GuestPilot

Privacy Policy

Last Updated: August 24, 2026

GuestPilot respects your privacy and is committed to handling personal information responsibly.

GuestPilot is a trade name (d.b.a.) operated by Mountain Business Management, LLC, a Wyoming limited liability company ("GuestPilot," "we," "us," or "our").

This Privacy Policy explains how we collect, use, disclose, store, and protect information when you use the GuestPilot website, applications, digital guestbook platform, and related services (collectively, the "Service").

It also explains choices and rights that may be available to you regarding your personal information.

By using GuestPilot, you acknowledge the practices described in this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy applies to information GuestPilot processes in connection with:

  • the GuestPilot website;
  • GuestPilot Host accounts;
  • digital Guestbooks created using GuestPilot;
  • published GuestPilot Guestbooks viewed by Guests;
  • GuestPilot customer support;
  • billing and subscriptions;
  • GuestPilot AI and automated features;
  • security, fraud prevention, and abuse prevention;
  • service analytics; and
  • other interactions with GuestPilot.

This Privacy Policy does not govern websites, booking platforms, rental properties, businesses, or services operated by third parties, even if they are linked from a GuestPilot Guestbook.

2. Our Roles

GuestPilot may process information in different roles depending on the circumstances.

Information About Hosts and Account Holders

When GuestPilot determines how and why information about our Hosts, account holders, website visitors, customers, and prospective customers is processed, GuestPilot generally acts as the business or data controller responsible for that information.

Examples include account information, billing records, security logs, support communications, and information about use of the GuestPilot Service.

Information Provided by Hosts About Other People

A Host may choose to enter information relating to another person into a Guestbook, such as:

  • a co-host's name or contact information;
  • a property manager's information;
  • an emergency contact;
  • a cleaner, caretaker, or service provider;
  • local business contact information; or
  • other information the Host chooses to provide.

For personal information supplied to GuestPilot by a Host for the purpose of operating that Host's Guestbook, the Host generally determines why the information is being used and GuestPilot processes the information to provide the Service.

Hosts are responsible for ensuring they have an appropriate legal basis or permission to provide such information to GuestPilot.

Guests Viewing a Guestbook

Guests generally do not need to create a GuestPilot account to view a published Guestbook.

GuestPilot's MVP is property-centric rather than reservation-centric. GuestPilot does not require Hosts to provide guest names, reservation dates, booking histories, reservation IDs, or guest profiles merely to provide a Guestbook.

GuestPilot may nevertheless process limited technical and usage information when someone accesses a Guestbook, as described below.

3. Information We Collect

The information we collect depends on how you interact with GuestPilot.

A. Account Information

When you create or maintain a GuestPilot account, we may collect:

  • name;
  • email address;
  • account identifier;
  • password in securely hashed form;
  • email-verification status;
  • account preferences;
  • account status;
  • subscription status;
  • authentication and session information; and
  • information about authorized collaborators if collaboration features are offered.

GuestPilot does not store your password in readable plaintext.

B. Property Information

Hosts may provide information about Properties, including:

  • property name;
  • property type;
  • street address;
  • unit or suite information;
  • city;
  • state, province, or region;
  • postal code;
  • country;
  • geographic coordinates;
  • general or public location description;
  • time zone;
  • occupancy;
  • bedrooms;
  • bathrooms;
  • amenities;
  • parking information; and
  • photographs or other property media.

Some Property information may be intended for public display while other information may remain private or protected.

Hosts control what information they choose to make available in their Guestbooks, subject to GuestPilot's features and Terms of Service.

4. Guestbook and Host Content

GuestPilot stores information Hosts create, upload, import, generate, or publish through the Service.

This may include:

  • arrival instructions;
  • directions;
  • parking instructions;
  • check-in and checkout information;
  • Wi-Fi information;
  • non-sensitive arrival and entry instructions;
  • house rules;
  • appliance instructions;
  • amenity information;
  • emergency information;
  • Host contact information;
  • local recommendations;
  • photographs and images;
  • links;
  • descriptions;
  • checklists;
  • Guestbook design and configuration information; and
  • other content entered by a Host.

A Host decides what content to place in a Guestbook and whether particular content should be Public, Protected, or Hidden when those controls are available.

5. Physical Property-Access Credentials

GuestPilot does not collect or intentionally store physical property-access credentials such as door, gate, garage, lockbox, key-safe, or alarm codes, PINs, combinations, passwords, tokens, or similar credentials. Hosts should exchange these credentials through their booking or reservation messaging platform.

GuestPilot supports non-sensitive arrival information, such as which entrance to use, directions, parking, and check-in time. Wi-Fi network names and passwords remain supported.

Hosts should not enter physical property-access credentials into free-form Guestbook content or AI prompts. GuestPilot may not reliably detect every voluntary entry of such information.

6. Property PINs and Protected Content

GuestPilot may allow Hosts to designate Guestbook content as Protected and require a property-level Guestbook PIN before that content can be accessed.

Property PINs are used to verify access and are not intended to be stored as readable plaintext when a secure one-way verification method can be used.

GuestPilot may process:

  • whether a Property has a PIN configured;
  • successful or unsuccessful PIN-verification attempts;
  • authorization status for a Guest browser or session;
  • security metadata associated with those attempts; and
  • information necessary to prevent automated guessing or abuse.

GuestPilot may apply rate limits or other security controls to repeated PIN attempts.

GuestPilot does not need to know a Guest's identity merely because that Guest successfully unlocks Protected Content.

7. Host Contact Information

Hosts may choose to provide Guest-facing contact information such as:

  • display name;
  • telephone number;
  • SMS number;
  • WhatsApp contact information;
  • email address;
  • preferred contact method;
  • emergency contact information; and
  • booking-platform links.

A Host controls which contact information is configured and displayed to Guests.

GuestPilot does not act as a messaging intermediary merely because a Guestbook includes a phone, text, email, WhatsApp, Airbnb, Vrbo, Booking.com, or other communication link.

Unless GuestPilot expressly introduces a messaging feature in the future, communications initiated through those services occur outside GuestPilot.

8. Information Imported by Hosts

GuestPilot may allow Hosts to supply existing property information through methods such as:

  • pasted listing text;
  • a listing URL;
  • uploaded materials; or
  • other import tools.

URL-based imports are best-effort and may not always work because third-party websites may restrict or change access.

GuestPilot may process imported information to organize it into an editable draft.

GuestPilot is not designed to import guest reviews, guest identities, reservation histories, or personal guest information merely for Guestbook creation.

Hosts should not submit information they do not have the right to use.

We may temporarily retain source text, normalized content, import status information, and technical diagnostics when reasonably necessary to provide or troubleshoot an import.

9. Images and Files

When Hosts upload photographs, images, or other supported files, GuestPilot may process:

  • the uploaded file;
  • file name;
  • file type;
  • file size;
  • image dimensions;
  • alternative text or image descriptions;
  • upload time; and
  • technical information needed to validate, optimize, resize, or securely store the file.

GuestPilot may re-encode or otherwise process uploaded images for performance and security.

Hosts should not upload images containing personal information they do not wish to distribute through their Guestbook.

10. AI and Automated Features

GuestPilot may provide artificial-intelligence features that help Hosts:

  • create an initial Guestbook draft;
  • organize Host-supplied information;
  • rewrite text;
  • summarize information;
  • change tone;
  • improve clarity or grammar;
  • translate content;
  • suggest structure; or
  • otherwise assist with Guestbook creation.

When a Host uses an AI Feature, information submitted for that request may be sent to an AI service provider configured by GuestPilot.

This information may include:

  • Host-supplied text;
  • relevant Guestbook content;
  • instructions associated with the request;
  • limited Property context needed for the requested task; and
  • technical metadata concerning the generation request.

GuestPilot may retain information such as:

  • whether an AI request succeeded or failed;
  • provider and model identifiers;
  • time of the request;
  • usage information;
  • token or usage counts where available;
  • estimated service cost; and
  • the resulting Host-approved content.

GuestPilot's product design requires AI-generated material to remain subject to Host review. AI-generated content is not automatically published merely because it was generated.

GuestPilot does not intentionally send physical property-access credentials to AI providers. When imported material contains one, GuestPilot is designed to omit the credential while retaining non-sensitive arrival context where practical.

Hosts should not place passwords, access codes, financial information, government identification numbers, or other unnecessary sensitive personal information into general-purpose AI prompts.

The specific AI provider used by GuestPilot may change over time as the Service evolves.

GuestPilot will use AI service providers in accordance with applicable agreements and privacy obligations.

11. Payment and Subscription Information

GuestPilot currently offers paid publication of listings, including the standard $29 per year per published listing subscription described in our Terms of Service.

Payments may be processed by Stripe or another payment processor used by GuestPilot.

When you purchase a subscription, the payment processor may collect information such as:

  • payment-card information;
  • billing address;
  • payment method;
  • transaction information; and
  • fraud-prevention information.

GuestPilot generally does not need to store complete payment-card numbers.

GuestPilot may receive and store information from the payment processor such as:

  • customer identifier;
  • subscription identifier;
  • subscription status;
  • amount;
  • currency;
  • payment status;
  • renewal date;
  • cancellation status; and
  • transaction or invoice identifiers.

Payment processors process payment information under their own privacy policies and legal obligations.

12. Usage and Analytics Information

GuestPilot collects limited information about how the Service and published Guestbooks are used.

This may include:

  • Guestbook views;
  • approximate unique sessions;
  • section or page opens;
  • recommendation clicks;
  • QR-originated visits when reasonably determinable;
  • date and time of activity;
  • referring page or source;
  • device category;
  • browser type;
  • operating system;
  • general technical information; and
  • other aggregated or limited interaction information.

GuestPilot's intended analytics model is privacy-conscious and first-party.

GuestPilot does not intend to fingerprint Guests or create cross-site behavioral profiles of people who view GuestPilot Guestbooks.

Analytics information may be aggregated or de-identified where practical.

13. Technical, Security, and Log Information

When you interact with GuestPilot, our systems may automatically collect information including:

  • IP address;
  • browser and device information;
  • request date and time;
  • pages or endpoints requested;
  • session information;
  • login activity;
  • authentication events;
  • security events;
  • error information;
  • rate-limit events;
  • suspected abuse indicators; and
  • diagnostic information.

We use this information to:

  • operate the Service;
  • authenticate Users;
  • troubleshoot errors;
  • prevent fraud and abuse;
  • enforce usage limits;
  • investigate security incidents;
  • protect accounts and Properties; and
  • maintain reliability.

GuestPilot is designed not to intentionally log passwords, authentication tokens, Property access credentials, encryption keys, payment-card numbers, or similar secrets in readable form.

14. Customer Support and Contact Information

If you contact GuestPilot, we may collect:

  • your name;
  • email address;
  • subject;
  • reason for contacting us;
  • message;
  • account information relevant to the request; and
  • communications between you and GuestPilot.

We use this information to respond to inquiries, provide support, investigate problems, prevent abuse, and maintain appropriate business records.

Please avoid including unnecessary sensitive information in support requests.

15. How We Use Information

GuestPilot may use information to:

  • create and manage accounts;
  • authenticate Users;
  • provide and operate the Service;
  • create, store, display, and publish Guestbooks;
  • provide Protected Content;
  • process payments and subscriptions;
  • provide AI Features requested by Hosts;
  • process imports;
  • generate QR codes and sharing functionality;
  • provide basic analytics;
  • communicate about accounts and subscriptions;
  • provide support;
  • send verification and password-reset communications;
  • maintain and improve the Service;
  • diagnose errors;
  • monitor reliability and performance;
  • prevent fraud, spam, abuse, and unauthorized access;
  • enforce our Terms of Service;
  • comply with applicable law;
  • establish, exercise, or defend legal claims; and
  • protect GuestPilot, Hosts, Guests, and others.

Where required by applicable law, we rely on an appropriate legal basis for processing, which may include performance of a contract, compliance with legal obligations, legitimate business interests, consent, or another basis recognized by law.

16. How We Share Information

GuestPilot does not sell personal information for money.

We may disclose information in the following circumstances.

Service Providers

We use companies that help operate GuestPilot, which may include providers of:

  • website and application hosting;
  • databases and storage;
  • payment processing;
  • email delivery;
  • artificial intelligence;
  • mapping and location services;
  • security and fraud prevention;
  • monitoring and error reporting;
  • customer support;
  • analytics; and
  • other technical infrastructure.

These providers may process information only to the extent reasonably necessary to provide their services to GuestPilot, subject to their contractual and legal obligations.

At a Host's Direction

Information contained in a published Guestbook is made available according to the Host's selected visibility and sharing settings.

A Host may intentionally make content Public or share access to Protected Content with Guests.

Legal and Safety Reasons

We may disclose information when reasonably necessary to:

  • comply with law, regulation, subpoena, court order, or valid legal process;
  • respond to lawful government requests;
  • investigate fraud or security incidents;
  • enforce our agreements;
  • protect the rights, safety, or property of GuestPilot or others; or
  • address an emergency involving risk of serious harm.

Where appropriate, we evaluate requests for information before responding.

Business Transactions

If GuestPilot or Mountain Business Management, LLC is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law and appropriate protections.

GuestPilot Guestbooks may link to services operated by third parties, including:

  • Airbnb;
  • Vrbo;
  • Booking.com;
  • Google Maps;
  • restaurants;
  • attractions;
  • local businesses;
  • transportation providers;
  • social or messaging services; and
  • other websites.

When you leave GuestPilot or interact directly with a third party, that third party's privacy policy governs its collection and use of information.

GuestPilot does not control the privacy practices of third parties.

18. Google and Location Services

GuestPilot may use third-party mapping, address, location, or places services to help Hosts enter Property locations and add local recommendations.

Information supplied to such providers may include:

  • search text;
  • location queries;
  • approximate or exact coordinates where required;
  • Property address information;
  • place identifiers; and
  • other information needed to return requested location results.

Hosts may control whether certain exact location information is displayed to Guests.

The use of location services is also subject to the applicable provider's terms and privacy policy.

19. Cookies and Similar Technologies

GuestPilot uses cookies or similar technologies where necessary to operate the Service.

These may be used for purposes such as:

  • maintaining authenticated sessions;
  • protecting accounts;
  • remembering preferences;
  • enforcing security controls; and
  • preventing abuse.

GuestPilot may also use first-party analytics or similar technologies to understand Service usage.

GuestPilot does not intend to use cookies to create invasive cross-site profiles of Guests.

If GuestPilot introduces non-essential advertising, cross-site tracking, or other technologies requiring consent under applicable law, GuestPilot will provide appropriate notice and consent mechanisms and update its Cookie Policy.

You may also be able to control cookies through your browser settings, although disabling essential cookies may prevent some GuestPilot features from functioning.

20. Marketing Communications

GuestPilot may send Hosts or prospective customers marketing communications where permitted by law.

You may unsubscribe from marketing emails by using the unsubscribe mechanism included in the communication or by contacting GuestPilot.

Even if you opt out of marketing, GuestPilot may continue sending non-promotional communications relating to:

  • your account;
  • security;
  • billing;
  • transactions;
  • changes to the Service;
  • legal notices; or
  • other operational matters.

GuestPilot does not use Guestbook viewers' contact information for GuestPilot marketing merely because they viewed a Host's Guestbook.

21. Data Security

GuestPilot uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, destruction, loss, alteration, or disclosure.

Depending on the nature of the information and functionality, safeguards may include:

  • HTTPS encryption in transit;
  • encryption or other protections for sensitive stored information;
  • password hashing;
  • secure session controls;
  • authentication and authorization controls;
  • separation of protected information;
  • server-side access checks;
  • CSRF protection;
  • input validation;
  • output encoding;
  • rate limiting;
  • secure file handling;
  • restricted administrative access;
  • audit logging;
  • security monitoring;
  • backups;
  • security testing; and
  • controls designed to prevent secrets from appearing in logs or diagnostics.

Sensitive Property-access information may receive additional protections beyond ordinary Guestbook content.

However, no method of storage, transmission, or security is completely risk-free, and GuestPilot cannot guarantee absolute security.

22. Data Retention

GuestPilot retains information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

  • provide the Service;
  • maintain an active account;
  • preserve published Guestbooks;
  • process subscriptions;
  • comply with accounting or tax requirements;
  • prevent fraud and abuse;
  • maintain security records;
  • resolve disputes;
  • enforce agreements; and
  • comply with legal obligations.

Different categories of information may have different retention periods.

When information is no longer reasonably needed, GuestPilot may delete, aggregate, anonymize, or otherwise remove it from active use.

Information may remain for a limited period in backups, security archives, or other systems where immediate deletion is impractical, subject to appropriate safeguards and eventual deletion or overwrite.

We may retain limited information necessary to document transactions, honor opt-out requests, prevent fraud, or comply with law even after an account is deleted.

23. Account and Property Deletion

GuestPilot provides or intends to provide mechanisms for Hosts to delete account and Property data.

When an account is deleted:

  • published Guestbooks associated solely with that account may become unavailable;
  • Property and Guestbook content may be removed from active systems;
  • account access will end; and
  • certain limited records may be retained when reasonably necessary for legal, accounting, fraud-prevention, security, or dispute-resolution purposes.

Hosts should maintain copies of any information they wish to preserve before requesting deletion.

Deleting a GuestPilot account does not necessarily delete information held independently by payment processors, booking platforms, email providers, or other third parties.

24. Your Privacy Rights

Depending on where you live and applicable law, you may have rights regarding your personal information.

These rights may include the right to:

  • request information about personal information we process;
  • obtain access to personal information;
  • correct inaccurate information;
  • request deletion;
  • obtain a portable copy of certain information;
  • object to or restrict certain processing;
  • withdraw consent where processing is based on consent;
  • opt out of certain marketing;
  • appeal certain privacy-request decisions where required by law; and
  • receive information about categories of third parties to whom information is disclosed.

GuestPilot may choose to honor certain reasonable access, correction, or deletion requests even when a particular privacy statute does not legally require us to do so.

We may need to verify your identity before fulfilling a request.

We will not discriminate against you for exercising rights provided by applicable law.

To submit a privacy request, contact us using the information in Section 32.

25. Requests Concerning Information Controlled by a Host

If your request concerns personal information that a Host placed in one of that Host's Guestbooks, the Host may be the appropriate party to address the request.

For example, if a Host publishes another person's contact information, GuestPilot may process that information at the Host's direction.

You may contact the Host directly.

You may also contact GuestPilot, and where appropriate we may assist the Host in responding to a valid request or remove information where required by law or our policies.

26. State Privacy Rights in the United States

Residents of certain U.S. states may have additional rights under state privacy laws.

Depending on the jurisdiction and whether a particular law applies to GuestPilot, these rights may include:

  • access;
  • correction;
  • deletion;
  • data portability;
  • information about disclosure practices;
  • opting out of certain targeted advertising;
  • opting out of certain sales or sharing of personal information;
  • limiting certain uses of sensitive personal information; and
  • appealing a denied request.

GuestPilot does not sell personal information for money.

GuestPilot does not intend to use Guestbook viewing activity to create cross-site behavioral advertising profiles.

If GuestPilot's practices change in a manner that creates additional statutory opt-out rights, we will update this Privacy Policy and provide required controls.

27. California Privacy Notice

If California privacy law applies to GuestPilot's processing of your information, California residents may have additional rights.

Depending on the circumstances, the categories of personal information GuestPilot may collect include:

  • identifiers;
  • customer-record information;
  • commercial or subscription information;
  • internet or electronic-network activity;
  • geolocation or Property-location information;
  • photographs and other electronic content;
  • professional or business contact information;
  • inferences generated as part of Service functionality; and
  • potentially sensitive information voluntarily entered by a Host in general-purpose content.

GuestPilot collects and uses these categories for the business and operational purposes described in this Privacy Policy.

GuestPilot does not sell personal information for monetary compensation.

If GuestPilot engages in conduct legally defined as "selling" or "sharing" personal information in the future, we will provide any legally required notices and opt-out mechanisms before or when required.

28. International Users

GuestPilot is operated from the United States.

If you use GuestPilot from another country, your information may be processed in the United States and other countries where GuestPilot's service providers operate.

Those countries may have privacy laws different from those of your jurisdiction.

Where applicable law requires particular safeguards for international transfers, GuestPilot will use legally recognized mechanisms or other appropriate protections.

Users in the European Economic Area, United Kingdom, Switzerland, or other jurisdictions may have additional rights regarding their personal information under local law.

29. Children's Privacy

GuestPilot is intended for adult Hosts and is not directed to children under 13.

GuestPilot does not knowingly solicit personal information directly from children under 13.

If we learn that we have collected personal information directly from a child under 13 in circumstances requiring parental consent and that consent was not obtained, we will take reasonable steps to delete the information.

If you believe a child has provided personal information to GuestPilot improperly, please contact us.

30. Do Not Track and Global Privacy Signals

Some browsers and devices provide privacy preference signals.

Because laws and technical standards concerning these signals continue to evolve, GuestPilot will respond to legally required browser-based privacy signals where applicable to our processing.

GuestPilot does not currently intend to engage in cross-site behavioral tracking of people merely because they view GuestPilot Guestbooks.

31. Changes to This Privacy Policy

We may update this Privacy Policy as GuestPilot evolves, our practices change, or legal requirements change.

When we update the Policy, we will revise the Last Updated date.

If we make a material change affecting how personal information is used, we will provide additional notice where reasonably appropriate or legally required.

32. Contact Us

Questions, concerns, or privacy requests may be directed to:

GuestPilot
a d.b.a. of Mountain Business Management, LLC
Cheyenne, Wyoming
Email: support@guestpilot.co
Website: guestpilot.co

A complete mailing address may be added before production launch if required or appropriate.

Effective Date: August 24, 2026