Privacy Policy

Last updated: September 25, 2026

This policy explains how Cabana Filters (“Cabana”, “we”, “us”) collects, uses, shares and protects information when a business applies to become a Cabana partner or uses the Cabana Partner Portal (the “Portal”). The Portal is for businesses: HVAC contractors, dealers and other trade partners, and the people who work for them. It is not a consumer store. How we handle information about households who buy filters from us is covered separately, on cabanafilters.com.

Information We Collect

We collect the following, depending on how you use the Portal:

Business information: such as your company name, business address and ZIP code, licence number, website, number of locations, estimated order volume, and the public business listing you choose to connect when you apply.
Contact details: the names, email addresses and phone numbers of the owner and of the people who use the portal on your company’s behalf, including technicians you add.
Account information: your login email and password. Passwords are stored only as a one-way hash and are never visible to us.
Orders and account activity: the products and quantities you order, your pricing tier and discount, shipping addresses, order status, co-op balances and commissions.
Payment information: when you pay by card, your card details are entered into a form provided by Stripe, our payment processor, and go directly to Stripe. We do not receive or store your full card number or security code. We keep Stripe’s confirmation of the payment, including the amount, the date and a payment reference.
Communications: the messages you send us and our replies, for example support requests and questions about an application.
Technical information: your IP address, browser and device type, and the pages you request, recorded in our server and security logs.

Most of this comes directly from you. Some is created as you use the Portal, such as order history and logs. When you connect a public business listing to an application, we read the details that listing already publishes.

How We Use It

To review applications and run your account, including verifying that your business is eligible for the partner program, creating and securing logins, and managing the people you authorise.
To take and fulfil orders, including pricing them at your partner rate, taking payment, shipping them and handling returns.
To administer the partner program, including calculating co-op funds and commissions and keeping the records they depend on.
To communicate with you, including order and payment confirmations, account notices, and replies to your questions. We send these because they are part of the service; they are not marketing.
To keep the portal secure, including detecting and blocking fraudulent logins, abusive traffic and attacks, and investigating errors.
To meet legal obligations, including tax and accounting record-keeping, and responding to valid legal requests.

Who We Share It With

We do not sell personal information, and we do not share it for targeted advertising. We share it only as needed to run the Portal and your account, with these service providers, who process it on our behalf and under our instructions:

Stripe processes card payments.
Google Cloud hosts the portal, its database and its logs.
Google Maps Platform looks up business addresses and listings when you type them into a form.
Postmark delivers the emails we send you.
Shipping carriers receive the delivery name and address needed to ship your order.
Error monitoring receives technical details of errors so that we can fix them.

We may also disclose information where the law requires it; to protect the rights, property or safety of Cabana, our partners or others; to the Cabana representative who manages your account; or to a successor if Cabana’s business is merged, acquired or sold, in which case this policy continues to apply to it.

Cookies

The Portal sets one cookie, which keeps you signed in and holds your cart. It is essential to how the Portal works. It is cleared when you sign out or close your browser, and the sign-in it holds lapses after seven days. We do not use advertising or cross-site tracking cookies. The payment form is provided by Stripe, which may set its own cookies to prevent fraud.

How Long We Keep It

We keep account and order information for as long as your company is a partner, and afterwards for as long as tax, accounting and legal obligations require. Applications that are not approved are kept only as long as needed to respond and to keep a record of the decision. Security logs are kept for a limited period and then deleted.

How We Protect It

Information is encrypted in transit and at rest. Access is limited to the people and systems that need it, and the Portal is monitored for attacks. Card payments are handled entirely by Stripe. No system is perfectly secure; if a breach affected your information, we would notify you as the law requires.

Your Choices and Rights

You can see and update most account and business details in the Portal, and your company can add or remove the people who use it. Depending on where you are, you may also have the right to ask us to access, correct, delete or provide a copy of personal information we hold about you, and to appeal if we decline. Contact us using the details below. We will verify the request before acting on it, and we will not treat you differently for making one. We may keep information we are legally required to retain, such as records of orders and payments.

Children

The Portal is for businesses and is not directed at anyone under 18. We do not knowingly collect information from children.

Changes to This Policy

If we change this policy, we will post the new version here and update the date above. If a change materially affects how we use information we already hold, we will tell you by email or in the Portal before it takes effect.

Contact

For questions about this policy or your information, email support@cabanafilters.com or write to Cabana Filters, 1309 Coffeen Ave., Suite 1200, Sheridan, WY 82801, US.