: we will never deny you a stay, charge a different rate, or provide lesser service because you exercised any of these rights.
- Right to use an authorized agent: you may designate someone to make a request for you; we will verify your identity and the agent's authority.
- Right to appeal: if we decline a request, we will explain why, and you may appeal our decision by replying to our response.
Residents of other states with consumer privacy laws have comparable rights, and we honor those as well.
How to Make a Privacy Request
Email privacy@duchamphotel.com or call (707) 431-1300. Tell us who you are and what you are asking for. We will confirm receipt within 10 business days, verify your identity, and respond within 45 days; if we need more time, we will tell you why and when to expect our answer. Requests are free, up to twice in any 12-month period. Any information you give us to verify your identity is used only for that purpose.
How Long We Keep Information
We keep personal information only as long as needed for the purposes above and to meet legal, tax, and accounting requirements, then delete or de-identify it. As a guide: reservation, stay, and payment records are kept as long as tax and hospitality recordkeeping laws require; contact information used for marketing is kept no longer than 5 years after your last stay or interaction with us, unless you unsubscribe sooner; records of privacy requests are kept for 24 months; and information collected through cookies expires on the schedule stated for each cookie.
How We Protect Information
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encrypted connections, access limited to staff who need it, and PCI-compliant payment processing through Authorize.net. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affecting your personal information ever occurs, we will notify you and regulators as the law requires.
Children
Duchamp Healdsburg is an adults-only property for guests 21 and over. Our website is not directed to children, and we do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it.
Visitors from Outside the United States
Our website and services are operated from California. If you contact or book with us from another country, your information is transferred to and processed in the United States.
Disputes
Any dispute relating to this policy or your use of our website is governed by our Terms of Service, including its arbitration provisions and class action waiver. [Terms of Service page to be created with a JAMS arbitration clause, per counsel's recommendation.]
Changes to This Policy
We review this policy at least once every 12 months and update it as our practices or the law change. The dates at the top show when it took effect and was last revised. If we make material changes, we will post the updated policy here and notify email subscribers before the change takes effect.
Contact
Duchamp Healdsburg, 421 Foss Street, Healdsburg, CA 95448