Privacy Policy

Effective date: October 2026

This Privacy Policy explains how Highwood at Carter Mountain ("Highwood," "we," "us," or "our"), a short-term rental cabin in Broken Bow, Oklahoma operated by 266 TX Moonshiner LLC, an Oklahoma limited liability company, collects, uses, and shares information when you visit this website, book or stay at the cabin, call or text our phone lines, or work with us as a cleaner, maintenance provider, or vendor.

Information we collect

  • Contact details: your name, mobile phone number, and email address.
  • Reservation details: booking dates, number of guests, the booking platform you used, arrival and departure information, and messages about your stay.
  • Communications: the content of text messages, emails, and messages you send us, and records of calls (such as the date, time, duration, and phone number).
  • Call recordings and transcripts: if a call is recorded or handled by our AI voice assistant, we may keep an audio recording, a written transcript, and a summary of that call.
  • Service provider details: for cleaners, maintenance providers, and vendors, your name, business name, phone number, email, and job and scheduling details.
  • Website information: this website does not use advertising trackers or analytics cookies. Our hosting provider may keep standard server logs (such as IP address, browser type, and pages requested) for security and reliability.

How we use information

  • To manage reservations and provide check-in instructions, stay information, and day-of help.
  • To answer questions and respond to calls, texts, and emails, including through our AI voice assistant.
  • To schedule and coordinate cleaning, maintenance, repairs, and other services at the cabin.
  • To keep the property, our guests, and our team safe, and to address damage, disputes, or emergencies.
  • To meet legal, tax, and accounting obligations and to enforce our house rules and agreements.
  • To improve our service, including reviewing call transcripts and message logs for quality.

We do not sell your personal information, and we do not use your phone number to send marketing text messages.

How we share information

We share information only as needed to operate the cabin and provide our services:

  • Communications service providers, such as Twilio (phone numbers, calling, and text messaging) and ElevenLabs (AI voice assistant, call handling, and transcription), which process information on our behalf.
  • Booking platforms, such as Airbnb, in connection with your reservation.
  • Our cleaning, maintenance, and property team, limited to what they need to do their job (for example, arrival and departure times).
  • Other service providers that help us run the business, such as email, hosting, payment, and accounting providers.
  • Legal and safety reasons, when required by law, to respond to legal process, or to protect the rights, property, or safety of our guests, our team, or others.
  • Business transfers, if the cabin or our business is sold or transferred, subject to this policy.

Text messaging and mobile information. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Text messages and calls

We send text messages only to people who have agreed to receive them. You can opt out at any time by replying STOP, and reply HELP for help. Message frequency varies, and message and data rates may apply. Calls to our lines may be answered by an AI voice assistant and may be recorded. See our SMS Terms for details.

Retention

We keep personal information only as long as needed for the purposes above. In general, we keep reservation records and related messages for up to three years after your stay to meet tax, accounting, and legal requirements. We keep call recordings and transcripts for up to 90 days unless they are needed longer to resolve an issue or dispute. We keep records of text-message consent and opt-out requests for as long as required to show compliance. When information is no longer needed, we delete or de-identify it.

Security

We use reasonable administrative, technical, and physical safeguards to protect personal information, including access controls on the accounts and tools we use. Door codes and Wi-Fi passwords are shared only with confirmed guests for their stay. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Your choices

  • Reply STOP to any text message to stop receiving texts from that line.
  • You can ask us to access, correct, or delete your personal information by contacting us below. We may need to keep some information for legal or legitimate business reasons.

Children

This website and our messaging services are not directed to children under 13, and we do not knowingly collect their personal information.

Changes to this policy

We may update this policy from time to time. The effective date above shows when it was last changed.

Contact us

Highwood at Carter Mountain, operated by 266 TX Moonshiner LLC

Email hello@highwoodatcartermountain.com. Texts about a stay use our guest line. Texts about cleaning, maintenance, and vendors use our operations line.