Privacy Policy

This Privacy Policy explains how Olympic Prints, LLC (“Olympic Prints,” “we,” “us,” or “our”) collects, uses, and protects information when you use SuiteSteward and the Oyhut Bay Operations platform (together, the “Service”). The Service is a property operations platform for short-term rental managers, hotels, HOAs, and related hospitality operators.

By using the Service, you agree to the practices described here and in our Terms of Service. If you do not agree, do not use the Service.

Olympic Prints, LLC is the data controller for information collected by the Service. For questions about this policy or your data, contact us at any of the channels in Section 13.

• Operator: Olympic Prints, LLC
• Mailing address: P.O. Box 466, Hoquiam, WA 98550
• Region: Grays Harbor County, Washington, USA

Information you provide directly

• Account and contact information — name, email address, phone, and company details you provide when you sign up, request a walkthrough, or contact us.
• Company configuration — operating units, departments, properties, units, ownership periods, assets, QR-tagged inventory, staff assignments, roles, checklists, dining venues, event spaces, and operational templates you enter to configure your workspace.
• Operational records — reservation reconciliations, turnovers, housekeeping tasks, work orders, inspections, concerns, incidents, estimates, approvals, dining orders, event layouts, and construction punch items your team creates in the normal course of operations.
• Documents and uploads — files, photos, and evidence you upload, including before/after photos of work performed.
• Support and sales inquiries — messages and details you submit through contact forms, sales inquiries, or support requests.

Information collected automatically

• Usage data — pages visited, features used, and timestamps, used to operate and improve the Service.
• Device and session data — browser type, operating system, IP address, and similar technical indicators of your device.
• Audit and security logs — an append-only record of material actions (who did what, when) retained for operational integrity and incident investigation.

Guest portal information

The Guest Portal is account-free. Guests are verified by a combination of reservation number, last name, and arrival date — we never ask guests to create a password or account. Portal access is scoped to that reservation's property and is revoked automatically when the reservation changes or ends.

We use the information we collect to:

• Provide, operate, and maintain the Service for your organization.
• Process reservations, turnovers, work orders, inspections, and related workflows.
• Bill for the Service and manage your subscription, including proration and overage.
• Authenticate staff, enforce role-based access, and maintain an auditable record of operations.
• Provide support, configured onboarding, and guidance for your operation.
• Detect, prevent, and investigate security, fraud, and operational integrity issues.
• Improve the Service's performance, usability, and reliability.
• Comply with legal obligations and respond to lawful requests.

We do not sell personal information. We do not use your operational records to train models for third parties.

Where applicable (for example, for users in the EU/EEA or UK), we process personal data on one of the following bases:

• Contract — to deliver the Service you signed up for.
• Legitimate interests — for security, fraud prevention, and Service improvement, balanced against your rights.
• Legal obligation — to meet tax, recordkeeping, or regulatory duties.
• Consent — where expressly obtained (for example, optional marketing contact).

We share information only as described here. We never sell personal information. We share data with:

• Service providers that help us operate — hosting and application infrastructure, and payment processing. Each is bound by contractual confidentiality and security commitments.
• Payment processing — subscription billing is processed by Stripe. Card data is handled by Stripe under its own compliance posture; we do not store full card numbers.
• Optional integrations you authorize — when an administrator connects a third-party integration (for example, email, messaging, maps, storage, or a POS adapter for dining and concierge), we send or receive the data necessary to perform that integration on your behalf. Disconnected integrations stop receiving new data.
• Olympic Prints, LLC — as the parent operator, Olympic Prints may access your data to provide support, billing, and Service development.
• Legal compliance — where required by law, court order, or to protect rights, property, safety, or integrity of the Service.

Because the Service defaults to Core Launch Mode, all external integrations are optional and off by default. Core operations remain fully functional with no external connections active.

We retain information for as long as your account or organization is active, and afterwards as needed:

• Operational records are retained for the life of your organization, plus a configured post-cancellation window set by your plan.
• Audit and security logs are retained according to your plan's audit retention window to support integrity investigations.
• Documents and uploads are retained according to your plan's file retention window; deleted files are removed from active storage per that window.
• Billing records are retained as required for tax and accounting compliance.

When retention ends, data is deleted or anonymized in line with this policy. Where a legal hold applies, retention extends until the hold is released.

We use administrative, technical, and physical safeguards designed to protect your data, including role-based access control, tenant isolation, encryption in transit, and an append-only audit trail for material actions. Role and permission decisions are enforced both in the interface and on the server.

No service can guarantee perfect security. You are responsible for keeping your staff credentials and role assignments current, and for limiting access to the systems and persons who need it.

We use essential cookies and similar technologies to keep you signed in, remember your preferences, and operate the Service. We do not use advertising cookies. Analytics cookies, where used, help us understand aggregate usage so we can improve the Service.

Most browsers let you manage or refuse cookies, but disabling essential cookies may affect sign-in and core Service usability.

Paid subscriptions are billed through Stripe, Inc. When you subscribe, Stripe processes your payment information under its own terms and privacy policy. We receive confirmation of your subscription, plan, and billing status — but we do not store your full card number.

Billing metadata (such as plan, status, and invoices) is retained for accounting and tax-compliance purposes. For billing questions, see Section 13 or Stripe's own documentation.

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of personal information, subject to legal and retention obligations.
• Object to or restrict certain processing.
• Withdraw consent where processing depends on it.
• Receive a portable copy of information you provided.

To exercise these rights, contact us using the details in Section 13. We may verify your identity before acting on a request. Where we have a legal obligation to retain data (for example, billing records), we will inform you of the scope of any retention.

The Service is operated from the United States. If you access it from another country, your information is transferred to and processed in the United States, and you acknowledge that protections may differ from those in your jurisdiction.

The Service is directed to organizations and their authorized staff and guests. It is not directed to children under 16, and we do not knowingly collect personal information from children. If you believe a child has provided information to us, contact us so we can investigate and remove it.

To ask questions about this policy, request data, or report a privacy concern, contact us through the Service's contact page, through our sales/support channels, or by mail.

• Operator: Olympic Prints, LLC
• Mailing address: P.O. Box 466, Hoquiam, WA 98550
• Contact page: https://suitesteward.app/contact

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last updated” date and, where appropriate, notify organizations through the Service. Continued use after a change confirms your acceptance of the revised policy.