1. Who We Are
Poinciana ("Poinciana," "we," "our," or "us") is a family-owned luxury accommodation, vehicle rental, and concierge service based in Saint Philip, Barbados. We operate the website at poincianaluxebarbados.com (and any custom domain it may be served from), along with associated booking platforms, social media accounts, and messaging services.
For questions about this policy or your personal data, contact us at:
- Email: contact@poincianaluxe.com
- WhatsApp: +1 (246) 830-0593
2. What Data We Collect
We collect personal data that you voluntarily provide through our website and communication channels:
| Source | Data Collected |
|---|---|
| Contact Form | Name, email address, message content |
| Concierge Request Form | Name, email, phone number, guest count, arrival/departure dates, service preferences, custom request details |
| Package Inquiry Form | Name, email, phone number, guest count, arrival/departure dates, vehicle and service selections, additional details |
| AI Concierge Chat | Conversation content (questions and messages you send to our AI-powered chatbot) |
| Phone number, name, message content (processed by WhatsApp/Meta per their privacy policy) | |
| Email Correspondence | Email address, name, message content, any attachments you send |
Automatically Collected Data
When you visit our website, our hosting provider (Netlify) and analytics tools may automatically collect:
- IP address (anonymized where possible)
- Browser type and version
- Pages visited and time spent
- Referring website or source
- Device type and screen resolution
We do not collect or process payment card data on this website. Accommodation bookings are processed through third-party platforms (Airbnb, Booking.com, VRBO), each governed by their own privacy policies. Vehicle reservations are handled through our fleet booking site, which has its own payment processing.
3. How We Use Your Data
We use personal data solely for the following purposes:
- Fulfilling your inquiry — responding to contact forms, concierge requests, and package inquiries
- Service delivery — arranging accommodation, vehicle rentals, transfers, and concierge services you request
- Communication — sending booking confirmations, itinerary details, and responding to your messages
- Improving our services — understanding how guests interact with our website and services to improve the experience
- AI chatbot functionality — processing your messages to generate relevant responses about our services and Barbados
We do not sell, rent, or trade your personal data to third parties for marketing purposes. We do not use your data for automated decision-making or profiling.
4. Who We Share Your Data With
We may share your personal data with the following parties, solely as necessary to deliver our services:
- Netlify, Inc. — our website hosting provider (processes server logs and form submissions)
- AI service provider — powers our concierge chatbot (conversation data may be processed by a third-party AI provider)
- Booking platforms — Airbnb, Booking.com, and VRBO (when you choose to book through these channels; they process your data under their own policies)
- Service partners — local service providers in Barbados (e.g., restaurants, tour operators, spa providers) when you request concierge bookings; we share only the minimum information needed to fulfill your request (typically name and date)
- Meta/WhatsApp — if you contact us via WhatsApp, your messages are processed by Meta per their policies
5. How We Protect Your Data
We implement appropriate technical and organisational measures to protect your personal data:
- All data transmitted via our website is encrypted using TLS/SSL (HTTPS)
- Our website is hosted on Netlify's infrastructure, which maintains SOC 2 Type 2 and ISO 27001 certifications
- Access to customer inquiry data is restricted to authorised Poinciana team members
- We do not store payment card data on any system we operate
While we take reasonable steps to protect your data, no transmission over the internet is completely secure. We encourage you to exercise caution when sharing personal information online.
6. How Long We Keep Your Data
- Inquiry form submissions: retained for up to 24 months after your last interaction, then deleted
- Booking-related correspondence: retained for the duration of your stay plus 24 months for follow-up and legal compliance
- AI chatbot conversations: not permanently stored by Poinciana; may be retained by our AI service provider per their data retention policies
- Website analytics: aggregated data retained indefinitely; individual-level data retained for up to 14 months
7. Your Rights
Under the Barbados Data Protection Act 2019 and, where applicable, the EU General Data Protection Regulation (GDPR) and UK GDPR, you have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you
- Correction — request that we correct inaccurate or incomplete data
- Deletion — request that we delete your personal data (subject to legal retention requirements)
- Restriction — request that we limit how we process your data
- Portability — request your data in a structured, commonly used format
- Objection — object to certain types of processing
To exercise any of these rights, contact us at contact@poincianaluxe.com. We will respond within 30 days.
If you are a resident of Barbados, you also have the right to lodge a complaint with the Data Protection Commissioner. Visit barbadosparliament.com for contact details.
8. Cookies and Tracking
Our website may use essential cookies for basic site functionality. We do not use advertising cookies or cross-site tracking cookies. If we use analytics tools (such as Google Analytics or similar), they may set cookies to distinguish unique visitors. You can control cookies through your browser settings.
Our AI chatbot widget may use local storage or session cookies to maintain your conversation within a single visit.
9. Third-Party Links
Our website contains links to third-party services including Airbnb, Booking.com, VRBO, Instagram, and WhatsApp. These services have their own privacy policies, and we are not responsible for their data practices. We encourage you to review their policies before providing them with personal data.
10. Children's Privacy
Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
11. International Data Transfers
Your data may be transferred to and processed in countries outside of Barbados, including the United States (where Netlify and our AI service provider are based). We ensure that such transfers are subject to appropriate safeguards consistent with applicable data protection law.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically. Significant changes will be communicated through our website.
13. Contact Us
For any questions, concerns, or requests related to this Privacy Policy or your personal data:
- Email: contact@poincianaluxe.com
- WhatsApp: +1 (246) 830-0593
- Address: Saint Philip, Barbados