LODGEPOLE PASS PRIVACY POLICY

Last Updated: July 8, 2026

Lodgepole Pass Limited Co ("Lodgepole," "we," "us," or "our") respects your privacy and is committed to protecting the personal data of our members and applicants ("Member," "you," or "your"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, apply for our membership, or use our remote-working lodging platform.

Please read this Privacy Policy carefully. By accessing our platform, submitting an application, or purchasing a membership, you consent to the collection, use, and sharing of your information as described herein.

1. INFORMATION WE COLLECT

To deliver a curated, exclusive membership experience and facilitate seamless hotel bookings, we collect several categories of information:

  • Identifiers & Contact Details: Your full name, physical billing address, email address, phone number, and professional details (including LinkedIn profiles or professional credentials submitted during the application process).

  • Payment & Financial Data: We collect billing details necessary to process your membership fee. Payment processing is handled securely by our third-party merchant processor (Stripe/GHL Payments). Lodgepole does not directly store or hold full raw credit card numbers or sensitive CVV codes on our servers.

  • Booking & Stay Preferences: Dates of travel, selected Partner Properties (e.g., High Country Motor Lodge), room preferences, accessibility requirements, and guest names.

  • Usage & Device Data: IP addresses, browser types, operating systems, referring URLs, page views, and your interactions with our GoHighLevel (GHL) booking portal, captured via cookies, pixels, and web analytics.

2. HOW WE USE YOUR INFORMATION

We use the collected information to maintain our operations, process payments, and provide a secure, high-quality user experience:

  • Membership Vetting & Qualification: Evaluating application profiles to ensure applicants meet our professional remote-work community criteria before granting access to our capped cohort of 100 spots.

  • Fulfilling Bookings: Securely transmitting booking details, guest names, and reservation parameters directly to our Partner Properties' Property Management Systems (PMS).

  • Financial Transactions: Processing upfront seasonal membership payments, executing Virtual Credit Card (VCC) hotel payouts, and preventing transaction fraud.

  • Member Communications: Sending booking confirmations, SMS alerts regarding reservation status or weather cycles, community updates, and coordinating events hosted by our local Flagstaff Community Hosts.

  • Local Partner Integrations: Verifying your active membership status with local retail partners (such as Ski Pro) to validate eligibility for flash-and-save member discounts.

3. HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal data to third-party marketing brokers. Your data is shared strictly on a need-to-know basis to fulfill the services defined under our Member Terms of Service:

  • Partner Properties (Hotels): When you book a room, we share your name, booking dates, and room preferences with the designated hotel (e.g., High Country Motor Lodge) so they can process your reservation, issue keys, and manage on-property incidentals.

  • Service Providers: We share data with trusted third-party platforms that host our infrastructure or process critical functions, including GoHighLevel (for CRM, portal, and SMS automation), Stripe (for secure credit card processing), and our business banking partners (Wells Fargo).

  • Local Preferred Partners: We confirm membership validation data with local gear-tuning, rental, and dining partners to unlock your off-property member discounts.

  • Legal Compliance & Liability Protection: We may disclose your information if required to do so by Arizona or Federal law, in response to subpoena requests, or to protect the safety, rights, and physical security of Lodgepole, our Partner Properties, or our members (e.g., in the event of property damage or hotel ejection).

4. DATA SECURITY & RETENTION

We employ robust technical and organizational security measures to protect your information:

  • Encrypted Portals: All member reservation workflows, contact submissions, and communication records handled via our GoHighLevel infrastructure are fully encrypted in transit using SSL/TLS.

  • Secure Payment Infrastructure: Payment processing is managed entirely through PCI-DSS Level 1 compliant gateways (Stripe).

  • Escrow Account Protections: Member capital transferred from Stripe to our Wells Fargo Operating Escrow Account remains strictly isolated from external third-party access.

  • Retention Limits: We retain your personal data only as long as necessary to fulfill your active seasonal membership, comply with financial audit rules, or satisfy legal liability reporting windows.

5. YOUR RIGHTS & CHOICES

Depending on your jurisdiction, you may have specific rights regarding your personal information:

  • Data Access & Correction: You may request to review, update, or correct your personal identifiers, LinkedIn links, or billing profiles by logging into your GHL Member Portal or contacting support.

  • Communication Preferences: You can opt-out of promotional emails or SMS notifications at any time by clicking "unsubscribe" or replying "STOP" to automated CRM alerts. Transactional emails related to active hotel bookings remain mandatory while you hold an active reservation.

  • Data Erasure: You may request that we delete your profile and personal data from our active CRM, subject to our need to retain records for tax auditing, outstanding payment disputes, or active contractual liability windows under the Member Agreement.

6. STATE-SPECIFIC DISCLOSURES (ARIZONA)

Lodgepole Pass Limited Co operates out of the State of Arizona. This Privacy Policy is governed by and construed in accordance with the laws of Arizona. If we update this policy, we will revise the "Last Updated" date at the top of the page. Continued participation in our winter cohorts after modifications are posted constitutes your acceptance of the updated terms.

7. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy, your personal data, or the safety of your information, please reach out to our support team:

  • Email: [email protected]

  • Mailing Address: Lodgepole Pass Limited Co, 14236 N 158th Ln, Surprise, AZ 85379