Last updated: October 20, 2026
This agreement is part of our Terms of Service and applies to every lodge, outfitter and other business that uses Outfttr (the "Lodge", "you"). You do not need to sign it. If your lodge needs a signed copy, email legal@outfttr.com and we will send one.
It is written in plain English on purpose. It has not yet been reviewed by a lawyer. It describes what Outfttr actually does.
You use Outfttr's lodge and outfitter management software (the "Service") under the Terms. To run the Service, Outfttr LLC ("Outfttr", "we") handles personal information about your guests and staff on your behalf. This agreement sets out the rules for that handling.
If this agreement and the Terms say different things about personal information, this agreement applies.
You decide. You are the organization responsible for Lodge Data (the "controller" in GDPR terms). You decide what is collected about your guests and staff and why.
We work for you. Outfttr is your service provider (the "processor"). We handle Lodge Data only to provide the Service to you. You keep all rights to the data you enter; we do not claim ownership of it.
Where we act for ourselves. This agreement does not cover information we collect for our own business, where our Privacy Policy applies: your account and billing details (the owner's name, email and business name), usage data about how your staff use the app, and our own sales contacts.
Payments. Card and bank payments are processed by Stripe. Where your own Stripe account is connected to the Service, Stripe's handling of payment data is governed by your own agreement with Stripe.
Your guests and prospective guests, members of a guest's party, people who sign your waivers and the emergency contacts they name, people who call or write to you, and your staff who have a login.
Depending on which features you use:
We do not receive or store full card numbers. Guests pay on a payment page hosted by Stripe. When your staff key in a card, it is typed into a Stripe-supplied card field in the browser that sends it straight to Stripe.
The Service is not designed to hold government ID numbers, health records or full payment card numbers. Free-text fields (guest notes, questionnaire answers, custom fields) hold whatever you and your guests type into them. You decide what to ask for.
Only to provide the Service to you: keeping the occupancy grid, guest records, reservations, billing and reports; sending your emails to your guests; taking payments through Stripe; collecting questionnaires, waivers and feedback; support and troubleshooting when you need it; backups; and keeping the Service secure.
For as long as you have an account, and then until deletion under section 12.
We handle Lodge Data only (a) to provide the Service as described in the Terms and this agreement, (b) as you and your staff direct through the Service, (c) on your other written instructions, and (d) where the law requires it.
We do not sell Lodge Data, do not use it for advertising, and do not share it with anyone for their own marketing.
AI features. Some optional features (email template drafting, questionnaire and package setup, report insights) send the content you provide to AI model providers through OpenRouter. Report Insights sends only totals and percentages, never guest names. In the Leads feature, when a follow-up you scheduled comes due, we send the prospect's name and a short summary of their inquiry to draft a reply for your staff to review. Apart from that, we do not send guest records, payment details or stored guest personal information to AI providers.
Legal demands. If the law requires us to disclose Lodge Data (for example a court order), we will tell you first unless the law forbids it.
Outfttr staff open a lodge's data only for support and troubleshooting. Signing in to a lodge's account as Outfttr staff is limited to our platform administrators, and every attempt, successful or not, is written to the audit log. Everyone at Outfttr who can reach Lodge Data is bound to keep it confidential.
We keep in place the security measures in Schedule 2. We may change them as the Service changes, but we will not make the overall protection of Lodge Data weaker.
No system is perfectly secure, and we do not promise that ours is. We do not hold a security certification or third-party audit report (for example SOC 2 or ISO 27001), and we do not claim one. We do not describe the Service as "PIPEDA compliant": your obligations under privacy law remain yours, and the Service is built to support them.
You agree that we may use the Subprocessors in Schedule 1. Each handles Lodge Data under its own terms and privacy policy. We stay responsible to you for what our Subprocessors do with Lodge Data under this agreement.
Before adding or replacing a Subprocessor that handles Lodge Data, we will update Schedule 1 on this page and email your account owner(s) at least 30 days in advance. If you object on reasonable privacy grounds and we cannot resolve it, you may cancel your subscription and stop using the Service before the change takes effect.
If a guest or staff member asks you to see, correct or delete their information, you can do most of this yourself in the Service:
Where you cannot do it in the Service, we will help within 10 business days of a written request to support@outfttr.com. If an individual sends a request about Lodge Data straight to us, we will pass it to you within 10 business days and will not answer it for you unless you ask or the law requires.
We will give you the factual information you reasonably need for your own privacy assessments about using the Service (for example a privacy impact assessment before sending information outside Quebec): the kinds of data, where it is hosted, the Subprocessors, the security measures, and how long data is kept.
If we confirm a Security Incident affecting Lodge Data, we will notify you within 72 hours of confirming it, by email to your account owner(s).
The notice will say, as far as we know at the time: what happened and when; what kinds of information and roughly how many people are affected; what we have done and are doing about it; and who to contact at Outfttr. We will send updates as we learn more, and we will give you the information you reasonably need to meet your own duties, for example reporting to a privacy regulator and notifying affected people.
Deciding whether to report to a regulator or notify individuals is your decision and duty. We will not notify your guests or a regulator on your behalf unless you ask in writing or the law requires it. We keep a written record of each Security Incident affecting Lodge Data for at least two years. A notice under this section is not an admission of fault or liability.
On written request, not more than once in any 12 months unless there has been a Security Incident, we will give you: the current Subprocessor list; the current description of security measures (Schedule 2); and written answers to your reasonable security questions. We do not offer on-site inspections and have no third-party audit report to provide. Information given under this section is Outfttr's confidential information.
Export first. You can download your data export and your signed waivers at any time, and can still sign in to do so after cancelling, until the account is deleted.
90 days. We keep your data for 90 days after cancellation. We email your active owner(s) when the deletion is scheduled, about 30 days before, and about 7 days before the deletion date. Each notice gives the date and a link to the export. If you subscribe again before your data is deleted, nothing is deleted.
Deletion. After the 90 days, one of our platform administrators must approve the deletion for your specific lodge; nothing is deleted automatically without that approval. We give that approval within 30 days after the 90 days end. Once approved, we delete your records from the live database in a single operation limited to your lodge, then delete your staff logins and your stored files, and then email you to confirm.
Earlier deletion. You may ask us in writing to delete your data before the 90 days have passed. Email support@outfttr.com from your owner account. We record who asked and when on the deletion record, a platform administrator approves it, and the deletion runs the same way.
What we keep. After deletion we keep only a minimal record that the account existed and was deleted: your lodge's short account name, the cancellation, approval and deletion dates, which administrator approved it, who asked for an earlier deletion if anyone did, and row counts of what was removed. It contains no guest information. Your audit log is deleted with everything else.
Backups. Copies of Lodge Data in our backups are not removed at the moment of deletion. Backup files are kept for 90 days after they are made and then removed from the backup store. Removed files can remain in that store's version history; they stay encrypted and are used only to restore the Service.
Your Stripe account. Deleting your Outfttr account does not close or change your own Stripe account.
Waivers. Signed waivers are legal records you may need to keep for years. They are deleted with the rest of the account. Keeping copies after that is your responsibility.
Outfttr is a United States company. Lodge Data is hosted in the United States, on Amazon Web Services through Supabase; the database is in AWS's US East (Ohio) region. Lodge Data may also be processed in the United States and other countries where our Subprocessors operate. We do not offer hosting in Canada today.
Lodge Data stored in the United States may be accessible to US courts, law enforcement and national-security authorities under US law.
Canada. You stay accountable for Lodge Data you give us to handle. This agreement is the contract by which we give that data a comparable level of protection while we hold it.
Quebec. Personal information will be communicated outside Quebec, to Outfttr and its Subprocessors in the United States. You are responsible for carrying out any assessment you must do before that happens; we supply the facts under section 9. Our privacy officer is Shad Torgerson, support@outfttr.com.
The limitation of liability in the Terms applies to this agreement: our total liability for any claim is capped at the amount you paid us in the 12 months before the claim, and indirect and consequential damages are excluded, to the extent the law allows.
This agreement applies for as long as we hold Lodge Data, including the period in section 12. We may update it the same way as the Terms: we will notify you of material changes by email or through the Service, and continued use after a change takes effect means you accept it. Schedule 1 changes under section 8 and Schedule 2 under section 7.
This agreement is governed by the law of the State of Wisconsin, United States, like the Terms.
Notices to us: legal@outfttr.com, or Outfttr LLC, 1 115th Ave, Turtle Lake, WI 54889, United States. Notices to you: the email address of your account owner(s).
Current as of October 20, 2026. These companies handle Lodge Data for us:
| Provider | What it does | Lodge Data it handles |
|---|---|---|
| Supabase (on Amazon Web Services) | Main database, staff logins, file storage | All Lodge Data. The database is in AWS's US East (Ohio) region. |
| Vercel | Runs the web application | Lodge Data while pages and requests are served |
| Stripe | Card and bank payments | Payer name and email, the card or bank details the payer enters, amounts |
| Resend | Sends email (your emails to guests, and our notices to you) | Recipient names and email addresses, message contents |
| Trigger.dev | Runs scheduled and background jobs | The Lodge Data a job needs while it runs |
| Sentry | Error monitoring | Error details with your account's ID and the internal ID of the signed-in staff user. Email addresses are masked before an error is sent. |
| PostHog | Product analytics | How your staff use the app. Inside the app, on-screen text is masked; typed input is hidden; only lodges on a free trial can be recorded. Guest-facing pages are never tracked. US-hosted. |
| OpenRouter (and the AI model providers it routes to) | Optional AI features | The content you type into those features, and for Leads follow-ups a prospect's name and inquiry summary (see section 5) |
| Neon | A standby copy of the database, replaced every day from the backup | A full copy of real lodges' data (demo accounts left out) |
| GitHub | Runs the daily backup job and stores the backup files | A full copy of real lodges' data, in encrypted backup files |
| Upstash | Rate limiting on the website and app | IP addresses of visitors, kept for minutes |
Lodge Data is held in the United States. These providers may also process it in other countries where they operate.
We also use these providers. They do not hold Lodge Data:
Changes to bookings, charges and guest records are logged with who made the change, when, and what changed.
We run internal security reviews of the code and record findings and fixes. These are internal reviews, not an independent audit or certification.
You can export your data at any time from Settings.
Questions about this agreement? Email legal@outfttr.com.
Outfttr LLC
1 115th Ave
Turtle Lake, WI 54889
United States