Privacy Policy

1. Who we are

The Flats at Rainbow Row ("The Flats," "we," "us") is operated by Small Nation in Bellefontaine, Ohio. This policy explains what personal information we collect when you use theflatsdowntown.com, book a stay, or communicate with us, and how we use and protect it.

Questions about this policy or your information can be sent to bo@smallnation.com or 937-565-0300.

2. Information we collect

Booking information you provide: your name, email address, phone number, stay dates, number of guests, pet count, and any notes or pre-arrival details you submit.

Payment information: card payments are processed by Stripe. Your full card number is entered directly into Stripe's secure fields and is never seen or stored on our servers. We retain only a payment reference, the amount, and the last four digits/card brand that Stripe returns.

Agreement records: if you accept our Rental Conditions, we record your name, the typed signature, the date and time, and the IP address used, as proof of acceptance.

Automatically collected: standard web-server and hosting logs (such as IP address and browser type) generated when you visit the site. We do not use advertising trackers or sell analytics profiles.

3. How we use your information

To take and confirm your reservation, process payment, generate your door code, and send booking, check-in, and stay-related messages.

To provide guest support before, during, and after your stay.

To keep records required for accounting, tax, and dispute or chargeback resolution.

We do not use your information for third-party advertising, and we do not sell or rent it to anyone.

4. Who we share it with

Service providers who help us operate, and only for that purpose: Stripe (payment processing), Hostfully (our property-management system and guest messaging), Supabase (secure database hosting), and Vercel (website hosting). Each processes your data under its own security and privacy terms.

Booking platforms: if you booked through Airbnb, Vrbo, or Booking.com, that platform shares limited booking details with us under its own privacy policy, and our messages to you may go through that platform.

Legal reasons: we may disclose information if required by law, or to protect the safety, property, or rights of guests, neighbors, or our team.

5. Payment security

All payments are handled by Stripe, a PCI-DSS Level 1 certified processor. Card details are transmitted directly to Stripe over an encrypted connection. We never receive, log, or store your full card number, and our staff cannot see it.

6. Data retention

We keep booking, payment-reference, and agreement records for as long as needed to run our business and to meet legal, tax, and accounting obligations, then delete or anonymize them. You may ask us to delete information that we are not required to retain.

7. Your choices and rights

You may request a copy of the personal information we hold about you, ask us to correct it, or ask us to delete information we are not legally required to keep. Contact bo@smallnation.com or 937-565-0300 and we will respond within a reasonable time.

Transactional messages (booking confirmation, check-in instructions, and other stay-related messages) are part of providing your reservation and are not marketing. We do not send marketing texts or emails without your consent.

8. Cookies

The site uses only the cookies and local storage needed to make it work (for example, keeping a staff member signed in). We do not use third-party advertising or cross-site tracking cookies.

9. Children

The site and booking process are intended for adults 21 and older. We do not knowingly collect personal information from children.

10. Changes to this policy

We may update this policy from time to time. The current version and its effective date are shown at the top of this page. Material changes will be reflected here.