Privacy Policy

Who we are

“Book with Regent” (also “Regent,” “we,” “us”) is the direct-booking brand of Regent Capital Ventures LLC, a Texas limited liability company operating short-term rental properties in the Dallas–Fort Worth metroplex and Austin, Texas. Regent Capital Ventures LLC is the party responsible for the personal information described here.

This policy covers bookwithregent.com and the guest tools we run on it — the booking flow, the availability search, the guest trip portal, the maintenance request form, the contact and careers forms, and the review rewards program. It does not cover third-party sites we link to, or listings of our properties on platforms such as Airbnb, which have their own privacy policies.

What we collect

Information you give us

• Booking details. Your name, email address, phone number, the property, your check-in and check-out dates, the number of guests, and any message or special request you add to the reservation.
• Contact and inquiry forms. Your name, email address, phone number where you provide it, and the content of your message — including inquiries sent from a property page or our property management page.
• Maintenance requests. Your name, email address, phone number, which property you are staying at, the category and urgency of the issue, your description of it, any photos you attach, and the messages exchanged with our team about that request.
• Guest trip portal. Your confirmation code together with the email address or phone number on the reservation, used to verify that a trip is yours, plus any messages you send your host through the portal.
• Career applications. Your name, email address, phone number, the position you applied for, a portfolio or profile link, your introduction, and your résumé file.
• Review rewards. Your name, email address, the platform you reviewed us on, and the screenshot you upload as proof of your review.

Information collected automatically

• Server logs. Like nearly every website, our hosting provider records standard request data such as IP address, date and time, the page or endpoint requested, browser type and referring page.
• Abuse prevention. We use the IP address of trip-portal lookup attempts to rate-limit them, so that confirmation codes cannot be guessed by brute force.
• Approximate location, only if you ask. If you tap “my location” on our property map, your browser asks your permission and the coordinates are used in your browser to show distances to our properties. Those coordinates are stored in your own browser and are not transmitted to our servers.

Information from other sources

• Reservation records from our property management system. When a booking is created or modified, our booking platform (Guesty) returns the reservation record to us — guest name, contact details, dates, property and status. Where a reservation originated on a listing site such as Airbnb, it may reach us through that platform.

Photos & files you upload

Some of our forms let you attach a file. Because images can carry more than what is visible in them, it is worth being specific about how we handle them.

• Maintenance photos. The maintenance request form accepts image files (JPG, PNG, GIF or WebP, up to 10 MB each) so you can show us the problem instead of describing it. They are stored on our server, attached to your maintenance request, and seen by our operations team and, where relevant, the contractor or vendor sent to fix the issue.
• Review screenshots. Screenshots submitted to claim a review reward are stored with your submission and used solely to verify the review before a gift card is issued.
• Résumés. Files attached to a career application are stored with that application and reviewed by our hiring team.

How we use it

We use the information described above to:

• Take, confirm and manage your reservation, and send the confirmations, check-in instructions and practical messages that go with a stay.
• Answer your questions, respond to inquiries and provide support before, during and after a stay.
• Receive, triage and resolve maintenance requests, and keep you updated on them.
• Verify that a trip belongs to you before showing you its details in the guest portal.
• Verify review reward claims and issue gift cards.
• Assess job applications.
• Keep the site working, diagnose faults, and protect against fraud, abuse and automated attacks.
• Meet our tax, accounting, insurance and other legal obligations, and establish or defend legal claims.

We send marketing email only where you have asked to hear from us or where the law otherwise allows it, and every such message includes a way to unsubscribe. We do not sell your personal information, and we do not use it for third-party advertising.

Cookies & local storage

We do not use advertising cookies, and we do not run third-party analytics or tracking pixels on this site. The only things we store on your device are the strictly functional items below.

You can delete these at any time through your browser settings, and you can block cookies entirely. If you do, the site will still work, but the trip portal will ask you to verify your confirmation code again each visit and the site will not remember your light or dark preference.

Third-party services

We keep the number of outside services deliberately small. These are the ones that can receive personal information:

• Guesty — our property management and booking platform. Reservation data (your name, email address, phone number, dates, property, guest count and any message) is created in and read from Guesty, which also handles rates, availability and payment collection.
• Web3Forms — the service that delivers our form submissions to our own inbox as email. Contact messages, career applications, review reward claims and guest portal messages pass through it in transit.
• Render — our hosting provider. Our website, database and uploaded files run on Render’s infrastructure, and its servers process requests made to the site.
• Content delivery networks — Google Fonts, Cloudflare (cdnjs) and CARTO (map tiles) serve fonts, scripts and map imagery to your browser. Because your browser requests these files directly, those providers receive your IP address and standard request data. They are not given your booking or contact details.

Our event listings are fetched by our server from Ticketmaster’s public events API using a fixed regional coordinate — not your location — so no information about you is sent to it.

Each of these providers handles data under its own privacy policy and, where applicable, under a data processing agreement with us. We ask them to use the information only to provide the service we have engaged them for.

Payments

We do not collect, process or store payment card numbers on this website. Payment for a direct booking is taken through Guesty and its payment processor, on their systems. Card details you enter there never reach our servers, and the reservation data our site reads back from Guesty is filtered to exclude stored payment methods and card records.

What we do keep is the commercial record of the booking — property, dates, guest count, total and currency — which we need for accounting and tax purposes.

How we share information

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We disclose it only in these situations:

• Service providers. The platforms listed above, acting on our instructions.
• Vendors and contractors. Cleaners, maintenance technicians and similar professionals receive the minimum needed to do the job — typically the property, the nature of the issue and, where they need to reach you, your first name and phone number.
• Property owners. Where we manage a property on an owner’s behalf, they may receive reporting about stays at that property. We share guest contact details with an owner only where there is a genuine operational or legal reason.
• Legal and safety. Where we are required to by law, subpoena or lawful request, or where disclosure is necessary to investigate suspected fraud, enforce our terms, protect our property, or protect the safety of any person.
• Business transfer. If the business or a property portfolio is sold, merged or reorganised, guest records may transfer as part of that transaction. We would remain bound by this policy until you are notified of a replacement.

How long we keep it

We keep personal information only as long as it serves the purpose it was collected for, plus any period we are legally required to retain it.

When information is no longer needed we delete it or remove the details that identify you.

Security

The site is served over HTTPS, administrative areas require authentication and are excluded from search engines, staff session cookies are set as HttpOnly, and access to guest records is limited to the people who need it to run the properties. Reservation data retrieved from our booking platform is filtered so payment records are never exposed to the website.

No website or database can be guaranteed completely secure, and we cannot promise absolute security. If a breach ever affects your personal information, we will notify you and the relevant authorities as the law requires.

Your rights & choices

Wherever you live, you can ask us to:

• Access the personal information we hold about you, and get a copy of it.
• Correct anything that is wrong or out of date.
• Delete your information, subject to records we must keep by law — a completed booking, for example, cannot be erased from our tax records.
• Stop marketing email at any time, either by using the unsubscribe link or by telling us. Operational messages about a booking you have made will continue.
• Object to or restrict a particular use of your information.

Depending on where you live — including Texas residents under the Texas Data Privacy and Security Act, California residents under the CCPA as amended, and residents of other states with comparable laws — you may also have the right to confirm whether we process your information, to obtain it in a portable format, to opt out of sale or targeted advertising (we do neither), and to appeal a refusal of your request. We will not discriminate against you for exercising any of these rights.

To make a request, email hello@bookwithregent.com with the details of what you would like us to do. We may need to verify your identity before acting — usually by confirming the email address or phone number already on your reservation — and we will respond within the time the applicable law allows, normally 45 days. An authorised agent may make a request on your behalf with proof of authorisation.

Children’s privacy

Our website and booking services are intended for adults. We do not knowingly collect personal information from anyone under 18, and reservations must be made by an adult. Children may of course stay at our properties as part of a booking made by an adult, and where that happens the only information we hold is what the booking guest gives us — typically the number of guests. If you believe a child has given us personal information directly, contact us and we will delete it.

Changes to this policy

We update this policy when our practices or the applicable law change. The revised version is posted on this page with a new “last updated” date, and material changes will be signalled more prominently — by notice on the site or by email where we hold your address. Continuing to use the site after a change takes effect means the updated policy applies to you.

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