Privacy & Your Trust

We're committed to keeping your information safe while you explore the mystical

Reading Progress
Last Updated November 3, 2025

Privacy Policy

Look, we get it - nobody actually enjoys reading these things. But here's the deal: your privacy matters to us, and we're gonna be straight with you about how we handle your info.

At Arcanvex Odyssey, we're not just running a hotel - we're creating transformative experiences. That means we collect some information along the way, but we promise to treat it with the same care and respect we show our guests. This isn't some corporate mumbo-jumbo; it's our genuine commitment to you.

This policy covers everything from your booking details to that time you clicked around our website at 2 AM dreaming about your next getaway. We'll explain what we collect, why we need it, and what we do with it.

We're gonna break this down into categories so it's easier to digest:

Personal Identification Stuff
  • Your name, email address, and phone number (because we need to reach you somehow)
  • Mailing address and billing information (for obvious reasons)
  • Date of birth (some of our wellness treatments have age requirements)
  • Government ID when you check in (it's a legal thing, not us being nosy)
Booking & Reservation Details
  • Check-in and check-out dates
  • Room preferences (like if you're team mountain-view or forest-view)
  • Special requests and dietary requirements
  • Payment card info (encrypted and secured, promise)
Stuff That Makes Your Stay Better
  • Wellness preferences and any health considerations for spa treatments
  • Food allergies or dietary restrictions
  • Past stay history (so we can remember you're a returning guest)
  • Feedback and reviews you share with us
Website Activity
  • IP address and device information
  • Pages you visit and how long you hang out on them
  • Browser type and operating system
  • Where you came from before landing on our site

Alright, so we're not collecting this info just for kicks. Here's what we do with it:

Managing Your Bookings

Processing reservations, sending confirmations, and making sure your room's ready when you arrive. Pretty straightforward stuff.

Personalizing Your Experience

Remembering your preferences so next time you don't have to tell us you're allergic to nuts or prefer meditation at sunrise. We want to make each visit feel like coming home.

Staying in Touch

Sending booking confirmations, updates about your stay, and occasionally letting you know about special offers (but only if you're cool with that - you can opt out anytime).

Making Things Better

Analyzing how our website works and what services you're into, so we can keep improving. If everyone's searching for hot stone massages at midnight, maybe we should highlight that better.

Legal Compliance

Meeting our legal obligations as a hospitality business in Canada. Tax stuff, safety regulations, that whole deal.

Security & Safety

Protecting against fraud and ensuring the safety of all our guests. It's about creating a secure space for everyone.

Yeah, we use cookies - but not the chocolate chip kind from our kitchen. These are little digital breadcrumbs that help our website remember you and work properly.

Types of Cookies We Use
Essential Cookies

These keep the site functioning. Without them, you can't book a room or log into your account. They're kind of non-negotiable.

Performance Cookies

Help us understand which pages are popular and where people get stuck. All anonymous - we're not tracking individuals.

Functional Cookies

Remember your preferences like language settings or if you've dismissed certain pop-ups. Makes your life easier.

Marketing Cookies

Used to show you relevant ads. You can totally opt out of these - we won't be offended, promise.

We take security seriously around here. Your data's protected like it's one of our VIP guests.

Security Measures
  • Encryption: All sensitive data (especially payment info) is encrypted using industry-standard SSL technology. Basically means it's scrambled so hackers can't read it.
  • Secure Servers: Our servers are protected by firewalls and monitored 24/7. They're locked down tighter than our wine cellar.
  • Limited Access: Only authorized staff can access guest information, and they're trained on privacy protocols. We don't let just anyone peek at your details.
  • Regular Audits: We regularly review and update our security practices to stay ahead of potential threats.
  • Payment Security: We use PCI-DSS compliant payment processors. Your credit card info never sits on our servers.
Data Retention

We don't keep your info forever. Here's the deal:

  • Booking and billing info is kept for 7 years (Canadian tax law requires this)
  • Marketing preferences are kept until you ask us to delete them
  • Website analytics are anonymized and kept for 2 years
  • Guest preference data is retained as long as you're an active guest (but you can request deletion anytime)
Who We Share Data With

We're not in the business of selling your data. Period. But we do share limited info with:

  • Service Providers: Payment processors, booking platforms, and email services that help us run the hotel. They're contractually obligated to protect your data.
  • Legal Authorities: If required by law or to protect rights and safety. Only when absolutely necessary.
  • Business Partners: Sometimes we work with local tour operators or wellness practitioners. We'll only share what's needed for your booked services.

This is your data, and you've got rights. Here's what you can do:

Access Your Data

Request a copy of all the personal information we have about you. We'll send it within 30 days.

Correct Information

If something's wrong or outdated, let us know and we'll fix it. Accuracy matters.

Delete Your Data

Ask us to delete your information (except what we're legally required to keep). It's your call.

Opt Out of Marketing

Unsubscribe from promotional emails anytime. There's a link at the bottom of every email we send.

Restrict Processing

Ask us to temporarily limit how we use your data in certain situations.

Data Portability

Get your data in a format you can transfer to another service if you want.

Alright, here's the deal with using our services. We're gonna keep this straightforward.

Booking & Reservations

When you book with us, you're entering into a contract. Here's what that means:

  • All bookings require a valid credit card and are subject to availability
  • Prices are in Canadian dollars unless stated otherwise
  • We'll send you a confirmation email - if you don't get it within 24 hours, contact us
  • Special requests (like room location or specific amenities) can't always be guaranteed, but we'll do our best
  • You must be 19+ to book a room (BC law, not us being difficult)
Cancellation Policy

Life happens, we get it. Here's our cancellation deal:

  • Cancel 7+ days before arrival: full refund minus a small processing fee
  • Cancel 3-6 days before: 50% refund
  • Cancel less than 3 days before or no-show: no refund (sorry, but we've held that room for you)
  • Special packages and holiday bookings might have different terms - we'll tell you upfront
Guest Conduct