How we handle your information at our mountain sanctuary
Last Updated: October 31, 2025
Version 2.3 - Updated data retention policies
Look, we get it - nobody really enjoys reading through legal documents. But here at Frostborn Citadel, we're pretty serious about protecting your privacy. We've tried to make this as straightforward as possible, cutting through the usual corporate jargon. If something doesn't make sense or you've got questions, just give us a ring at (403) 555-8720.
When you book a stay with us or just browse around our site, we collect a few different types of info. Nothing creepy, just what we need to make sure your mountain getaway goes smoothly.
We're not in the business of selling your data or bombarding you with spam. Here's what we actually do with the information you share:
Processing your bookings, managing your room assignments, coordinating your activities, handling payments - basically everything that makes your stay happen. We also use it to improve our services based on what guests actually want.
We'll send you booking confirmations, important updates about your stay, and occasionally info about special offers or new experiences we think you'd dig. Don't worry - you can opt out of the marketing stuff anytime, though we'll still need to send you the essential booking-related messages.
Mountain environments need proper safety protocols. We keep records for emergency contacts, medical information you've shared, and activity waivers. This also includes fraud prevention and protecting our systems from security threats.
Sometimes Canadian law requires us to keep certain records - tax documents, transaction histories, that kind of thing. We follow PIPEDA (Personal Information Protection and Electronic Documents Act) and provincial privacy regulations to the letter.
We take security pretty seriously up here in the mountains. Your information is protected with industry-standard encryption and security measures.
Our servers and backup systems are housed in secure facilities with restricted access. Only authorized personnel can access guest information, and they're trained on privacy protocols. Everyone on our team signs confidentiality agreements.
Keep your booking confirmation numbers and account passwords to yourself. If you're accessing your reservation from a shared computer, make sure to log out when you're done.
We don't sell your information to third parties. Period. But running a luxury mountain resort means we work with some trusted partners who need access to certain info to help us serve you better.
If you book guided expeditions, helicopter skiing, or other experiences with our partner companies, we'll share relevant details with them - your name, contact info, any special requirements. They're bound by their own privacy policies and contracts with us.
We'll disclose information if required by Canadian law, court orders, or to protect the safety of our guests and staff. We're also required to cooperate with law enforcement investigations when legally obligated.
If Frostborn Citadel is ever sold or merged with another company, your information would be transferred as part of that transaction. We'd notify you beforehand and ensure the new owners respect your privacy rights.
We don't keep your information forever - just as long as we need it or as long as the law requires.
We keep complete records for current reservations and for 7 years after your stay. This helps with tax requirements, potential disputes, and honestly, it's nice to have your preferences on file if you come back.
If you've signed up for our newsletter or promotional emails, we'll keep that info until you unsubscribe or for 3 years of inactivity - whichever comes first.
Anonymous browsing data is typically retained for 26 months, then it's automatically deleted.
Canadian regulations require us to maintain certain financial and tax records for up to 7 years. Safety waivers and incident reports are kept for 10 years.
Yeah, we use cookies - but not the chocolate chip kind, unfortunately. These are small files that help our website work better and remember your preferences.
These are necessary for the site to function - they handle things like keeping you logged in, remembering what's in your booking cart, and maintaining security. You can't really turn these off without breaking the website.
These help us understand how visitors interact with our site - which pages are popular, where people get stuck, how fast pages load. The data is aggregated and anonymous.
These remember your preferences - language settings, display options, whether you've dismissed certain notifications. They make your experience smoother on return visits.
These track your browsing to show you relevant ads on other websites. You can opt out of these through your browser settings or through our cookie preference center.
Most browsers let you control cookies through their settings. Just know that blocking some cookies might affect how well the site works for you.
Under Canadian privacy laws, you've got several rights when it comes to your personal information. Here's what you can do:
You can request a copy of the personal data we hold about you. We'll provide it within 30 days, usually in a portable format like PDF or CSV.
If something's wrong or outdated in your profile, let us know and we'll fix it. You can update most info yourself through your booking account.
You can request deletion of your information, though we might need to keep certain records for legal or legitimate business reasons (like completed transactions or legal obligations).
Unsubscribe from promotional emails anytime using the link at the bottom of our messages. You'll still get essential booking-related communications though.
In certain situations, you can object to how we process your data. We'll assess each request on a case-by-case basis.
Email us at reservations@frostborncitadel.info with "Privacy Request" in the subject line, or call us at (403) 555-8720. We'll verify your identity and respond within 30 days.
Our website isn't designed for kids under 13, and we don't knowingly collect information from children without parental consent. If you're booking for a family with minors, that's totally fine - we just need a parent or guardian to provide the information.
If we discover we've accidentally collected data from a child under 13 without proper consent, we'll delete it as soon as possible. Parents who believe we might have such information should contact us immediately.
Frostborn Citadel is located in Canada, and that's where your data is primarily stored and processed. If you're visiting from outside Canada, your information will be transferred here and subject to Canadian privacy laws.
If you're coming from the EU, you have additional rights under GDPR. Canada's privacy laws are recognized as providing adequate protection, but you can still exercise your GDPR rights by contacting us.
For our American guests, we comply with applicable state privacy laws including CCPA and similar regulations. You've got rights similar to those outlined above.
By booking with us, you're consenting to the transfer and processing of your information in Canada according to our privacy practices.
We update this privacy policy occasionally to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we'll notify you through email if you're a current or past guest, or through a prominent notice on our website.
The "Last Updated" date at the top of this page shows when the current version took effect. Continued use of our services after updates means you accept the revised policy.
Got questions about this privacy policy or how we handle your information? We're here to help and we actually want to hear from you if something's unclear.
Frostborn Citadel
4200 Glacier Ridge Drive
Banff, AB T1L 1A3
Canada
We'll respond to privacy inquiries within 30 days. If you're not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.
We're committed to protecting your information and being transparent about our practices. When you stay at Frostborn Citadel, you can trust that your privacy is in good hands.
Have Questions? Contact Us