Privacy Policy

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Privacy Policy

Effective Date: July 20, 2026
Last Updated: July 20, 2026

Kapāpala Ranch operates the Kapāpala Access Companion mobile application and the associated Kapāpala Forest Reserve Access System website and services, collectively referred to as the “Service.”

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices available to you.

By using the Service, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We collect information that you provide directly, information generated through your use of the Service, and limited technical information necessary to operate and secure the Service.

A. Account and contact information

When you apply for or maintain an access account, we may collect:

• First and last name 
• Email address 
• Telephone number 
• Mailing address 
• Organization or agency      affiliation 
• Account status and assigned      Access ID 
• Emergency-contact name and      telephone number 

B. Identity-verification information

To verify eligibility for access, we may collect:

• A photograph or copy of a      government-issued identification document 
• Information visible on that      document 
• A profile photograph derived from      or associated with the identification document 
• Verification status and      administrative notes 

Government identification information is used only for identity verification, account administration, safety, security, and compliance purposes.

C. Vehicle information

We may collect information about vehicles associated with an access request, including:

• License-plate number 
• State of registration 
• Vehicle make, model, color, or      description 
• Saved or default vehicle      selections 

D. Access-request information

When you request access, we may collect:

• Requested date of entry 
• Requested gate or entry point 
• Purpose of access 
• Party size 
• Vehicle information 
• User comments 
• Permit numbers or related permit      information 
• Entry and exit dates 
• Approval, denial, cancellation,      or pending status 
• Gate-code reveal and      exit-confirmation activity 

For certain access areas, we may compare permit information supplied through the Service with permit reports supplied by government agencies or authorized operational partners.

E. Location and proximity information

The app may use Bluetooth and device-location permissions to determine whether your device is near an authorized iBeacon at a gate.

This information is used to:

• Confirm proximity to an      authorized gate 
• Determine whether a gate      combination may be displayed 
• Protect gate credentials from      unauthorized remote access 
• Support safety, security, and      operational auditing 

The app does not use location information for advertising or user tracking.

Depending on device settings and Apple’s operating-system requirements, location permission may be required for Bluetooth beacon detection. The Service is designed to determine gate proximity rather than continuously track your movements.

F. Authentication information

The Service may collect or process:

• Email address 
• Encrypted account credentials 
• Login dates and times 
• Password-reset activity 
• Authentication tokens 
• Passkey registration status 
• Device and session information      associated with authentication 

When Face ID or another device biometric is used to authorize a passkey, the biometric information is processed by Apple and your device. Kapāpala Ranch does not receive or store your facial scan, fingerprint, or other biometric template.

G. Security and activity records

To protect users, property, and gate credentials, we may record:

• Gate-code viewing events 
• The date and time a gate code was      revealed 
• Screenshot-detection events      involving protected gate-code screens 
• Access-request changes 
• Administrative approvals,      denials, suspensions, cancellations, and overrides 
• System errors, security alerts,      and audit-log information 
• The user or administrator      associated with an action 

The app may detect that a screenshot was taken while protected information was displayed. The Service records the occurrence of the screenshot event but does not receive or store the screenshot image itself unless it is separately provided to us.

H. Device and technical information

We and our service providers may automatically process limited technical information, such as:

• Device type 
• Operating-system version 
• App version 
• IP address 
• Date and time of requests 
• Error and diagnostic information 
• Network and security information 

This information is used to maintain app functionality, troubleshoot problems, prevent abuse, and secure the Service.

2. How We Use Information

We use collected information to:

• Create, verify, maintain, and      administer access accounts 
• Review and process access      requests 
• Verify identity and eligibility 
• Verify permits and authorized use      
• Provide gate status and      authorized gate combinations 
• Confirm proximity to designated      gates 
• Communicate about applications,      approvals, denials, account status, safety notices, and operational      updates 
• Maintain records of entry and      exit activity 
• Prevent unauthorized disclosure      or use of gate combinations 
• Investigate suspected misuse,      fraud, security incidents, trespass, or violations of access rules 
• Support emergency response and      visitor safety 
• Maintain and improve the      reliability and security of the Service 
• Comply with legal, regulatory,      contractual, insurance, land-management, and recordkeeping obligations 
• Enforce applicable terms, rules,      permits, and access restrictions 

We do not use personal information for third-party advertising.

3. How We Share Information

We do not sell personal information.

We may disclose information in the following circumstances.

A. Service providers

We use vendors that help us operate the Service, including providers of:

• Cloud hosting and database      services 
• Authentication services 
• Email delivery 
• Website and application hosting 
• File and document storage 
• Operational automation 
• Security, diagnostics, and      technical support 

These providers may process information only as needed to provide services to us and are subject to their own contractual and legal obligations.

Our technology providers may include Supabase, Netlify, Apple, Microsoft, and email-delivery or infrastructure providers used in connection with the Service.

B. Government agencies and operational partners

We may share or compare relevant information with government agencies, land managers, emergency responders, permit issuers, law-enforcement authorities, and authorized operational partners when necessary to:

• Verify permits or eligibility 
• Manage access to protected or      restricted areas 
• Respond to emergencies 
• Investigate safety or security      incidents 
• Comply with legal requirements 
• Enforce access restrictions or      protect persons and property 

C. Legal and safety disclosures

We may disclose information when we reasonably believe disclosure is necessary to:

• Comply with a subpoena, court      order, law, regulation, or lawful government request 
• Protect the rights, safety,      security, or property of Kapāpala Ranch, visitors, employees, contractors,      government partners, or the public 
• Investigate fraud, misuse,      trespass, security incidents, or illegal activity 
• Establish, exercise, or defend      legal claims 

D. Organizational changes

If responsibility for the Service or related property operations is transferred, reorganized, merged, or acquired, information may be transferred as part of that transaction, subject to applicable law.

4. Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, including account administration, access management, safety, security, dispute resolution, legal compliance, and recordkeeping.

Retention periods may vary by category. For example:

• Active account information may be      retained while the account remains active. 
• Identification records may be      retained for the account-verification period and for a reasonable period      afterward to support audits, renewals, security, and legal requirements. 
• Access requests, gate-code      events, approvals, denials, and audit records may be retained as      operational and security records. 
• Information associated with an      account-deletion request may be retained where required by law, necessary      for security, or needed to document prior access activity. 

When information is no longer reasonably required, we may delete, anonymize, or securely archive it.

5. Account Deletion and Privacy Requests

You may request access to, correction of, or deletion of your personal information.

Where available, you may initiate account deletion from within the app under your account settings. You may also submit a request using the contact information below.

Account deletion generally removes the account and associated personal information that we are not legally or operationally required to retain. Some records may be retained where reasonably necessary for:

• Legal or regulatory compliance 
• Security and fraud prevention 
• Incident investigation 
• Property-access records 
• Permit verification 
• Exercise or defense of legal      claims 
• Enforcement of access      restrictions 
• Backup and disaster-recovery      processes 

Apple requires apps that support account creation to allow users to initiate account deletion from within the app. 

To submit a privacy request, contact:

Kapāpala Ranch
Email: [PRIVACY EMAIL ADDRESS]
Mailing address: [MAILING ADDRESS]

We may need to verify your identity before completing a request.

6. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include:

• Encrypted network communications 
• Authentication and access      controls 
• Role-based administrative      permissions 
• Database security policies 
• Protected document storage 
• Audit logs 
• Security monitoring 
• Limited access to sensitive      records 

No method of electronic transmission or storage is completely secure. We therefore cannot guarantee absolute security.

The FTC recommends that mobile-app operators collect only information necessary for the service, protect retained data, and accurately honor the representations made in their privacy policies. 

7. Your Choices

You may:

• Review or update certain account      information in the app 
• Disable app permissions through      your device settings 
• Choose not to save optional      vehicle information 
• Contact us to request correction      or deletion 
• Stop using the Service 

Disabling Bluetooth, location, notifications, or other permissions may prevent certain features from working, including proximity verification and gate-code access.

8. Notifications and Email Communications

We may send transactional communications concerning:

• Account applications 
• Identity verification 
• Password resets 
• Account approval or denial 
• Access-request status 
• Gate or property conditions 
• Safety and emergency information 
• Policy or Service changes 

These communications are operational and are not promotional advertising.

9. Children’s Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 without appropriate authorization.

A parent, guardian, or responsible adult should submit and manage any access request involving a minor.

Anyone who believes a child under 13 has provided personal information without proper authorization should contact us so that we can review and delete it where appropriate. COPPA applies to services directed to children under 13 or operators with actual knowledge that they are collecting personal information from such children. 

10. Third-Party Links and Services

The Service may contain links to external websites, permit systems, government resources, mapping tools, or other third-party services.

We are not responsible for the privacy practices of third-party services that we do not operate. Their collection and use of information are governed by their own policies.

11. International Processing

The Service and its providers may process and store information in the United States or other locations where our service providers operate.

By using the Service, you understand that information may be processed outside your state, province, or country of residence, subject to applicable safeguards and law.

12. Changes to This Privacy Policy

We may update this Privacy Policy as the Service, technology, or legal requirements change.

When we make changes, we will update the “Last Updated” date. We may also provide notice through the app, website, email, or another appropriate method when changes are material.

Continued use of the Service after the effective date of an updated policy constitutes acknowledgment of the revised policy, except where additional consent is required by law.

13. Contact Us

Questions, requests, or concerns regarding this Privacy Policy may be directed to:

Kapāpala Ranch
Kapāpala Forest Reserve Access System
Email: operations@kapapalaranch.com
Telephone: 808-937-8391
Mailing address: 98-1900 Hawaii Belt Rd, Pahala, HI 96777