Legal
Legal
Effective September 8, 2026. These interim Terms of Use and Privacy Policy describe how Tropic Bay Properties operates this site, handles direct reservation inquiries, and processes information. They remain interim and will be updated after registration and counsel review.
Section 1
Terms of Use
Website and service scope
Tropic Bay Properties operates this public website to share information about its managed hospitality properties, stays, events, group bookings, and potential capital partnerships. The website may include descriptions, availability information, calculators, projections, forms, account areas, and links to services operated by other providers. Information on the site is general information and may change; it is not a promise that any property, date, service, investment opportunity, return, or other offering will remain available.
Acceptable use of the site
You may use the site only for lawful purposes, including researching a stay, event, group booking, or potential business relationship. You must not misuse the site, interfere with its operation, test or scan it for vulnerabilities without permission, bypass access controls, introduce malicious code, impersonate another person, submit information you are not authorized to share, or use site content to mislead others. We may restrict or suspend access where reasonably necessary to protect the site, other users, or our operations.
Accounts and protected areas
Some features may require an account or access to a protected area. You are responsible for providing accurate information, keeping credentials confidential, and promptly telling us if you suspect unauthorized access. Do not share credentials or use another person’s account. Access to a protected area is personal and may be withdrawn if these terms or the rules presented for that area are not followed.
Reservations and stays
Tropic Bay Properties accepts direct reservations for weddings, corporate bookings, and group stays of 10 or more guests, subject to availability and confirmation. Individual-stay guests may be referred to third-party booking platforms; a booking made through one of those platforms is governed by the platform’s and the applicable property provider’s terms, not these website terms. A request or inquiry is not a confirmed reservation until the confirmation, price, and required payment or deposit have been provided in writing.
Direct booking and event terms
For a direct reservation, the booking or event document and the terms shown during booking control the relationship for that reservation. Those terms may address the event or group scope, guest count and occupancy limits, payment schedule, taxes and fees, cancellation and refund rules, check-in and check-out, house rules, prohibited conduct, event requirements, security deposits, responsibility for damage, and charges for extra cleaning or other loss. If a direct booking document conflicts with these website terms, the direct booking document controls for that booking. Guests must follow the occupancy, house, safety, and property instructions provided for the stay.
Investment content and capital partnerships
Site content about property investment, projected yields, returns, occupancy, pricing, or capital partnerships is informational and may be incomplete or outdated. It is not an offer to sell securities, a solicitation to buy securities, investment advice, legal advice, tax advice, or a guarantee of performance. Any inquiry or presentation is not a commitment or an offer. A binding investment requires definitive written documents signed by the relevant parties, and those documents control if they differ from the site.
Intellectual property
The site, its design, text, graphics, photographs, videos, names, marks, and other content belong to Tropic Bay Properties or the parties that license them to us. We grant you a limited, revocable, non-exclusive right to access the site for personal or internal business use. You may not copy, modify, republish, sell, distribute, or create derivative works from site content without permission, except where applicable law expressly allows it.
Disclaimers and security
The site and its content are provided on an “as available” basis. To the fullest extent permitted by law, Tropic Bay Properties disclaims warranties that the site will be uninterrupted, error-free, current, secure, or free of harmful components, and disclaims implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We use reasonable administrative, technical, and organizational measures to protect the site and information entrusted to us, but no internet transmission or storage system can be guaranteed secure. Do not send passwords, payment-card numbers, or other highly sensitive information through an unrequested message or form.
Limitation of liability
To the fullest extent permitted by law, Tropic Bay Properties will not be liable for indirect, incidental, special, consequential, exemplary, or punitive losses, or for loss of profits, revenue, data, goodwill, or business opportunity, arising from or related to the site or your use of it. This limitation does not exclude liability that cannot legally be excluded or limited, and it does not replace any rights or remedies provided by a separate booking or definitive written agreement.
Governing law and disputes
These terms are subject to the mandatory laws that apply to the parties and the relevant transaction. If a separate booking, event, group, or definitive written agreement states a governing law, dispute process, or forum, that agreement controls for its subject matter. For a website-use dispute not covered by another agreement, please contact us first so the parties can try to resolve it informally. The formal governing-law and dispute details will be updated after the operator’s registration and counsel review; nothing in this section limits rights that cannot lawfully be limited.
Changes to these terms
We may update these terms as the site, services, or legal requirements change. We will post the revised version on this page and update the effective date. If a change is material, we will use a reasonable additional notice method where appropriate. Your continued use of the site after the revised terms take effect means you accept them, subject to any rights that cannot be waived.
Contact
Questions about these terms may be sent to tropicbay-properties@polsia.app with the subject line “Terms”. Formal legal contact details, including any registered address required for a formal notice, will be added after registration and counsel review. A booking or definitive written agreement may provide a different notice method for matters governed by that agreement.
Section 2
Privacy Policy
What we collect and where it comes from
We may collect information you provide directly, such as your name, email address, phone number, organization, booking or event details, guest information, messages, preferences, and other information you choose to submit through a form or account. We may also receive information from a booking or payment provider when you use a service connected to the site. Our systems may automatically receive technical information such as IP address, browser and device information, request path, approximate location derived from IP, and timestamps. We collect information from you, your device, service providers, and third-party platforms involved in a booking or inquiry.
How we use it
We use information to operate, maintain, secure, and improve the site; respond to questions and inquiries; evaluate and manage reservations, weddings, corporate bookings, and group stays; administer accounts and protected areas; communicate about a requested service; process or reconcile payments through the applicable provider; prevent fraud, abuse, and unauthorized access; maintain records; comply with legal obligations; and protect our rights and the safety of guests, staff, and properties. We may also use aggregated or de-identified information for analytics and planning.
Accounts and protected areas
If you create an account or use a protected area, we process the account details, authentication information, activity, and content needed to provide that access and keep it secure. We may associate account activity with an inquiry, reservation, or other service request. Keep your credentials confidential and contact us promptly if you believe an account has been accessed without authorization.
Security
We maintain reasonable safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. Security is not absolute, and we cannot guarantee that information transmitted over the internet or held by a service provider will never be compromised. Please notify us promptly if you believe information or an account has been exposed.
International processing
Tropic Bay Properties and its service providers may process personal information in countries other than the country where you live. Those countries may have different data-protection rules. We take reasonable steps to use appropriate protections for international processing where required, and you understand that information may be transferred, stored, and accessed across borders to operate the site and provide requested services.
Retention
We retain personal information only for as long as reasonably needed for the purposes described here, including providing a requested service, maintaining business and booking records, resolving disputes, preventing abuse, enforcing agreements, and meeting legal, tax, accounting, or regulatory requirements. Retention can vary by the type and sensitivity of the information and the nature of the relationship. When information is no longer needed, we delete it, anonymize it, or securely isolate it where deletion is not immediately possible.
Your rights and request process
Depending on where you live and subject to applicable exceptions, you may have rights to request access to, correction of, deletion of, or a copy of personal information, or to object to or limit certain processing. Send a request to tropicbay-properties@polsia.app with the subject line “Privacy” and enough information for us to understand the request. We may need to verify your identity and may ask for clarification. We will respond within the period required by applicable law and will explain any limitation or refusal. You may also have the right to complain to a data-protection authority.
Changes to this policy
We may update this policy as our practices or legal requirements change. We will post the revised version here and update the effective date. If a change is material, we will use a reasonable additional notice method where appropriate. Your continued use of the site after the revised policy takes effect means you acknowledge the updated policy, subject to any rights that cannot be waived.
Contact
Questions, rights requests, and privacy concerns may be sent to tropicbay-properties@polsia.app with the subject line “Privacy”. Formal legal contact details, including any registered address required for a formal request, will be added after registration and counsel review. If your request concerns a third-party booking platform, you may also need to contact that platform under its own privacy policy.
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