Terms and Conditions

These Terms and Conditions (the “Terms”) are an agreement between you and the creators of Sugarloaf CabinKeeper (the “Creators,” “we,” or “us”). They govern your access to and use of the Sugarloaf CabinKeeper web application and everything inside it (the “Application”).

By signing in to, accessing, or using the Application, you confirm that you have read, understood, and agreed to these Terms. If you do not agree, do not sign in or use the Application, and let your cabin owner/manager know so they can remove your account.

Sugarloaf CabinKeeper is a private tool that a small group of people use to share and look after one or more mountain cabins. It helps with reserving stays, keeping a calendar, checking in and out, recording the state of the cabin, reporting issues, scheduling contractor and caretaker visits, keeping a directory of service providers, and keeping track of shared cabin expenses.

The Application is invited-use only. It is not a hotel, vacation rental marketplace, booking service, bank, payment processor, or property management company, and it is not open to the general public.

The Application is built and offered as a private, non-commercial tool. The Creators cannot and will not use the Application, or anything connected with it, for financial gain. In particular, the Creators:

• do not charge, and will not charge, any fee, subscription, commission, or other payment for access to or use of the Application;
• do not sell, rent, license, or otherwise monetize the Application, its features, or any information stored in it;
• do not sell your personal information or share it with advertisers or data brokers, and do not show advertising in the Application;
• do not process, hold, receive, or take a share of any money that moves between users, including cabin expenses, deposits, settlements, or payments for stays;
• do not accept sponsorships, referral fees, or any other compensation from contractors, service providers, or other businesses listed in or connected to the Application.

The expense tracking tools are a record-keeping aid for the cabin’s owners/managers and the people who share the cabin’s costs. Any payment between people happens outside the Application and entirely between them. The Creators receive no part of it.

If the Application is ever made available for commercial use, users will be told in advance, these Terms will be changed in the way described below, and nobody’s continued use will be treated as agreement to a commercial arrangement without a clear opportunity to decline.

You may use the Application only if a cabin owner/manager or an administrator has given you an account. You must be old enough to enter into a binding agreement where you live, or have a parent or guardian who accepts these Terms for you.

• Give accurate information and keep it up to date.
• Keep your password confidential, choose one that is hard to guess, and do not share your account with anyone.
• You are responsible for everything done through your account unless you tell a cabin owner/manager promptly that it has been used without your permission.
• Sign out when you use a shared or public device.

What you can see and do depends on your role at each cabin. Roles are set by the cabin’s owners/managers and the Application’s administrators, and they can change them at any time.

• Guests can view the cabin calendar, make or request reservations, see their own reservations, and use the stay tools that appear during their stay.
• Owners/Managers can do everything a guest can, and can also book or cancel stays for others, review requests, block out dates, edit cabin details, manage people, review surveys, handle issues, schedule contractor visits, and view and manage shared expenses if that feature is turned on.
• Contractors and caretakers see only their own visits and the messages about them, can report cabin issues, and can see other parts of the Application only if an owner/manager has allowed it.
• Administrators can create and manage accounts and cabins across the Application.

Do not try to see or do anything your role does not allow.

A reservation in the Application is a request to use the cabin on certain dates and, once confirmed, a record of the plan. It is not a lease, rental agreement, or guarantee of access.

• The owners/managers decide who may use the cabin and when. Some cabins require approval before a reservation is confirmed, and requests may be approved or denied, with or without a reason.
• Owners/managers may block out dates, change, or cancel a reservation for maintenance, safety, owner use, or any other reason they judge necessary, and will try to tell you when they do.
• Reservations made in error, that overlap, or that break the cabin’s rules may be changed or removed.
• Follow the cabin’s checkout responsibilities, answer the checkout survey honestly, and report problems and damage promptly. The survey exists to help the next guest, not to assign blame.
• Early or late departures, extra guests, and pets are subject to the cabin owners’/managers’ own rules, which these Terms do not replace.

The Application does not collect payment for stays. Any arrangement about costs is between you and the cabin’s owners/managers.

Parts of the Application show sensitive information such as door codes, Wi-Fi details, alarm information, and instructions for getting into the cabin. This information is shown only to people who have a reason to see it, usually only during a stay or a scheduled visit.

• Keep access information confidential. Do not copy, photograph, post, forward, or share it with anyone who is not part of your stay or visit.
• Do not use access information outside the dates or purpose you were given it for.
• Tell an owner/manager immediately if you think access information has been shared with someone who should not have it.

The Application may include a page for requesting that the cabin’s alarm be armed or disarmed. It is a convenience only. It does not guarantee the security of the cabin, and you must not rely on it as your only means of securing the property. Keep in mind that mountain locations often have little or no cell signal.

Contractors and caretakers who use the Application agree to keep what they see in it private, to use cabin access information only for the work they were scheduled for, and to respect the cabin owners’/managers’ instructions.

Messages and visit notes in the Application are visible to the cabin’s owners/managers. Being listed in the Application, or in the Resource Directory, is not an endorsement of anyone’s work, and the Creators are not a party to any agreement between a cabin owner/manager and a contractor or service provider.

Where the expense features are turned on, the Application helps the cabin’s owners/managers record costs, split them according to a chosen formula, keep a shared account balance, and work out who owes whom. It is a bookkeeping aid only.

• The Application does not move, hold, or process money, and it is not a bank, escrow agent, or accounting or tax adviser.
• Amounts, shares, balances, reports, and settlement suggestions depend entirely on what people enter. The owners/managers are responsible for checking that they are accurate and complete.
• Marking accounts as settled in the Application only records that the people involved say they have squared up. It does not make anyone pay and does not settle any legal obligation.
• The Creators are not responsible for disagreements about money between users.

You agree not to:

• break any law or any person’s rights while using the Application;
• enter false or misleading information, or pretend to be someone else;
• try to get into accounts, cabins, or information that you are not permitted to see;
• probe, scan, or test the Application for weaknesses, or interfere with how it works, without written permission;
• use automated tools to copy, scrape, or overload the Application;
• upload or send anything harmful, such as malware, or anything threatening, harassing, hateful, or unlawful;
• use the Application, or the information in it, for advertising, marketing, or any commercial purpose.

You may enter information into the Application, such as reservations, survey answers, issue reports, messages, notes, expense records, and directory entries (“Your Content”). You keep any rights you have in Your Content.

You give the cabin’s owners/managers and the Creators permission to store, display, and use Your Content as needed to run the Application and the cabin, including showing it to other users who are allowed to see it. You promise that you have the right to submit it and that it is not unlawful, offensive, or misleading.

Some of Your Content, such as the dates and first name and last initial of a stay, may be visible to other people at the cabin, including contractors an owner/manager has allowed to see upcoming cabin use.

The Application keeps the information needed to operate it, including your name, email address, role, sign-in details (your password is stored in scrambled form, never as plain text), reservation history, survey answers, issue reports, visit messages, expense records, and records of when notifications were sent.

• We use this information only to run the Application and the cabin: to let you sign in, show you the right pages, keep the calendar, send the notices described below, and keep the cabin’s records.
• Your information is visible to the cabin owners/managers and administrators who run the Application, and to other users only as described in these Terms and where the Application is built to show it.
• We do not sell your information, use it for advertising, or hand it to anyone for their own commercial purposes.
• We may share information when the law requires it, or when it is needed to protect people’s safety or the cabin.
• Information is kept for as long as the cabin’s owners/managers need it for the cabin’s records. You can ask an owner/manager to correct information or to remove your account.

We take reasonable steps to protect your information, but no system is completely secure, and we cannot promise that it will never be accessed, lost, or disclosed without permission.

The Application sends email about things that involve you, such as reservation confirmations and changes, stay reminders, reviews of cabin state, checkout reminders, scheduled visits, messages from the cabin’s owners/managers, issue replies, and password resets. Owners/managers also receive notices about activity at their cabin.

These are service messages, not advertising. Emails are delivered through an email service provider, which handles them only to deliver them. Replies to some emails go to the person who wrote to you, while others are sent from an address that is not monitored.

Mountain cabins involve real risks, including weather, wildlife, steep or uneven ground, fire, heating and cooking equipment, water, power, and road conditions, as well as limited cell service and distance from help. You use the cabin and its grounds at your own risk and are responsible for your own safety and that of your guests, children, and pets.

The Application is not an emergency service and is not monitored around the clock. In an emergency, contact emergency services directly. Do not rely on the Application, its notices, or its alarm page to keep anyone safe.

The Application is provided as a convenience, and we do not promise that it will always be available, on time, or free of errors. It may be changed, paused, or retired at any time, with or without notice, and features may be added or removed.

We may limit or end your access at any time, for example if you break these Terms or are no longer connected to a cabin. A cabin owner/manager may also remove you from a cabin. Anything in these Terms that is meant to last after your access ends will continue to apply.

The Application is provided “as is” and “as available,” without warranties of any kind, whether express or implied, including any warranty of merchantability, fitness for a particular purpose, accuracy, reliability, security, or non-infringement. We do not promise that calendars, reservations, balances, reports, reminders, or notices are complete, accurate, or delivered on time, and you should confirm anything important directly with the cabin’s owners/managers.

To the fullest extent the law allows, the Creators, and anyone who helped create or run the Application, are not liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, money, profit, use, or opportunity, or any injury, illness, death, or damage to property, arising from or connected with your use of or inability to use the Application or the cabin, even if we were told such a loss could happen.

Because the Application is provided free of charge and without financial gain, to the extent any liability cannot be excluded, it is limited to the greatest extent the law allows. Some places do not allow certain limits, so some of this may not apply to you.

Nothing in these Terms limits any liability that cannot be limited by law.

To the extent the law allows, you agree to be responsible for, and to hold the Creators harmless from, claims, losses, and costs (including reasonable legal fees) that come from your breach of these Terms, your misuse of the Application, Your Content, or your use of the cabin.

The Application, including its design, text, graphics, and software, belongs to the Creators or their licensors and is protected by copyright and other laws. You may use it only as a user invited by a cabin owner/manager, for personal, non-commercial purposes connected to that cabin.

You may not copy, modify, distribute, sell, lease, reverse engineer, or create works from the Application, except where the law allows it despite this restriction.

The Application relies on services run by others, such as hosting and email delivery, and may show links or contact details for outside businesses. We do not control those services or businesses and are not responsible for them. Their own terms and privacy practices apply to your use of them.

If you have a concern, please first raise it with a cabin owner/manager so it can be worked out informally and in good faith.

These Terms are governed by the laws that apply where the Creators live, without regard to conflict-of-law rules. Any dispute that cannot be settled informally will be brought in the courts that have authority over that place, and you agree to their jurisdiction, unless the law requires a different result for you.

We may update these Terms from time to time. When we do, we will change the date at the top of this page and, for significant changes, try to tell users in the Application or by email. If you keep using the Application after a change takes effect, you accept the updated Terms. If you do not agree, stop using the Application.

• These Terms are the entire agreement between you and the Creators about the Application and replace any earlier understanding about it.
• If any part of these Terms cannot be enforced, the rest stays in effect.
• If we do not enforce a part of these Terms right away, we have not given up our right to do so later.
• You may not transfer your rights under these Terms. We may transfer ours to someone who takes over running the Application.
• Headings are for convenience only and do not affect the meaning of these Terms.

If you have questions about these Terms, how your information is handled, or your account, please ask a cabin owner/manager, who can reach the Creators.