VanCasa Privacy Policy

VanCasa is currently a U.S.-based service intended for use in the United States. If VanCasa later intentionally expands into other countries, additional privacy disclosures may apply.

This Privacy Policy should be read together with the VanCasa Terms of Service and Member & Site Policies.

1. Information We Collect

Account and identity information

When you create or maintain a VanCasa account, we may collect information such as your name, email address, authentication identifiers, contact information, account status, and other information reasonably needed to administer your account.

Authentication may be provided through third-party services such as Clerk and supported identity providers.

Membership information

We may maintain information about your membership tier, granted benefits, enrollment, accepted terms and policies, membership status, transfers where applicable, activation, suspension, termination, refund history, and related membership records.

Reservation and site-use information

When reservation functionality is available, we may collect information such as reservation dates, locations, assigned parking spaces, check-in and checkout information, guests, registered vehicles, and other information necessary to administer a stay.

Payment information

VanCasa and its payment providers may process information relating to purchases, payment methods, transaction amounts, payment status, refunds, disputes, fraud-prevention signals, and related financial activity.

VanCasa uses third-party payment providers such as Stripe and does not ordinarily receive or store complete payment-card numbers.

Where VanCasa requires a payment method to remain on file, VanCasa may maintain identifiers, status information, and other limited information associated with the payment method held by the payment provider.

Vehicle information

VanCasa may collect license-plate numbers, vehicle descriptions or types, and other information reasonably necessary to administer reservations, identify authorized vehicles, operate locations, investigate incidents, and protect people or property.

Cameras and license-plate recognition

Some VanCasa locations may use security cameras, automated license-plate recognition (“ALPR”), or similar technology.

These systems may collect:

• license-plate numbers;
• vehicle images;
• images or video of people or activities occurring within camera view;
• timestamps;
• location or site identifiers; and
• related security-event information.

VanCasa does not use facial-recognition technology to identify members or guests at launch.

Location information

VanCasa may collect information about locations you search for, select, view, or reserve.

If a VanCasa feature requests access to your device’s precise location, that information will be used only as reasonably necessary to provide the requested location-related feature and subject to your browser or device permissions.

VanCasa does not represent that it continuously tracks members’ precise device locations.

Website and device information

We may automatically receive technical information such as IP address, browser and device information, operating system, timestamps, referring pages or websites, security and diagnostic logs, and interactions with the VanCasa website or service.

Communications and support information

If you contact VanCasa, we may collect and retain the content of your communications and information reasonably necessary to respond, resolve issues, document incidents, administer transactions, or manage the customer relationship.

Property-owner, broker, vendor, and business-contact information

VanCasa may collect contact information and related business information from prospective property partners, owners, brokers, real-estate professionals, vendors, contractors, service providers, and other business contacts.

2. How We Use Information

VanCasa may use personal information to provide and administer the VanCasa Service; process payments and maintain financial records; operate and protect locations; provide customer support; send service communications; send marketing communications where legally permitted; improve and develop VanCasa; develop property and business relationships; detect fraud, abuse, and policy violations; comply with legal and regulatory obligations; protect legal rights; and support legitimate corporate transactions.

VanCasa may use aggregated or de-identified information for analytics, planning, operational, and business purposes.

If VanCasa later proposes to use personal information for a materially different purpose that is incompatible with the purpose for which the information was originally collected, VanCasa will provide additional notice or obtain consent where required by applicable law.

3. How We Share Information

VanCasa may share personal information with service providers performing functions such as authentication, payment processing, hosting, cloud infrastructure, mapping, communications, analytics, security, monitoring, customer support, and related technology or operational services. Important service providers may include companies such as Clerk, Stripe, Vercel, and Mapbox.

Information necessary to process payments, maintain payment methods, detect fraud, administer refunds or disputes, and comply with payment-network or financial requirements may be shared with payment processors, banks, card networks, and other financial-service providers.

VanCasa may exchange information with authentication or identity providers to register users, authenticate accounts, maintain secure sessions, and protect account security.

Information reasonably necessary to provide mapping, location search, directions, or similar functionality may be processed by third-party mapping or location-service providers.

Property owners and licensors do not receive general access to VanCasa member accounts, membership information, payment information, or the broader VanCasa reservation database merely because a VanCasa location is located on their property.

VanCasa may disclose limited information to a property partner when reasonably necessary for a specific property matter, safety issue, damage claim, insurance matter, legal requirement, emergency, or legitimate operational issue.

VanCasa may disclose information when reasonably believed necessary to comply with applicable law, valid legal process, court orders, legitimate governmental requests, emergencies, safety needs, insurance matters, or the work of professional advisers.

Information may also be disclosed as reasonably necessary in connection with financing, investment diligence, mergers, acquisitions, reorganizations, bankruptcy, or sale of business or assets, subject to applicable confidentiality obligations and law.

VanCasa may disclose information when you request, direct, or appropriately consent to the disclosure.

VanCasa may use and disclose reasonably aggregated or de-identified information.

VanCasa does not sell customer personal information for monetary consideration and does not sell member or customer lists.

At launch, VanCasa does not use or disclose personal information for third-party cross-context behavioral or targeted advertising.

4. Cameras, ALPR, and Site Security Information

VanCasa locations may use cameras, ALPR, or similar technology for legitimate site, operational, security, and safety purposes.

Security information may be used to identify vehicles associated with valid reservations; investigate unauthorized use; investigate damage, theft, safety incidents, or policy violations; protect members, guests, property partners, and property; administer site operations; prevent fraud or misuse; and establish or defend legal claims.

The presence of cameras, ALPR, lighting, network connectivity, or other security systems does not mean someone is continuously monitoring the site, a person is watching cameras in real time, misconduct will necessarily be detected, all activity will be recorded, or VanCasa guarantees security.

VanCasa does not use facial-recognition technology to identify members or guests at launch.

VanCasa does not use license-plate or security-system information for third-party targeted advertising or sell such information as a commercial data product.

Property partners do not receive routine access to VanCasa camera feeds, ALPR databases, or member movement history merely because they own or license a site.

Routine camera/video and ALPR security information may ordinarily be retained for up to 30 days, after which it may be deleted or overwritten.

Information may be preserved for longer when reasonably necessary for a specific incident, dispute, fraud investigation, safety investigation, payment issue, insurance claim, legal requirement, or similar legitimate matter.

Vehicle and license-plate information attached to a reservation or account is not treated as routine surveillance footage and may be retained under VanCasa’s normal transaction and record-retention practices.

Where cameras or ALPR are deployed, VanCasa intends to provide appropriate notice at or before site entry where required by applicable law and reasonable operating practice.

VanCasa security systems should be positioned for legitimate site and security purposes and should not intentionally monitor areas where individuals reasonably expect privacy.

5. Data Retention and Account Deletion

VanCasa does not use one universal retention period for all information.

We retain information for as long as reasonably necessary for the purposes described in this Policy, including providing services, maintaining transaction records, complying with law, resolving disputes, preventing fraud, protecting rights, and maintaining appropriate business records.

Basic account and profile information may be retained while an account remains active. After account closure, information no longer reasonably needed may be deleted or de-identified within a reasonable period, subject to applicable retention needs.

VanCasa may retain records relating to membership purchases, granted benefits, accepted terms, enrollment, activation, transfer, suspension, termination, refunds, and membership history after an account closes.

Completed and canceled reservation records may be retained as reasonably necessary for transaction history, customer support, accounting and taxes, site operations, disputes, safety, fraud prevention, and legal purposes.

VanCasa may retain transaction identifiers, amounts, payment status, refunds, disputes, audit evidence, and related financial records for legitimate operational, financial, legal, and fraud-prevention purposes.

Complete payment-card information is ordinarily retained by the applicable payment provider rather than by VanCasa.

VanCasa may retain evidence showing what agreement or policy was accepted, the version accepted, the date or time of acceptance, and related transaction or account information.

Routine camera and ALPR information follows the 30-day ordinary retention approach described above.

VanCasa may retain communications, complaints, incident reports, damage claims, enforcement matters, and related information for as long as reasonably necessary to resolve the issue and protect legitimate interests.

VanCasa may preserve information beyond an ordinary retention period when reasonably necessary because of litigation, disputes, investigations, insurance claims, legal process, regulatory matters, fraud investigations, or another legal preservation obligation.

Users may request account closure or deletion of personal information. VanCasa may delete or de-identify information it no longer reasonably needs, subject to legitimate retention requirements.

Account deletion does not require VanCasa to destroy information reasonably necessary to document completed purchases, membership rights or history, reservations, payments, refunds, accepted agreements, fraud or security matters, legal obligations, or disputes.

Where an account holds an active membership, particularly a transferable membership, VanCasa may require the applicable membership rights to be resolved before account closure is completed.

Deleted information may remain temporarily in backups or disaster-recovery systems until those systems cycle through normal retention processes.

VanCasa may de-identify or aggregate information so that it is no longer reasonably associated with an individual and may retain that information for legitimate analytics, planning, operational, and business purposes.

6. Cookies, Analytics, and Similar Technology

VanCasa may use cookies, local storage, session identifiers, pixels, software-development tools, and similar technologies to operate, secure, analyze, and improve the VanCasa Service.

Some technologies are necessary to authenticate users, maintain sessions, provide security, process transactions, remember functional preferences, and operate core website functionality.

VanCasa may use first-party or third-party analytics tools to understand website traffic, usage, performance, errors, feature adoption, and customer experience.

Authentication providers such as Clerk may use cookies and similar technology necessary to authenticate users, maintain sessions, and prevent abuse.

Payment providers such as Stripe may collect device, transaction, fraud-prevention, and payment information and may use cookies or similar technology in accordance with their own privacy practices and legal obligations.

Mapping providers such as Mapbox may process technical and location-related information reasonably necessary to display maps and provide location functionality.

Precise device location will be requested only when reasonably needed for a feature and subject to applicable browser or device controls.

Hosting, network, monitoring, and security providers may process technical data such as IP addresses, device information, browser information, and logs necessary to deliver and protect VanCasa services.

VanCasa does not use tracking technology at launch to facilitate third-party cross-context behavioral or targeted advertising.

You may be able to control certain cookies through your browser or device settings. Where applicable law requires consent before VanCasa uses a non-essential cookie or similar technology, VanCasa will obtain the required consent.

VanCasa will recognize browser-based privacy preference signals such as Global Privacy Control where legally required and applicable to VanCasa’s practices.

7. Data Security

VanCasa uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, and misuse.

No website, network, database, transmission, storage system, or security system can be guaranteed completely secure.

VanCasa seeks to minimize its direct handling of payment-card information and uses third-party payment providers such as Stripe to process and maintain payment methods.

VanCasa may use third-party authentication infrastructure and measures such as session controls, access restrictions, verification processes, and other appropriate safeguards.

You are responsible for protecting your account credentials and should notify VanCasa if you believe your account has been compromised.

VanCasa should limit access to personal information to personnel, contractors, and service providers who reasonably require the information for authorized business purposes.

Sensitive operational systems, including payment administration, membership records, administrative systems, camera footage, and ALPR data, should be subject to appropriately restricted access.

VanCasa may rely on third-party service providers for infrastructure, authentication, payments, communications, and other functions.

VanCasa cannot guarantee that a third-party provider will never experience a security incident.

If VanCasa becomes aware of a security incident involving personal information, VanCasa may investigate, contain, remediate, preserve evidence, cooperate with appropriate parties, and provide notification where required by applicable law.

VanCasa seeks to collect and retain information reasonably appropriate to legitimate business, service, legal, safety, and security purposes rather than collecting information merely because it might later prove useful.

8. Privacy Rights

Privacy rights vary by jurisdiction.

Where applicable, you may have rights regarding personal information VanCasa maintains about you.

Depending on applicable law, those rights may include the ability to request confirmation or access, correction, deletion, a portable copy, information about certain disclosures or processing, opt-out of certain processing, or review of a privacy-rights decision.

You may contact VanCasa to request information about personal information associated with you or to request correction of inaccurate information where appropriate or required by law.

You may request deletion of personal information, subject to legitimate retention requirements described in this Policy.

Residents of certain U.S. states may have additional privacy rights. VanCasa will honor applicable rights based on the laws that apply to the individual and VanCasa’s processing activities.

At launch, VanCasa does not sell personal information for monetary consideration and does not use or disclose personal information for third-party cross-context behavioral or targeted advertising.

VanCasa may reasonably verify your identity before responding to a request to access, correct, delete, or disclose personal information.

Where required by law, an authorized agent may submit a privacy request on another person’s behalf, subject to reasonable verification.

Where applicable law provides a right to appeal a decision regarding a privacy request, VanCasa will provide the legally required appeal process.

VanCasa will not unlawfully discriminate against you for exercising an applicable privacy right.

9. Children and Minors

VanCasa accounts, memberships, and reservations are intended for persons 18 years of age or older.

Minors may accompany a responsible adult member or reservation holder as guests in accordance with the VanCasa Terms of Service and Member & Site Policies.

VanCasa does not knowingly permit children under 18 to independently create member accounts, purchase memberships, or make reservations.

If limited information about a minor is reasonably necessary for a reservation, emergency, safety matter, or similar legitimate purpose, that information should be provided or managed by the responsible adult.

VanCasa does not seek to collect children’s information merely because a child accompanies an adult.

If VanCasa learns that personal information was improperly collected directly from a child contrary to this Policy, VanCasa may take reasonable steps to delete the information, subject to legitimate legal, safety, or record-retention obligations.

10. Third-Party Websites and Services

The VanCasa Service may contain links to websites or services operated by other companies.

Those third parties may have their own privacy policies and data practices. This Privacy Policy does not govern unrelated third-party websites or services merely because VanCasa provides a link to them.

Some providers involved directly in providing VanCasa functionality, such as authentication, payment, mapping, or infrastructure providers, may also process personal information under their own legal obligations and privacy policies.

11. Changes to This Privacy Policy

VanCasa may update this Privacy Policy as VanCasa services change, the location network develops, technology changes, service providers change, business operations evolve, or legal requirements change.

The current Policy will display an effective date.

VanCasa may provide reasonable notice of material changes where appropriate or required, including through the website, account interface, or email.

VanCasa does not treat an updated Privacy Policy as authorization to materially repurpose previously collected personal information in a manner incompatible with prior disclosures where applicable law requires additional notice or consent.

12. Geographic Scope

VanCasa is currently a U.S.-based service intended for use in the United States.

VanCasa service providers may process information from locations outside your state.

VanCasa does not promise that all information will be stored within Missouri or within any particular U.S. state.

If VanCasa intentionally expands its services to other countries, VanCasa may add disclosures regarding international transfers, additional legal bases, and applicable international privacy rights before or in connection with that expansion.

13. Contact VanCasa

For privacy questions, privacy-rights requests, account-deletion requests, or concerns about personal information, contact:

vancasa.life

VanCasa should not publish a privacy or support email address until the mailbox has been established and is monitored.