Privacy Policy

War Eagle Resort Inc., 13020 N Hwy 10, Tahlequah, OK 74464 (“War Eagle Resort,” “we,” “us”) runs this website and the reservation system behind it. This policy explains what we collect, why, who we share it with, and the choices you have.

It applies to this website, guest accounts, reservations taken online or by phone, signed waivers, and the messages we send you about your trip.

Depending on what you do, we may collect:

• Account and contact details: your name and preferred name, email address, phone numbers, mailing address, and date of birth.
• Reservation details: dates, lodging or campsite, float trips and vessels, party size, and any special requests.
• Your travel party: the names, relationship, and ages of the people in your group, so we can seat vessels safely and match waivers to guests.
• Safety and service details: emergency contact name and phone, accessibility needs, dietary notes, vehicle and rig details including plate number where relevant.
• Preferences: preferred lodging or campsite type, typical party makeup, preferred vessel and trip length, preferred way to be contacted, and how you heard about us.
• Signed waivers: the signer’s name and relationship, the text of the signature, the date and time signed, the IP address and device used to sign, and which minors the waiver covers.
• Staff notes and stay history: notes our team records about a reservation or stay, arrival and departure times, changes and cancellations, and any safety flags, so the next visit goes smoothly.
• Messages: emails, texts, phone notes, and questions you ask our on-site booking assistant.

When you use the site we keep basic technical records needed to run it: your sign-in session, booking activity, and standard server and error logs (such as request time and general device or browser information). We use these to keep the site working and secure, not to build advertising profiles.

Some pages include third-party content — an embedded Google Map for directions, and river level and weather data from public agencies. When those load, the provider may see your IP address under its own privacy policy.

Card details are entered directly into Square’s secure, PCI-compliant systems. What we keep in our own records is limited to: a Square customer reference, a Square card reference token (not a card number), the payment or authorization reference, the payment status, and the amounts charged. Those tokens let us take the non-refundable deposit at booking and charge the remaining balance on your reservation start date — nothing more.

Square processes and protects payment information under its own terms and privacy notice, and Block, Inc. is the entity handling card acceptance for us:

• Square Payment Terms
• Square Privacy Notice
• Square Commercial Entity Agreement (card acceptance disclosure)

For questions about a specific charge, contact us first at (918) 456-6272 — we can see the reservation and the amount, and we can request a refund or adjustment through Square when one is due.

• Taking, changing, and honoring reservations, and charging deposits and balances.
• Matching waivers to guests and confirming age-based river rules such as life jackets for anyone 12 or younger.
• Seating vessels, assigning sites, staffing shuttles, and preparing housekeeping and river crews.
• Safety, emergencies, and property protection, including damage and incident records.
• Sending reservation confirmations, changes, reminders, and check-in information.
• Answering your questions, including through our on-site booking assistant.
• Improving how the resort and this site work, and, if you opt in, sending news and offers.
• Meeting legal, tax, insurance, and accounting obligations.

Reservation messages are required. Confirmations, changes, waiver requests, balance notices, arrival reminders, and safety or river-closure notices are part of the service and are sent while you have an active reservation. You cannot opt out of these without cancelling the reservation.

Marketing is optional. Newsletters, seasonal offers, and promotional text messages are sent only if you opt in, and you can turn them off any time in your profile, by using the unsubscribe link in an email, by replying STOP to a text, or by emailing wareaglefloats@gmail.com. We record when and how you gave that consent. Message and data rates may apply to texts.

We do not sell your personal information and we do not share it for third-party advertising. We share only what a provider needs to do its job for us:

• Square (Block, Inc.) — payment processing, card storage, refunds, and receipts.
• Email and messaging providers — delivering confirmations, reminders, and any newsletters you opted into.
• Hosting and database providers — running this website and storing reservation records securely.
• Mapping, weather, and river-data services — directions and river conditions shown on the site.
• Professional advisors, insurers, and accountants — where needed for claims, audits, or legal advice.
• Law enforcement, emergency services, and regulators — when required by law or when someone’s safety is at risk, including incident reports involving the river.
• A successor — if the resort is sold or reorganized, guest records may transfer with the business under this policy.

Guest accounts are for adults. Children never create accounts here — a minor’s name and age appear only because an adult in their party entered them, and a parent or legal guardian signs each minor’s waiver. We collect the minimum needed for safety: name, age, and who is responsible for them. If you believe a child created an account, email us and we will remove it.

We keep guest profiles for as long as you have an account or an ongoing relationship with the resort, so your details and history are ready for your next visit. Reservation, payment reference, and accounting records are kept as long as needed for tax, insurance, and legal purposes.

Signed waivers carry a retention date in our system and are automatically purged when it passes; a short record that the waiver existed and was purged is kept for insurance purposes. Marketing preferences and opt-out records are kept so we can honor your choice.

You can:

• View and edit most of your information yourself in your profile and your reservations.
• Ask for a copy of the information we hold about you.
• Ask us to correct anything that is wrong.
• Ask us to delete your information — we will do so except where we must keep records for an active reservation, a signed waiver, an incident, or tax and insurance obligations.
• Opt out of marketing at any time, without affecting your reservation messages.

Email wareaglefloats@gmail.com or call (918) 456-6272. We aim to respond within 30 days, and we may need to verify your identity first. We will never treat you differently for exercising these rights.

Information travels to and from this site over an encrypted connection and is stored with access limited to the staff roles that need it — office staff, river crews, and housekeeping each see only what their job requires. Card data security is handled by Square under the PCI Data Security Standard. No system is perfect; if a breach affects your information we will notify you as required by law.

We use only what the site needs to function: a sign-in session stored in your browser, and small amounts of local storage that remember an unfinished booking so you can pick up where you left off. We do not use advertising or cross-site tracking cookies. Clearing your browser storage signs you out and discards an unfinished booking.

Our systems are operated in the United States. If you visit or book from outside the U.S., your information is processed here. Residents of states with privacy laws granting access, deletion, correction, or opt-out rights may use the contacts below to exercise them; we honor those requests for all guests.

We may update this policy as our operations change; the “Last updated” date above shows the current version, and material changes will be noted on this page.

War Eagle Resort Inc.
13020 N Hwy 10, Tahlequah, OK 74464
Phone: (918) 456-6272
Email: wareaglefloats@gmail.com