STRATAPMS PRIVACY POLICY
Effective: October 11, 2026
StrataPMS is made by DCV Systems, LLC, an Oregon company ("DCV Systems," "we," "us"). This policy explains what personal information we collect through our website, stratapms.com, and through the StrataPMS service, how we use it, and the choices you have. We do not sell personal information, and we do not use it for advertising.
1. Two Different Roles
When we decide how information is used. For our website, early-access sign-ups, customer accounts, billing and support, we decide what we collect and why. This policy covers that information fully.
When we process information for a park. RV parks and campgrounds ("parks") use StrataPMS to run their business, including their guests' reservations and payments. For that guest information, the park decides what is collected and why, and we process it on the park's behalf under our agreement with the park and its Data Processing Addendum. If you are a guest of a park that uses StrataPMS, the park's own privacy notice applies, and questions about your information should go to the park. Section 5 explains how we handle guest information for parks.
2. Information We Collect
Website visitors. When your browser loads stratapms.com, our website host, Netlify, receives basic technical details such as your IP address, browser type and the page requested. We do not use these details to identify you or follow you around the web. The website uses no cookies, advertising trackers or analytics.
Early-access sign-ups. Through our sign-up form you send us your park's name, your name and your work email, and, if you choose, your phone number, number of sites, current system and a note.
Demo visitors. To start your own copy of our demo park at demo.stratapms.com, you give us your name and email and agree to the demo terms. We also record the internet address you used, the time, and whether you ticked "Keep me posted". We use these to give you your own demo, email you the link back to it, stop misuse, and keep a record that you agreed to the terms. Everything in the demo park is made up, so please don't enter real guest, card or personal details there. If you tick "Keep me posted", we may email you occasional news about StrataPMS, and you can ask us to stop at any time.
Emails and support requests. If you contact us, we receive your email address and what you write.
Customer accounts and staff users. When a park subscribes, we collect the park's business details and billing contact, and each staff user's name, email, role and sign-in information. Passwords are stored only as secure one-way hashes. Authenticator secrets are encrypted. If a user chooses to have a computer remembered, we store a record of that computer and its browser description.
Billing. Subscription payments to us are handled by our billing provider. We receive only the payment status, the card type and its last four digits, never the full card number.
Use of the service. We record technical and security information about how the service is used, such as sign-ins, sign-in alerts, errors and actions taken in the app, to keep it secure and working.
AI helpers. StrataPMS includes AI helpers for staff, and a booking guide that guests can chat with on a park's booking page. When a staff user chats with or speaks to a helper, or a guest types to the booking guide, we process the messages, and for voice, the audio, its transcript and the helper's spoken reply, to produce the answer. To answer, a helper may look up park records that the person asking is allowed to see, such as guest names, contact details, vehicle details, stays and notes, and send them to an AI provider as part of the request. Card numbers, security codes, passwords, access codes and bank account numbers are screened out before anything is sent. A helper may remember notes for an individual user, encrypted with that user's own key, to be more useful to them.
3. How We Use It
We use personal information to: provide, secure and support StrataPMS; set up accounts and tell early-access sign-ups when access opens; answer questions; bill for subscriptions; send service and security notices; prevent fraud and abuse; improve the service using de-identified and aggregated information; and meet legal obligations.
4. Cookies and Similar Technologies
The website uses no cookies. It keeps two small notes in your browser's local storage (whether you paused the site's motion, and the email you signed up with on that device), which never leave your device.
The StrataPMS app uses cookies that are strictly necessary to sign you in, keep your session secure and, if you choose, remember your computer for up to 30 days. We do not use advertising or cross-site tracking cookies. The demo uses the same kind of strictly necessary cookies to let you into your own demo and keep you there until it ends.
5. Guest Information We Process for Parks
Parks use StrataPMS to store guest information such as names, contact details, billing addresses, emergency contacts, party size, pets, vehicle and RV details, stay history, notes and payment records. For these records:
- we process them only on the park's instructions, to provide StrataPMS to that park;
- each park's records are kept in a separate database;
- card numbers are entered into the payment processor's secure fields (for example, Stripe) and go straight to the processor. StrataPMS stores only a token and the card's last four digits;
- our AI helpers are designed to block card numbers, security codes, passwords, gate or door codes, and bank account numbers from being sent to an AI provider; and
- we do not use guest information for our own marketing or sell it.
6. Who We Share It With
We share personal information only with service providers that help us run StrataPMS, under contracts that limit their use of it: hosting (Hetzner, in the United States), off-site backup storage (Backblaze, which holds only encrypted copies), email delivery (Postmark), website hosting (Netlify), AI providers for the helpers (xAI for chat and the booking guide; Anthropic when a park chooses Claude; Google for helper voice and, when a park turns it on, driving directions), and the other providers named in our Subprocessor List at stratapms.com. We send information to AI providers only to produce the answer, and only under terms that do not let them train their models on it. When a park connects its own payment processor, email server or other service, information flows to that service on the park's instructions.
We may also disclose information if the law requires it, such as under a valid court order; to protect the rights, safety and security of our customers, users and the public; or to a successor if our business is sold or merged, under this policy's protections.
7. How Long We Keep It
- Early-access sign-ups: 60 days, unless the park's account opens.
- Demo visitors: your demo copy is deleted after 7 days. Your sign-up details, including your internet address, are deleted after 60 days. Your name, email, the time you agreed and the versions of the terms you agreed to are kept for 2 years as a record of the agreement. If you ticked "Keep me posted", we keep your email until you ask us to stop. Backup copies are deleted within 100 days after that.
- Trial accounts: deleted 60 days after the trial ends unless the park subscribes.
- Emails and support records: 12 months.
- Security logs, helper conversations and voice transcripts: 12 months, unless the park deletes them sooner.
- Customer account and guest records: for as long as the park subscribes. After a subscription ends, we make an export available for 30 days, then delete the park's data within 60 days, except for copies in backups, which are deleted within 100 days after that, and records the law requires us to keep.
- Billing records: as long as tax and accounting law requires.
8. Your Choices and Rights
You can ask us to tell you what personal information we have about you, give you a copy, or correct it. You can ask us to delete information we hold for our own purposes, such as an early-access sign-up or an email to support, and we will unless we must keep it for a reason the law allows. Park records are different: StrataPMS keeps guest and staff records in an append-only ledger and does not delete individual records. A park can correct a record and limit who sees it. Email privacy@stratapms.com. We may ask you to confirm your identity, usually by writing from the email address we have on file. We will not treat you differently for asking. If you are not satisfied with our answer, you may reply to ask us to reconsider, and you may contact the attorney general in your state.
If your request is about guest information held by a park, we will pass it to the park, which decides how to respond, and help the park as its agreement with us requires.
You can stop our non-essential emails at any time with the unsubscribe link or by emailing us.
9. Security
We protect information with measures that include encrypted connections (HTTPS) everywhere, separate databases for each park, encryption of sensitive secrets, role-based permissions, multi-factor sign-in options, and restricted server access. Our Security Overview describes these measures. No system is perfectly secure, so we cannot guarantee that information will never be accessed without permission. If a breach affects your personal information, we will notify you or the park as the law requires.
10. Where Information Is Stored
StrataPMS is hosted in the United States. If you use it from another country, your information is transferred to and processed in the United States.
11. Children
StrataPMS and our website are for businesses. They are not meant for children, and we do not knowingly collect information from children under 13 for our own purposes. A park may record the number of children in a guest's party. If you think a child has sent us personal information, email privacy@stratapms.com and we will delete what we hold for our own purposes, such as an early-access sign-up or an email to support. Park records are handled as Section 8 describes.
12. Changes
If we change this policy, we will post the new version at stratapms.com and update the effective date. If a change is material, we will tell customers by email before it takes effect.
13. Contact
Privacy questions and requests: privacy@stratapms.com · Everything else: hello@stratapms.com
DCV Systems, LLC · 915 SW Rimrock Way, Suite 201-172, Redmond, OR 97756