Privacy Policy
Privacy Policy
Effective Date: August 22, 2026
Vedder River Inn (“VRI,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, use our online booking engine, make a reservation, stay at our hotel, contact us, or otherwise interact with us.
VRI is located in British Columbia, Canada, and handles personal information in accordance with applicable Canadian privacy laws, including British Columbia’s Personal Information Protection Act (PIPA), as applicable.
1. Personal Information We Collect
Depending on how you interact with us, we may collect personal information such as:
- your name and contact information, including email address, mailing address, and telephone number;
- reservation information, including arrival and departure dates, room type, number of guests, preferences, and special requests;
- payment and billing information necessary to process reservations, deposits, payments, refunds, or other charges;
- information you provide when contacting us by telephone, email, through our website, or in person;
- information relating to your stay and interactions with our hotel;
- information you provide when subscribing to promotional communications;
- information necessary to address accessibility, accommodation, or other service requests;
- information contained in correspondence, reviews, or other communications you voluntarily provide to us; and
- technical information collected when you use our website, such as IP address, browser type, device information, referring website, pages visited, and dates and times of website activity.
We only collect personal information that is reasonably necessary for the purposes described in this Privacy Policy or otherwise permitted or required by law.
2. How We Collect Personal Information
We may collect personal information:
- directly from you when you make a reservation or communicate with us;
- through our online booking engine;
- when you contact the hotel by telephone, email, or other means;
- when you check in or otherwise interact with us during your stay;
- through cookies and similar technologies used on our website and booking systems;
- through third-party service providers involved in operating our reservation, booking, payment, website, and distribution systems; and
- from other sources where permitted by applicable law.
Where reasonably possible, we collect personal information directly from you.
3. Online Booking Engine and Reservation Services
Our online booking engine is operated using roomMaster Cloud, a hotel property-management and reservation technology platform.
Our reservation and distribution systems also use SEEKDA as a channel-management service. SEEKDA may facilitate the distribution and management of room availability, rates, and reservation information between VRI and applicable booking or distribution channels.
When you make a reservation through our online booking engine, personal information necessary to create, manage, and fulfill your reservation may be processed through these systems and service providers.
This information may include your name, contact information, reservation details, special requests, and information necessary to process or manage payment.
Third-party service providers that process information on our behalf may store or process personal information in accordance with their contractual obligations, security practices, and applicable privacy requirements.
The booking engine currently displays room availability, rates, room descriptions, booking terms, and other information necessary to allow you to select and complete a reservation.
4. Payment Information
Payments associated with reservations may be processed through Valpay, our payment-processing provider.
VRI does not store complete payment-card numbers in our systems. Payment-card information is tokenized through Valpay's payment-processing system.
Information necessary to authorize and process a payment, deposit, refund, or other transaction may be transmitted to Valpay or other payment-related service providers as necessary to complete the transaction.
Valpay and other payment-related providers may retain transaction information as necessary for payment processing, fraud prevention, security, accounting, legal, or regulatory purposes.
5. How We Use Personal Information
We may use personal information for purposes including:
- processing and managing hotel reservations;
- providing accommodation and related services;
- processing payments, deposits, refunds, and other charges;
- communicating with you about your reservation or stay;
- responding to questions, requests, complaints, and customer-service inquiries;
- providing services or accommodations that you request;
- verifying and maintaining reservation and customer information;
- preventing, detecting, and investigating fraud, unauthorized transactions, or other unlawful activity;
- maintaining the security of our hotel, website, systems, employees, guests, and property;
- operating, maintaining, troubleshooting, and improving our website and online booking engine;
- understanding website usage and improving our services;
- complying with legal, regulatory, accounting, insurance, and other applicable obligations;
- managing our business and maintaining appropriate business records; and
- sending promotional communications where permitted by law and where we have the required consent or another lawful basis.
We will not use personal information for purposes that are incompatible with the purposes described above unless permitted or required by law or we obtain appropriate consent.
6. Consent
Depending on the circumstances, VRI may rely on your consent or another lawful basis permitted under applicable privacy law to collect, use, or disclose your personal information.
Where consent is required, we will obtain it in an appropriate manner and explain the purpose for which the information is being collected, used, or disclosed.
You may withdraw consent to the use or disclosure of your personal information where permitted by law. Withdrawal of consent does not affect the lawfulness of processing that occurred before consent was withdrawn and may not be possible where we are required or permitted by law to retain or use the information.
Some information is necessary to process a reservation or provide requested services. If you choose not to provide information that is reasonably necessary for those purposes, we may be unable to complete your reservation or provide the requested service.
7. Sharing Personal Information With Service Providers
We may disclose personal information to third-party service providers that assist us in operating our business and providing services to you.
These providers may include organizations that provide:
- hotel property-management and reservation services, including roomMaster Cloud;
- reservation distribution and channel-management services, including SEEKDA;
- payment processing services, including Valpay;
- website hosting and technical support;
- information technology and security services;
- email and communications services;
- website analytics and performance services, including Google Analytics;
- accounting, auditing, legal, insurance, or professional services; and
- other services reasonably necessary to operate our hotel and provide services to our guests.
We require service providers that handle personal information on our behalf to use and protect that information in accordance with applicable requirements and for the purposes for which it was provided, subject to their contractual and legal obligations.
We do not sell personal information to third parties for their own independent marketing purposes.
8. Google Analytics and Website Usage Information
Our website uses Google Analytics, a web analytics service provided by Google, to help us understand how visitors use our website and improve its performance and functionality.
Google Analytics may use cookies and similar technologies to collect information about website activity. Depending on the configuration of the service, this may include information such as:
- IP address or information derived from it;
- browser and device information;
- pages visited;
- approximate geographic information;
- referring websites;
- dates and times of visits; and
- interactions with the website.
We use analytics information to help understand website traffic and usage, troubleshoot technical issues, improve website performance, and improve the experience of visitors.
Google may process information collected through Google Analytics in accordance with its own privacy practices and applicable terms.
9. Cookies and Similar Technologies
Our website and online booking engine use cookies and similar technologies.
Cookies are small files or pieces of information stored on your device that can help a website remember information, maintain a booking session, improve functionality, understand how the website is used, and support security.
Cookies may be used for purposes such as:
- enabling essential website and booking functionality;
- maintaining your booking session;
- remembering preferences;
- measuring website performance and usage through services such as Google Analytics;
- supporting security and fraud prevention; and
- supporting other functionality provided by third-party services.
Some cookies may be placed by third-party service providers that provide functionality, analytics, or other services to us.
You can control or disable certain cookies through your browser settings. Disabling cookies may affect the functionality of our website or online booking engine.
The specific cookies and technologies used on our website may change from time to time as we update our website, booking systems, and services.
10. Third-Party Websites and Services
Our website and booking services may contain links to websites or services operated by third parties.
Those third parties have their own privacy practices, policies, and terms. VRI is not responsible for the privacy practices of third-party websites or services that we do not control.
We encourage you to review the privacy policies of third-party websites and service providers before providing them with personal information.
11. Marketing Communications
Where permitted by law, VRI may send promotional communications about hotel offers, packages, events, or other services.
Where required, we will obtain consent in accordance with Canada's anti-spam legislation (CASL).
You may unsubscribe from promotional electronic communications at any time by using the unsubscribe mechanism provided in the communication or by contacting us at:
Unsubscribing from promotional communications will not prevent us from sending communications that are necessary to provide a service you have requested, such as reservation confirmations, payment information, changes to your booking, customer-service communications, or other transactional messages.
12. Retention of Personal Information
VRI retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, provide services to you, maintain appropriate business and financial records, resolve disputes, enforce agreements, meet legal and regulatory requirements, and otherwise comply with applicable law.
When personal information is no longer required, we will take reasonable steps to securely destroy, delete, or anonymize it in accordance with our information-retention and disposal practices.
Different categories of information may be retained for different periods depending on their purpose and applicable legal requirements.
Where personal information is held by a third-party service provider on our behalf, that provider may retain information in accordance with its contractual obligations and applicable retention requirements.
13. Safeguarding Personal Information
VRI takes reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information we hold.
These safeguards may include access controls, employee practices and training, secure systems, contractual safeguards with service providers, physical security measures, and technical security measures such as encryption where appropriate.
Payment-card information processed through Valpay is tokenized, and VRI does not store complete payment-card numbers in our systems.
No method of transmitting or storing information is completely secure. While we take reasonable measures to protect personal information, we cannot guarantee that information transmitted over the Internet or stored electronically will be completely secure.
14. Privacy Incidents
VRI maintains procedures for responding to actual or suspected privacy incidents.
If we determine that a privacy incident has occurred, we will assess the incident and take reasonable steps to contain it, investigate what happened, reduce the risk of harm, and provide any notifications or take any other actions required by applicable law.
15. Accessing and Correcting Your Personal Information
Subject to applicable law, you may request access to personal information that VRI holds about you and may request that inaccurate or incomplete information be corrected.
To make an access or correction request, please contact our Privacy Officer using the contact information below. We may need to verify your identity before providing access to personal information or making changes to our records.
We will respond to requests within the time period required by applicable privacy law, subject to any permitted extensions or exceptions.
16. Privacy Officer
VRI has designated a person responsible for privacy matters and compliance with applicable privacy legislation.
Privacy Officer
Vedder River Inn
5788 Vedder Road
Chilliwack, BC
V2R 1C4
Canada
Telephone: 1-800-591-0181
Email:
admin@vedderriverinn.com
Questions, requests, concerns, or complaints regarding the collection, use, disclosure, or protection of personal information should be directed to our Privacy Officer.
17. Privacy Complaints
If you have a concern about how VRI has handled your personal information, we encourage you to contact our Privacy Officer first so that we can investigate and attempt to resolve the concern.
You may also have the right to make a complaint to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).
18. Business Transactions
If VRI is involved in a merger, acquisition, financing, reorganization, sale of the hotel or business, or sale or transfer of some or all of its assets, personal information may be transferred as part of that transaction where permitted by applicable law.
Any such transfer will be handled in accordance with applicable privacy legislation and the purposes for which the information was originally collected, as applicable.
19. Children's Information
Our services are intended for general audiences. We do not knowingly collect personal information from children for purposes unrelated to providing our services.
Where personal information relating to a child is provided in connection with a hotel reservation or stay, it will be handled for legitimate hotel and service-related purposes in accordance with applicable law.
20. Changes to This Privacy Policy
VRI may update this Privacy Policy from time to time to reflect changes to our practices, technology, services, legal requirements, or other circumstances.
When we make material changes, we will post an updated version of the Privacy Policy on our website and update the effective date.
We encourage you to review this Privacy Policy periodically to remain informed about how we handle personal information.
21. Contact Us
If you have questions about this Privacy Policy or VRI's privacy practices, please contact:
Vedder River Inn
Attn: Privacy Officer
5788 Vedder Road
Chilliwack, BC V2R 1C4
Canada
Telephone: 1-800-591-0181
Email:
admin@vedderriverinn.com
Effective Date: August 22, 2026
