Privacy Policy

Last Updated: May 12, 2025

This Privacy Policy describes how Birchwood Management (referred to as "we," "us," or "our") collects, uses, and shares personal information of users and clients ("you" or "your") who visit this website (the "Website") or engage with our cohosting and property optimization services.

1. Information We Collect

We collect different types of personal information depending on your interaction with our Website and services:

  • Information You Provide Directly:

    • Contact Information: When you fill out contact forms or schedule consultations, we collect your name, email address, phone number, and address.

    • Post-Consultation Information: Following an initial consultation, we may collect more detailed personal information relevant to your property management needs, such as information about your staff, operational procedures, hurdles within your business, marketing practices, and the software you use. This information is typically gathered during meetings and through written notes.

    • Communications: Any information you provide to us in emails or other communications.

  • Information Collected Automatically: Please be aware that our website is hosted on Squarespace. Squarespace may automatically collect certain information from visitors, such as your IP address, browser type, device information, and browsing activity on our Website. We encourage you to review Squarespace's privacy policy for more details on their data collection practices.

2. How We Use Your Information

We use the collected information for the following purposes:

  • To Provide and Improve Our Services: To understand your needs and provide you with our cohosting and property optimization services, including analyzing your business, offering tailored recommendations, and implementing agreed-upon strategies.  

  • Customer Support: To respond to your inquiries, provide assistance, and communicate with you about our services.

  • Internal Operations: For our internal administrative purposes, such as record-keeping and business development.

  • Website Analytics: To understand how users interact with our Website and to improve its functionality and user experience. (This may involve future use of cookies or similar technologies).

  • Marketing and Advertising (Future): In the future, we may use your contact information to send you promotional materials and updates about our services. You will have the option to opt-out of such communications.

  • To Fulfill Our Contractual Obligations: To carry out our obligations arising from any contracts entered into between you and us.

3. Sharing Your Information

We may share your personal information internally with our employees and/or freelance contractors who need access to the information to perform their duties related to providing our services. These individuals may include cleaners, property coordinators, marketers, and guest experience specialists. We ensure that these individuals are bound by confidentiality obligations.

We will not share your personal information with external third parties except as required by law or with your explicit consent.

4. Cookies and Tracking Technologies (Future)

Currently, we do not use cookies or other tracking technologies on our Website directly. However, as mentioned in Section 1, Squarespace (our website platform provider) may use cookies and similar technologies to collect information about your browsing activity.

In the future, we may implement cookies and other tracking technologies on our Website for purposes such as website analytics, advertising, and improving user experience. If we do so, we will update this Privacy Policy to provide more specific details about the types of cookies used and their purposes.

5. Data Security

We take reasonable precautions to protect the personal information we collect from unauthorized access, use, or disclosure. Information collected during consultations and through written notes is stored on Google Drive with security measures in place, including password protection, two-factor authentication, specific folder permissions, and defined access levels.  

However, please remember that no method of transmission over the internet or electronic storage is completely secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.  

6. Children's Privacy

Our Website and services are directed towards adults. We do not knowingly collect personal information from individuals under the age of 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.  

7. Your Rights Regarding Your Information  

You have the right to request access to, correction of, or deletion of the personal information we hold about you. To make such a request, please contact us using the contact information provided below. We will make reasonable efforts to accommodate your request in accordance with applicable law.  

8. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including providing our services, complying with legal obligations, resolving disputes, and enforcing our agreements. Upon your request for deletion, we will take steps to remove your personal information from our active systems, although some information may be retained in our archives for legal or legitimate business purposes.  

9. International Data Transfers

As we potentially conduct business with clients globally, your information may be transferred to and processed in locations outside of your country of residence. We will take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy.  

10. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post any changes on this page and update the "Last Updated" date at the top. We encourage you to review this Privacy Policy periodically.  

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

concierge@apres-living.com