Effective Date: September 20, 2026

This Privacy Policy describes how Pancake Services LLC, a Texas limited liability company doing business as “Pancake” (“Pancake,” “we,” “us,” or “our”), collects, uses, discloses, and protects information in connection with our website, software platforms, automated tools, and hospitality operations services (collectively, the “Services”).

By accessing or using Pancake’s Services, website, or connected booking channels, you agree to the collection and use of information in accordance with this Privacy Policy and our Master Terms of Service.

1. Information We Collect and Access

We collect and process personal information across four primary categories:

• Client & Account Data: Name, email address, phone number, billing address, payment credentials processed securely by third-party payment processors such as Stripe, property addresses, listing details, smart lock credentials, platform login identifiers, account credentials, authorization tokens, time-sensitive verification information, and information needed to create or administer authorized user accounts and platform permissions. This may include information required to authorize or maintain connections with booking channels, property management systems, and related operational platforms, including Airbnb, Vrbo, Booking.com, and other supported services.
  
  

• Guest & Reservation Information: Name, phone number, email address, reservation dates, payment details, ID verification data, check-in records, and message threads—collected either via client-granted platform access or directly when guests book through Pancake-owned direct booking engines, central marketplaces, affiliate networks, or digital concierge tools.
  
  

• Local Vendor & Contact Data: Names, phone numbers, email addresses, and service details for turnover crews, maintenance personnel, handymen, field runners, emergency contacts, or nearby neighbors provided by clients or administratively sourced by Pancake.
  
  

• Automatically Collected Data: Device type, IP address, browser type, operating system, geolocation data, cookie identifiers, and interaction logs collected when visiting our websites, software portals, digital guidebooks, or guest interfaces.
  
  

Pancake relies on information made available through Client-provided platform access and does not independently verify the accuracy or completeness of such third-party information.

2. How We Use Information

We use collected information strictly for legitimate business and operational purposes, including:

• Operating 24/7 concierge support, guest communication, and automated messaging.
  
  

• Scheduling, steering, and dispatching local turnover and maintenance teams.
  
  

• Processing subscription payments, merchant transactions, and pre-authorized emergency disbursements under Instant Hospitality protocols.
  
  

• Deploying automated algorithms, software workflows, and artificial intelligence (AI) agents to manage guest inquiries, review responses, and pricing optimizations.
  
  

• Preventing fraud, maintaining security, and enforcing our Master Terms of Service.
  
  

3. Automated Communications & TCPA Consent

By providing contact details to Pancake or syncing guest, cleaner, or vendor contacts into our platform, you expressly consent to receive transactional, operational, account, and emergency communications from Pancake—including automated SMS, MMS, WhatsApp messages, push notifications, emails, and pre-recorded voice calls.

Pancake’s dynamic telephony systems may rotate, swap, or reassign virtual phone numbers to manage messaging routes. You may opt out of non-essential marketing communications at any time by replying "STOP" or clicking unsubscribe, but operational and transactional communications related to active guest stays, property emergencies, or account billing will continue as necessary to deliver the Services.

4. Marketplace Syndication & Data Licensing

In alignment with our Master Terms of Service, clients grant Pancake a non-exclusive, worldwide, royalty-free license to display, syndicate, process, and distribute property information, photos, descriptions, and listing media across websites, direct booking engines, marketing channels, affiliate networks, and central booking marketplaces owned, operated, or syndicated by Pancake or its related entities.

Pancake will not publish identifiable guest or client personal information for marketing purposes without explicit consent.

5. Service Providers & Marketing Cookies

Pancake does not sell, rent, or trade personal information or guest operational data to third parties.

We may utilize standard first-party and third-party cookies, pixels, and analytics tools on our public marketing website to analyze site traffic and manage Pancake's promotional advertising campaigns.

We share operational data only with service providers reasonably necessary to deliver the Services, including payment processors, credential-transfer providers, cloud infrastructure providers, messaging networks, artificial intelligence and Large Language Model processors, property management systems, booking-channel integrations, and related technology providers. These providers process information under their applicable contractual, privacy, and security obligations.

6. Aggregated Data & AI Model Integration

Pancake retains the absolute right to collect, aggregate, anonymize, and de-identify operational data, performance metrics, communication logs, and listing media.

Pancake may freely utilize anonymized and de-identified datasets to train, calibrate, fine-tune, build, and deploy machine learning models, artificial intelligence systems, third-party LLMs (such as OpenAI, Google, or Anthropic tools), operational algorithms, and automated technologies, provided such data contains no personally identifiable information (PII).

7. Security, Authentication & Smart Lock Access

Pancake implements commercially reasonable administrative, technical, and physical safeguards—including access controls, authentication protocols, and encryption—designed to protect personal information.

When account credentials or time-sensitive verification information are required to establish or restore an authorized platform connection, Pancake may process that information through a third-party credential-transfer service or another communication or authorization method accepted by Pancake for the applicable circumstances. Pancake uses the information solely for the requested authentication, connection, support, or reconnection process and limits its retention to the period reasonably necessary to complete that process.

Pancake does not intentionally retain platform passwords or verification codes longer than reasonably necessary for the applicable authentication or connection process. Clients remain responsible for maintaining control of their primary platform accounts and promptly notifying Pancake of revoked access, suspected compromise, password changes, or other security events that could disrupt an active integration.

Smart lock access credentials voluntarily provided by clients are used strictly for operational guest entry, scheduled vendor and maintenance access, and active stay triage.

Pancake does not store lock credentials beyond what is operationally necessary, and clients remain solely responsible for routine credential rotation, access configuration, and physical hardware security.

Customer acknowledges that no system is completely secure, and Pancake shall not be liable for unauthorized access beyond its reasonable control.

8. Data Retention

Pancake retains personal information only for as long as necessary to fulfill operational obligations, comply with tax and legal duties, resolve disputes, enforce agreements, and maintain business records.

Platform passwords and time-sensitive verification codes are retained only for the limited period reasonably necessary to complete the requested authentication, connection, support, or reconnection process and are not retained as routine business records.

When personal data is no longer required for legitimate operational or legal purposes, it is securely deleted or permanently anonymized.

9. Your Privacy Rights & International Data Transfers

Pancake operates out of the United States under Texas law. If personal information is transferred from outside the United States, it will be handled in accordance with this Privacy Policy and applicable law.

Depending on your jurisdiction, you may have rights to request access to, correction of, or deletion of your personal information, or to restrict certain processing activities. Requests may be submitted in writing to support@trypancake.com. Pancake will verify and respond to valid requests as required by law.

10. Policy Updates & Contact Information

Pancake reserves the right to update this Privacy Policy at any time. Material changes will be communicated via website posting, dashboard notification, or email notice where appropriate. Continued use of the Services following notice constitutes acceptance of the revised Privacy Policy.

Pancake Services LLC

17350 State Hwy 249, Ste 220 #33918

Houston, Texas 77064 US

Email: support@trypancake.com