The privacy statement, the terms of use and the cookie statement of OurStayOne in English. Questions? E-mail info@ourstayone.com.
This is a translation. If the texts differ, the Dutch text prevails. Nederlandse tekst · Deutsch
Version 30 October 2026
This is a translation. If the texts differ, the Dutch text prevails.
What has changed? Compared with the version of 12 October 2026: a second co-owner of a lot now also uses the app free of charge; the price of €1.99 per month is no longer in the price table, the rule on owners and co-owners or the withdrawal form. There are currently no paid subscriptions for residents; the articles on payment, withdrawal and cancellation only apply if you ever take out a paid subscription. Otherwise unchanged. The version of 12 October 2026 changed the following compared with that of 11 October 2026: article 3 now says that your account also remains after your last stay if you choose to keep it yourself; that you only add or link stays at different parks to your account yourself, and that a new password or e-mail address then applies to all your linked stays; that with Share with a travel companion you can share your stay with travel companions aged 16 or older, and what they then do not see; and that you tell travel companions whose details you enter or have remembered that you are doing so. The version of 11 October 2026 changed the following compared with that of 9 October 2026: article 1 now calls OurStayOne the app for your stay (at a holiday park or campsite, in a hotel or in a marina) and says that holiday guests fill in the details for the guest register when they sign up or when they check in online. Article 3 now says that each park determines the role for your stay there; that a stay as a guest disappears from the app the day after departure and that your account only remains if you have another stay; that you do not need an account if your park chooses entry with the booking; and that the link in your booking e-mail is personal and may only go to travel companions aged 16 or older. Article 16 says that these terms are also available in English and German and that the Dutch text prevails if the texts differ. Below article 6 is the model withdrawal form in English. The version of 11 October 2026 was the first English version; earlier changes are described in the Dutch text.
These terms apply to everyone who uses the OurStayOne app, web app or website as a resident, co-owner, tenant or holiday guest. If you work with the platform as an employee of a park, the agreements with your employer also apply.
OurStayOne is the app for your stay: at a holiday park or campsite, in a hotel or in a marina. Among other things, you can chat with your park and with other residents, report faults with photos, view park information and the weather, register your licence plate for the barrier, register visitors, submit meter readings with a photo as proof, receive invoices from your park, vote at the members' meeting if your park uses that module and offer items in the marketplace. Holiday guests fill in, when they sign up or when they check in online, the details that the park is legally required to record in the guest register.
OurStayOne is made by:
Prudon Beheer, trading as OurStayOne
| Role | Price |
|---|---|
| Owner | Free |
| First co-owner of a lot | Free |
| Holiday guest | Free |
| Long-term tenant | Free |
| Second co-owner of a lot | Free |
These are total prices: no compulsory costs are added. A paid subscription runs per month and can be cancelled monthly in the app. When you take it out, you see the price and these terms; afterwards we confirm everything by e-mail, including the explanation of your cooling-off period.
Each lot has one owner and at most two co-owners: both co-owners use the app free of charge. A third co-owner is not possible, and neither is a second owner on the same lot. A long-term tenant does not count towards this; tenants use the app free of charge.
(Complete and return this form only if you wish to withdraw from the contract. It follows the model in Annex I, part B, of Directive 2011/83/EU.)
To: OurStayOne (Prudon Beheer), De Parel 26, 5431 ZT Cuijk, e-mail: info@ourstayone.com
I/We (*) hereby give notice that I/We (*) withdraw from my/our (*) contract for the provision of the following service: paid OurStayOne subscription: ....................
Ordered on (the date you took out the subscription): ....................
Name of consumer(s): ....................
Address of consumer(s): ....................
E-mail address of your OurStayOne account (so that we can find the subscription quickly): ....................
Name of your park and plot number (optional, helps with processing): ....................
Signature of consumer(s) (only if this form is notified on paper): ....................
Date: ....................
(*) Delete as appropriate.
Emma, who answers questions from guests, is not a person but an automated, rule-based assistant. Emma answers with information from your park and runs on our own server. If Emma cannot help, she forwards you to reception. Emma's answers may be incomplete or out of date; it is best to check important matters with reception.
The app can automatically translate park information and messages between Dutch, German and English. Machine translations may contain errors; in case of doubt, the original text applies. How we handle your data in doing so is explained in our privacy statement.
We may change these terms, for example when there are new functions or new legislation. We announce important or unfavourable changes at least 1 month in advance in the app or by e-mail. If you do not agree, you can cancel your subscription before the change takes effect.
Dutch law applies to these terms. If you live in another EU country, you also keep the protection of the mandatory consumer rules of that country.
These terms are also available in Dutch and German. If the texts differ, the Dutch text prevails.
This document has been drawn up with care, but without legal advice. If in doubt, consult a lawyer.
Version 30 October 2026
This is a translation. If the texts differ, the Dutch text prevails.
What has changed? Compared with the version of 24 October 2026: in the table, the row on a paid subscription no longer mentions the extra co-owner at €1.99 per month; a second co-owner now also uses the app free of charge. Otherwise unchanged. The version of 24 October 2026 changed the following compared with that of 12 October 2026: in chapter 4, Channex, the channel manager for Booking.com, Airbnb and Expedia, now runs on OurStayOne's account and Channex is our sub-processor; your park no longer needs an account of its own. It now also says that your place of residence and address from such a booking come along, for the park's night register and invoice, and that the park's name, address and contact address go to Channex. The version of 12 October 2026 changed the following compared with that of 11 October 2026: this version describes four parts that have now been added: adding a stay at another park to your account, sharing your stay with a travel companion, keeping your account after your last stay and having your travel companions remembered. Chapter 1 now says that you also link accounts by adding a stay at another park yourself while logged in; that the app then pre-fills your name, phone number and place of residence on your own screen and the new park only receives what you then send yourself, plus your e-mail address; and that your kept account and your remembered travel companions also belong to you, only if you choose so yourself. In part A, the row Stays of guests says that your account also remains after your last stay if you choose to keep it; the row Entering with your booking points to Share with a travel companion; and the new row Sharing with a travel companion describes what we keep when you share your stay, what your travel companion does and does not see and how long this lasts. In part B, the row Account and login says that one password and one e-mail address apply to all your linked stays and that your account remains as long as you choose to keep it. The new row Keeping your account after your last stay describes what we keep if you switch this on, that switching it off deletes it immediately and that we delete it after 24 months without a stay and without logging in, with an e-mail a month in advance. The new row Remembering travel companions describes which details of your travel companions we keep at your request, on which legal basis (legitimate interest), that only you can see the list, that we automatically delete a travel companion you have not included for 24 months and that a travel companion can ask us to delete their details. Chapter 5 says where you view and delete your kept account and your remembered travel companions yourself, and chapter 8 that travel companions you enter, including children, do not get their own account as a result. The version of 11 October 2026 changed the following compared with that of 10 October 2026: chapter 1 now also says that we never link accounts at different parks automatically, not even when the e-mail address is the same; that within one park a booking is only added to your account automatically if the park has approved you as a resident; that you enter without an account with the personal link from your booking e-mail if your park chooses this; and that a park cannot see in its log either at which other park you have an account. In part A, the row Invitation list says that for a booking we do not send an invitation but the personal link to your stay; the row Stays of guests says that your stay disappears from the app the day after the farewell message and that your account only remains if you have another stay; the new row Entering with your booking describes the personal link with every booking, what we keep of it and for how long, the stay without an account, the notification about a new device, the PIN for the door and what you fill in when you check in online; the row Emma follows the stay. In part B, the row Account and login now says that a new password set with a recovery code applies to the accounts with your e-mail address that you tick in the app, that a stay without an account is not included, and that a park that changes your e-mail address breaks the link with your other accounts. Chapter 4 says that a WhatsApp message from your park contains the personal link to your stay, which works once. Chapter 5 mentions Remove stay from this phone and Sign out other devices, chapter 6 the personal links, and chapter 9 the English and German translation of this statement; if the texts differ, the Dutch text prevails. The row Your booking with the park now also mentions the invoice for your stay: your name and, if you provide them, your company name, address and VAT number remain on it for seven years; your e-mail address is not on the invoice. The same row now also mentions the group booking: the main booker and, per accommodation, the name and e-mail address of whoever stays there, with the same periods. The row about paying an invoice or booking from your park online now says that with a mandate Pay.nl gives us your IBAN and the name of the account holder once, which we pass straight back and do not keep. Part A now also covers the till at reception, the park reading in bank statements and the rental of your accommodation if you are an owner; the row Your booking says that reception sees whether you stayed at the park before and what a lock or thermostat system of the park receives. The row Your booking and chapter 4 now also mention the request for a review after departure via WhatsApp, with the link to the review form. The row Push notifications and chapter 4 now say that the title and short text of a notification also go via Apple or Google, with a chat message the name of the sender and the start of the message. Chapter 4 now names the United Kingdom for Channex and the adequacy decision that applies to it. The version of 11 October 2026 was the first English version; earlier changes are described in the Dutch text.
OurStayOne is the app of Prudon Beheer for your stay: at a holiday park or campsite, in a hotel or in a marina. In this statement you can read which personal data we process, for what purpose, on what legal basis and for how long. We keep it as concrete as possible. The most important point first: we do not do tracking or advertising and we never sell data.
Contact:
OurStayOne wears two hats. That determines whom you should contact with questions about your data.
What belongs to you and what belongs to each park. Each stay belongs to the park, hotel, campsite or marina where you are staying: your booking, what you fill in for the guest register, your messages with reception and your notifications. That park manages these (part A), and each park only sees its own stays. What belongs to you is your login: your e-mail address, your password and which of your accounts at different parks you have linked yourself, and, only if you choose so yourself, also your kept account and your remembered travel companions. We keep that for you (part B). Accounts are only linked if you do so yourself: with the password of the other account, or by adding a stay at another park yourself while logged in. We never link accounts at different parks automatically, not even when the e-mail address is the same. If you add a stay at another park, the app pre-fills your name, phone number and place of residence from your own account on your own screen; the new park only receives what you then send yourself, plus your e-mail address because you log in with it. Within one park, a booking under your e-mail address is only added to your account automatically if the park has approved you as a resident; otherwise you add it yourself with the personal link from your booking e-mail. If your park chooses entry with the booking, you do not need an account: with that link you only open that one stay (see the row Entering with your booking in part A). A park cannot see at which other park you have an account: not in its member list, not in its log and not in an export. If someone signs up at a park with an e-mail address that already has an account there, the sign-up form says so.
The park determines the legal basis for these processing operations, usually the performance of the agreements with you (as a resident, guest or employee), a legal obligation or a legitimate interest. We process these data exclusively on behalf of the park.
| What | Which data | Purpose | How long |
|---|---|---|---|
| Park administration | Name, e-mail address, telephone number, lot number | Contact and linking to the right park and the right lot | As long as your account exists |
| Invitation list (before you have an account) | Your e-mail address and, if the park adds them, your name and lot number, plus the account type the park has in mind for you and a one-time invitation code | The park invites residents to the app all at once; with the code you create your account yourself. For a booking we do not send an invitation but the personal link to the stay (see the row Entering with your booking) | An invitation that nobody uses disappears automatically after 90 days; a used invitation 30 days after you have signed up. The park can also delete an invitation itself earlier |
| Barrier | Licence plate | Opening the barrier automatically | As long as the licence plate is linked to your account |
| Stays of guests | Arrival and departure date | Management of stays by the park | Your stay disappears from the app the day after the farewell message on your departure day. If you have no other stay in the app and have not chosen to keep your account, your account disappears with it (see the row Keeping your account in part B). What legally belongs in the guest register is kept according to the row Guest register |
| Your booking with the park (if the park uses the Rentals & bookings extension; you book via reception, via the booking page on the park's website or via a booking site) | Name, e-mail address, telephone number, place of residence, licence plate, the number of people, the arrival and departure date, the price and the payments, a comment you add and your language choice; the invoice for your stay with your name and, if you provide them for an invoice in the name of your company, your company name, address and VAT number; with a group booking these are the details of the main booker and, per accommodation, also the name and e-mail address of whoever stays there; if you open the door of your accommodation via the app (if the park offers this), also how often and when last, and in the park's log every time. If your park also sends the messages about your stay (the confirmation, the message before arrival, a payment reminder, the request for a review after departure) via WhatsApp, your name, telephone number, accommodation, arrival and departure date, the link to the app, with a reminder the outstanding amount and with the request for a review the link to the review form go via your park's WhatsApp Business account to Meta Platforms Ireland Limited; the booking page says this in advance next to the telephone field. If your park asks you for a review after departure (only if the park has enabled this), it is voluntary: your score, any sub-scores and text, and the name as you choose it (your first name with the first letter of your surname, or anonymous) | Performance of your booking by the park | Twelve months after departure, your e-mail address, telephone number, licence plate and place of residence, the park's note and the times of the door disappear, with a group booking also the e-mail address of whoever stays in each accommodation; the name, the period, the amounts and the invoice (with your company name, address and VAT number if you provided them) remain for seven years for the park's records, after which the booking disappears. If the park rents out an accommodation on behalf of its owner, that owner only sees in the app that there is a booking, the period, the number of nights and the amount; he does not receive your name or your contact details. A review you give only appears on the booking page when the park publishes it, without your contact details; the park can respond to it but cannot change your text. You withdraw it via the link in the invitation as long as it has not been published, and after that via the park; the park can always hide it. If you book with the same park more often, reception sees with a new booking how often and when you stayed there before, recognised by your e-mail address or telephone number and only within that park. If the park has linked its own lock or thermostat system, that system receives the booking number and the accommodation, to open the door or control the heating |
| Entering with your booking (if the park uses the Rentals & bookings extension) | With every booking, a personal link or QR code to your stay in the app. We only keep an unreadable fingerprint of it, the route by which it was sent (e-mail, WhatsApp, reception or the check-in kiosk), until when it works and when it was first opened. We do not keep an IP address with the link; as with every visit, your IP address is kept for 12 months in our server log (see Technical management in part B). If your park has chosen entry with the booking, then when you open the link we create a guest account for this one stay without an e-mail address and without a password, with your name from the booking and your acceptance of the terms, and of every device on which you open the stay we remember the type of device (for example iPhone, Safari). You then only open the door of your accommodation via the app after entering the PIN for the door, which you choose when you check in or receive at the front desk; we only keep that PIN in unreadable form. If your park has chosen an account, you use the link to create an account or to add the stay to your account; if your account has a different e-mail address than the booking, we first ask by e-mail at the address of the booking whether it is really you. If you fill in details for the guest register when you check in online, these are first kept with the booking | You see your stay in the app with your booking. Anyone who has the link can open your stay; so only forward it to travel companions aged 16 or older. If you want a travel companion to see only the stay and not your messages with reception, your invoice or your details, use Share with a travel companion (see the row below). If someone opens your stay without an account on a new device, you receive a notification in the app with the type of device, and at most once a day an e-mail at the address of your booking. With Sign out other devices you shut the other devices out. Because of the PIN, someone who only has the link cannot open the door | A link from an e-mail works up to and including your departure day, a link via WhatsApp once, a QR code on a screen once and for ten minutes, and a link that reception copies for you once and for 24 hours. Reception can make the link invalid earlier and give you a new one; with Sign out other devices you make the old links invalid yourself. The guest account without a password disappears the day after the farewell message on your departure day, together with your messages with reception; earlier if you remove the stay from your last device or if the booking is cancelled. The fingerprint and the details about the link disappear two days after departure, the PIN when you check out. That you opened the stay without an account is recorded for 12 months in the park's log, and when the door is opened via the app also the type of device; the history of your booking only shows that the stay was opened in the app, without the device. What you filled in for the guest register when you checked in online stays with the booking until it is in the guest register, and at the latest until two days after departure; your comment for reception and your arrival time 12 months. What has been entered in the guest register follows the row Guest register |
| Sharing with a travel companion (if the park uses the Rentals & bookings extension) | If you share your stay with Share with a travel companion, we keep for each travel companion a number (Travel companion 1 to 6), when you created the link and when it was opened; no name and no e-mail address. Of the link itself we only keep an unreadable fingerprint. When your travel companion opens the link, we create a separate guest account for them without an e-mail address and without a password, with the name Travel companion and their number (which they can change themselves), their language, your accommodation and the dates of your stay, their acceptance of the terms and, for every device, the type of device. If you, as a guest with a password, choose a PIN for the door for your travel companions, we only keep it in unreadable form | Your travel companion sees in the app your accommodation and the dates, the Wi-Fi and the information about your accommodation, the news, the facilities and the activities of the park, and after the PIN the key code and the door. They do not see your messages with reception, your invoice, what you filled in when you checked in online, your licence plate or your details; they do see your initial and surname, on their welcome screen. Each link works once and only for travel companions aged 16 or older; you share with up to six travel companions at a time and remove one whenever you like. If a travel companion opens the door via the app, you receive a notification. Reception sees that you share your stay and with how many travel companions, and can remove them | The link works once, up to and including your departure day. Your travel companion's account disappears immediately if you or reception remove them, if reception withdraws or renews your link or removes your access to the stay, and if you use Sign out other devices in a stay without an account; if the booking is cancelled, the night after, and otherwise the day after the farewell message on your departure day. The number, the times and the fingerprint disappear two days after departure, the PIN when you check out. The history of your booking shows that you shared, that a travel companion opened the stay and that a travel companion was removed, without the device; the park's log records for 12 months that a travel companion opened the stay, and when the door is opened via the app also the type of device |
| Guest register and tourist tax (legal obligation of the park, article 438 of the Dutch Criminal Code) | Name and place of residence of the main booker, the number of people, the arrival and departure date and the type of identity document (never the number and never a copy). Depending on the municipality and the park's settings also: names and dates of birth of travel companions, nationality, licence plate, place of stay, telephone number, e-mail address and any custom fields the park has set up | The statutory guest register and the substantiation of the tourist tax return (only totals go to the municipality, no names) | By default 7 years after the end of the year of departure (a setting of the park); licence plates are anonymised automatically after the separate, shorter period |
| Home address of long-term tenants | Street and house number, postcode, place of residence | The tenant file and the park's invoicing | As long as your account exists |
| Meter readings | Meter reading per lot with a mandatory photo of the meter. If your park reads the meters automatically (smart meters), the reading comes in without a photo with the reading date, and for a rented accommodation the park keeps the start and end reading of your stay to charge for the consumption | The park's energy settlement; the photo serves as proof of the reading | According to the park's administration and retention periods (invoices fall under the tax retention obligation) |
| Members' meeting and voting (if the park uses that module) | Your vote and any proxy | The members' meeting and the legally valid result | According to the policy of the association or the park |
| Chat and marketplace | Messages and photos. If you report a message from someone else, also: that message, your name, the reason you choose and your explanation. If you block someone, also: whom you have blocked | Communication at the park; moderation by management and reception; guest chats can be read by reception and management. By reporting a message, you show it to the management of your park, even if it comes from a private conversation; the rest of that conversation remains closed to management. Whom you block is only stored with your own account: the park and the other person do not see it | Your park chooses the period: 3, 6, 9 or 24 months (24 months by default). After that the system deletes the messages automatically, for everyone at the same time. They can also go earlier: if a moderator of your park deletes a message. You cannot delete a posted message yourself; ask the management of your park to do so. If you delete your account, or it is deleted, your own messages and photos disappear immediately from the groups and the marketplace. Your private conversations and your own line with management or reception disappear completely, also for the other person. If the park deletes your account via Members, it can be restored within 24 hours, and your messages come back with it during that time. What an employee wrote on behalf of the park remains the park's. A report about a message disappears 90 days after the park has dealt with it; if the author of a reported message disappears, the copy of that message is removed from the report |
| Reservations of facilities (if the park uses that module) | Name, lot or place of stay, date and time slot | Reserving, for example, a tennis court, a washing machine or a guest accommodation | 6 months after the reserved date; after that the system deletes the reservation automatically |
| Visitors and day guests | Name, date of the visit, licence plate, the time of the first barrier passage and the name of the resident or guest who registers the visit | Access to the park for visitors of residents and guests; the barrier recognises the licence plate temporarily | Your park chooses the period: 3, 6, 9 or 12 months (6 months by default); after that the visitor registration is deleted automatically |
| Emma (automated assistant) | Your questions and Emma's answers | Answering guest questions automatically; forwarding to reception | As long as your account exists; for a stay as a guest until that stay disappears from the app after departure |
| Fault reports | Your report, photos, lot number | Handling the fault | As long as needed for handling; 12 months after the report has been set to resolved, the system deletes it automatically, including the photos |
| Work orders (if the park uses the Work orders & maintenance extension) | Title, description and the place in the park, the target date, the name of the employee to whom the order is assigned, a photo of the situation beforehand and a photo as proof afterwards, and the feedback of the person who carried it out. If the order comes from a fault report, the reference to it remains attached | Distributing maintenance jobs across the park team, carrying them out and completing them verifiably | Work orders are not cleaned up automatically: they remain as proof of maintenance carried out. The park team can delete a work order itself, including the photos; at the end of the park subscription they disappear with the rest of the park data |
| Inspections (same extension) | For each signed-off inspection the date, the result, any measured value, a comment, sometimes a photo, and the name of the employee who signed off | Verifiable periodic inspection of, for example, play equipment, fire extinguishers and installations | The log belongs to the inspected object and is intended as proof; there is no automatic clean-up. If the park deletes the object, the associated log with the photos disappears with it |
| Registrations for activities | Your name, lot or place of stay and the number of people you are coming with | The registration list and the waiting list of an activity on the park calendar | The registration disappears together with the activity; if the park cancels the activity, you receive a notification |
| Parcel messages | Your name, lot or place of stay, and possibly a photo of the parcel label | Letting you know that a parcel is waiting for you at reception | Collected parcels disappear automatically after 60 days, including the photo |
| Watch my home (if you register as absent) | Your period of absence, your note for the park team and the rounds the park team records (date, the name of the employee who did the round, comment, possibly a photo) | The park team keeps an eye on your place during your absence and you see the timeline of it. Only the park team sees who is absent | You register as absent yourself and can withdraw the registration at any time; 30 days after your return date everything disappears automatically, including the photos |
| Orders (if the park uses the Ordering & catering extension) | Your name, lot or place of stay, the items ordered, the pick-up time and your comment | Preparing the order and sending you the pick-up message; you pay on collection, outside the app | Orders disappear automatically after 90 days |
| Notifications in the app | The notification itself with your name in it ("X has called in sick", "Your invoice is ready") | Keeping you informed of what happens for you in the app | A read notification disappears automatically after 180 days; a notification that nobody opens after 12 months in any case |
| Signed park documents (if the park asks for a signature) | Your name, role and lot or place of stay, the time of signing, the title of the document and a fingerprint of the file you signed, and your signature as an image. If you choose to keep your signature for a next document, we keep that one image separately with your account | Showing who signed which document in which version, for example a rental contract or the park rules | The signature belongs to the document as proof: it remains as long as the document exists, even if your account has been deleted in the meantime, and disappears together with the document when the park deletes it; at the end of the park subscription it disappears with the rest of the park data. You delete your saved signature yourself whenever you want, and it disappears automatically with your account |
| Invoices from the park | Invoice amount and description | The park sends you invoices via the app; you pay via the park's bank account number or payment link, or in the app if your park has enabled online payment (see Part B) | The park's retention period; invoices are usually subject to the tax retention obligation of 7 years |
| Till at reception (if the park uses the Ordering & catering extension) | The items, the amounts, the payment method and the time of your purchase and the name of the employee who took the payment; if you want the receipt by e-mail, also your e-mail address and the name you give. If you charge it to your booking, the receipt is added to your booking and to the invoice for your stay | Paying at reception, your receipt and the park's cash register | The park's retention period; till receipts are subject to the tax retention obligation of 7 years |
| Bank statements (if the park uses the Invoices & administration extension) | Your name, your IBAN and the description of your bank transfer, as they appear on the park's bank statement | The park reads in its statement to match your transfer to your invoice or booking | We only use your IBAN and the description while reading in the statement and do not keep them. For a matched payment, the date, the amount and your name remain with your invoice or booking, with the park's retention period (for payments usually the tax retention obligation of 7 years) |
| Rental of your accommodation by the park (if you are an owner and the park rents out your accommodation for you) | The agreement on commission and costs, the periods of own use you request, the bookings of your accommodation (without the guest's name or contact details) and the statements | Renting out for you, your overview in the app and the settlement of the proceeds | The park's retention period; statements are usually subject to the tax retention obligation of 7 years |
| Employees | Roster, leave, sick reports (only the start date and the date of recovery), the times at which you clock in and out with the break minutes, expense claims (description, amount and, for a mileage allowance, the number of kilometres), payslips and annual statements, salary data and the choice for the payroll tax credit, date of birth, address, IBAN, position, contract hours, emergency contact | Staff planning, time registration, handling expense claims and the payroll administration of your employer | Payslips and annual statements are deleted automatically after 7 years by default (tax retention obligation); the personnel file 5 years after leaving employment by default. Clock times and expense claims remain in the system as long as your employer has the park with us: they belong to his payroll administration and he decides when they may go |
Photos and the place where they were taken. A photo from a phone often also contains the place where it was taken (GPS data in the Exif information of the file). We do not store that place. The app removes it from the photo before it is sent, and the server erases it once more when saving, also for a photo that does not come in via the app, such as a logo, site map, receipt photo or scan from the management portal. Nothing changes in what can be seen in the photo; the app does reduce a large photo before it is sent. If the photo picker on your phone says that the location is sent along, that is the standard text of your phone; the location does not reach the park or us.
Custom fields of the park: your park can add its own fields to the guest register (for example a boat number). Which ones and for what purpose is decided and justified by the park itself; please ask your park. Retention periods: the park sets the retention periods in the platform, with the statutory periods as the starting point; expired data are deleted or anonymised automatically.
Important about sick reports: of a sick report, the platform only records the start date and the date on which you report fit again. There is deliberately no field for the nature of your illness. That information only belongs with the occupational health service or company doctor, not with your employer and not in the app.
Rights regarding park data: if you want access to, correction or deletion of data that your park manages, please contact your park (management or reception). We help the park with the technology, such as exports and deletion functions. If you cannot work it out with the park, feel free to e-mail us; we will think along with you.
| What | Which data | Purpose | Legal basis | How long |
|---|---|---|---|---|
| Paid subscription (if you ever take out a paid OurStayOne subscription; there are none at the moment) | Name, e-mail address, IBAN, direct debit mandate, payment history | Taking out your subscription, collecting via Mollie (SEPA), handling withdrawal and cancellation | Performance of the agreement with you | Subscription data as long as your subscription runs; invoice and payment data for 7 years after the end of the financial year of the payment (tax retention obligation) |
| Paying an invoice or booking from your park online (only if your park has linked its own payment account with Mollie, Stripe or Pay.nl) | Amount, invoice or booking reference, the status of the payment and the payment method as reported back by the payment service provider; with a direct debit mandate also your name, e-mail address and the reference of the mandate, and for each invoice the announced debit date; if your park uses Pay.nl, Pay.nl gives us your IBAN and the name of the account holder once after your iDEAL payment, which we pass straight back to Pay.nl to create the mandate and do not keep | Creating the payment with the payment service provider on behalf of your park and marking the invoice or booking as paid; with a mandate, announcing the following invoices and having them debited until you revoke the mandate | Performance of the agreement between you and your park (the park is the controller; Mollie, Stripe or Pay.nl is the park's payment service provider) | As long as the invoice or booking is kept (7 years, the park's tax retention obligation); the mandate until you revoke it |
| Customer and park administration (for the contact person of a park) | First name and surname, e-mail address, telephone number, company name, contact person, invoice e-mail address, your own reference, Chamber of Commerce number, VAT number, address, postcode, town and country, plus the direct debit mandate via Mollie | Taking out and managing the park subscription, invoicing and collecting, and keeping in touch about the service | Performance of the agreement with the park, and for the administration itself a legal obligation (tax retention obligation) | As long as the park is a customer; invoice and payment data for 7 years after the end of the financial year of the payment (tax retention obligation), even while the park is still a customer. A sign-up that was never completed disappears after 3 months |
| Account and login | E-mail address, hashed password, role, language choice, and which of your accounts at different parks you have linked yourself | Logging in, security, switching between your linked accounts without logging in again, and showing the app in your language. With one password and one e-mail address you get into all your linked stays; if you change your password or your e-mail address in the app, this applies to all of them. If you request a new password with a recovery code, it applies to the accounts with your e-mail address that you tick in the app (all of them by default; in the management portal to every account with your e-mail address), because your mailbox is the proof. A stay that you entered without an account is not included. If a park changes your e-mail address, we break the link with your other accounts and you are signed out everywhere with that account; you can link them again yourself afterwards | Performance of the agreement | As long as your account at a park exists, or as long as you choose to keep it (see the row below) |
| Keeping your account after your last stay (only if you switch this on) | Name, e-mail address, telephone number, place of residence, hashed password and language choice; when you switched it on, when you last logged in and when your last stay ended; and, if you also switch this on, your remembered travel companions (see the row below) | So that you do not have to create a new account for a next stay; your details will then already be filled in on your own screen. Keeping is possible for guests and residents with a password | Performance of the agreement, at your request | Until you switch it off or delete your account; if you switch it off, we delete it immediately, together with your remembered travel companions. After 24 months without a stay and without logging in we delete it, with an e-mail a month in advance; if you use the app while still logged in, that also counts as logging in. No park can see this data |
| Remembering travel companions (only if you switch this on) | For each travel companion the name, and the date of birth only if a park asked for it when you included them; never a place of residence, a number or a type of identity document. In addition, for each travel companion the last day on which you included them with a stay, and when you switched remembering on, with the version of the explanation you saw at the time. If you switch it off, we only keep the date on which you did so, as long as your kept account exists | For a next stay your travel companions are already listed under the question Who is coming along, with the ticks off: for each stay you tick who is coming along, and only they go to the park, with the date of birth only if that park asks for it. Only you can see this list; no park can view it. You can remember up to 19 travel companions. Remembering belongs to your kept account: if you switch it on, we also keep your account (see the row above) | Legitimate interest (Article 6(1)(f) GDPR), at your request: so that you do not have to fill in the names again for every stay. Tell your travel companions that you keep this. A travel companion can ask us themselves to delete their details via info@ourstayone.com, giving the name of whoever entered them, so that we find the right list | Until you switch it off, stop keeping your account or delete your account; we then delete the list immediately. We automatically delete a travel companion you have not included for 24 months. Whoever you include with a stay is kept by that park in its guest register for as long as the law requires of the park (part A, row Guest register) |
| Technical management | Log files with IP address, time and technical information. For every visit our server log records your IP address and the address of the requested page; of what follows the question mark in that address, only harmless parts such as a date or a status | Security, preventing misuse, solving faults | Legitimate interest (a secure and stable platform) | Log data at most 12 months |
| Push notifications | Device token, and the title and short text of each notification (with a chat message the name of the sender and the start of the message, up to 80 characters) | Delivering notifications to your phone via Apple or Google | Performance of the agreement | As long as you use the app with notifications |
| Website and e-mail contact | Name, e-mail address and your message if you e-mail us | Answering questions and giving demos | Legitimate interest and contact prior to an agreement | Up to 1 year after our last contact |
| Downloading the brochure on our website | Your e-mail address and, if you fill it in, the name of your park | Giving you the brochure and being able to help you with questions about it afterwards | Legitimate interest and contact prior to an agreement | 12 months after your last download; after that the system erases the data automatically |
| Helpline in the management portal | Your name and your park, your question and the screenshot you send with it yourself | Answering questions from park managers and employees; the assistant Emma drafts the answer and forwards it to us if she does not know | Performance of the agreement with your park and our legitimate interest in good support | 12 months; after that the system deletes the conversation automatically |
| Idea, compliment or problem sent to OurStayOne (from the app or the management portal) | Your name, role and park, the type of message and your text | Reading your message and improving the app with it | Legitimate interest (an app that matches what users need) | 12 months; after that the system deletes the message automatically |
About the Helpline: Emma's answer in the management portal is drafted by Anthropic in the United States (see chapter 4). Only what the manager types or sends along goes there. If a screenshot that is sent along contains data of residents or guests, these are park data from part A and Anthropic acts as a sub-processor of your park; this is also stated in the data processing agreement. The assistant in the residents' app and in the guest chat works separately from this and runs entirely on our own server.
No tracking: our apps and website contain no advertisements, no tracking cookies and no analytics by third parties. We only use functional storage; see the cookie statement.
Your data are stored on servers in the European Union with our hosting provider TransIP B.V., the Netherlands. We send our outgoing e-mail via Google Workspace, the business e-mail service of Google. Our contracting party for this is Google Ireland Limited in Ireland and the mailboxes are located in the European Union, but Google LLC in the United States can access that mail for management and support. This concerns mail containing your data, such as a recovery code, an invitation, an announcement from your park, an invoice or payment reminder with your name and the amount, and a payslip if you are employed by a park. For the following functions we work with companies in the United States or the United Kingdom, or with a European subsidiary of such a company:
Apple, Google and Meta are certified under the EU-US Data Privacy Framework. With an adequacy decision, the European Commission has established that transfers to such certified companies have an adequate level of protection. For the transfer to Anthropic, the standard contractual clauses of the European Commission (article 46(2) GDPR) from the data processing terms of Anthropic apply. For Channex in the United Kingdom, the European Commission's adequacy decision for the United Kingdom applies. We never share more than is necessary for the function to work. Should the Data Privacy Framework ever lapse, we will switch to standard contractual clauses there too or stop the transfer.
Open-Meteo (weather service) is deliberately not in this list: it only receives the location of the park to retrieve the weather forecast, and therefore no personal data.
The automatic translation NL/DE/EN is not listed here either: it runs on our own server in the European Union. Your messages and the park texts therefore do not go to a translation service of another company for this; if our translation server is temporarily unavailable, the text simply remains in the original language. Should we ever change that choice, we will amend this statement in advance.
Some parks use the Read receipts module. The park manager, and only employees designated by the park, can then see whether and when you opened an announcement, a document or an invoice from the park, with your name. The park uses this to check whether important information has reached everyone. It is never about your chat messages and nothing else about your use of the app is recorded. This registration only takes place as long as the park has the module switched on. Your park chooses how long a read receipt is kept: 3, 6, 9 or 12 months (12 months by default); after that the system deletes it automatically.
You have the right of access, rectification (correction), erasure, restriction of processing, objection and data portability.
You remove a stay without an account from your phone yourself with Remove stay from this phone (in the app under More); if it is your last device, your messages with reception disappear with it. With Sign out other devices you make old links invalid.
You view your kept account and your remembered travel companions yourself under My stays, or on the Welcome back screen if you have no stay. There you remove a travel companion from the list, switch remembering or keeping off, and delete your whole account with everything we keep for you.
If you do not agree with how we handle your data, you can submit a complaint to the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
We secure the platform with, among other things, TLS encryption of all traffic, passwords that are stored only in hashed form, access rights per role (each park only sees its own data and not at which other park you are staying), daily backups within the EU, timely security updates and logging of management actions. Personal links (to choose a password or to open a stay) and recovery codes are only kept by us as an unreadable fingerprint; they expire and can be revoked.
If, despite everything, something goes wrong with personal data, we investigate and close the leak, limit the consequences and document the incident. Where we are responsible ourselves, we report the data breach to the Dutch Data Protection Authority within 72 hours if required and inform you if there is a high risk. Where we are the processor, we report the data breach to your park within 48 hours, which then takes care of the notifications.
OurStayOne is intended for persons aged 16 and older. We do not create accounts for children under 16. If we nevertheless discover such an account, we delete it. Travel companions you enter with a stay or have remembered, including children, do not get their own account as a result. Share with a travel companion is only for travel companions aged 16 or older. If you enter details of someone else, tell that person that you are doing so.
We amend this statement when there are new functions or new rules. The current version is always available in the app and on the website. We actively announce important changes in the app or by e-mail. This statement is also available in Dutch and German; if the texts differ, the Dutch text prevails.
E-mail us at info@ourstayone.com. We are happy to help.
This document has been drawn up with care, but without legal advice. If in doubt, consult a lawyer.
Version 20 October 2026
What has changed? Compared with the version of 11 October 2026: the table now also lists the text size you choose in the app (pcapp_letters), so that every screen of the app opens at that size. Otherwise unchanged. The version of 11 October 2026 was the first English version of the cookie statement; it corresponds to the Dutch version of 11 October 2026, in which the table also lists the counter on the payment page (pc_wacht_<payment number>) that remembers how often the page has refreshed while the bank is still confirming your payment. Earlier changes are described in the Dutch text.
OurStayOne (the apps, the web app and the website of Prudon Beheer) uses no tracking or advertising cookies and no third-party cookies. We only store functional data that is needed to make the service work. The law does not require consent for this; that is why you do not see a cookie banner with us.
| Storage | Purpose | How long |
|---|---|---|
Login session management portal (pc_token) | Staying logged in to the management portal | Until you log out or the session expires |
Login session app (pcapp_token) | Staying logged in to the residents' app | Until you log out or the session expires |
Menu state (pc_nav_open) | Remembering whether the menu in the management portal is open or closed | Until you clear the storage |
Language choice (pcapp_taal) | The language in which you use the app, so that the login and sign-up screens come back in that language; on those screens you are not logged in yet and we cannot look up your language with your account | Until you clear the storage |
Text size (pcapp_letters) | The text size you choose in the app (normal, larger or largest), so that every screen of the app opens at that size; the app follows your phone's text setting anyway | Until you clear the storage |
Device identifier for notifications (pcapp_toestel) | The identifier of the device that is already registered for push notifications, so that the app does not register it again every time it starts | Until you log out; the app then clears it itself |
Pending payment (pcapp_betaling) | The number of a payment you have just started, so that the app takes you back to the right screen after paying | Until the payment is completed; the app then clears it itself |
Demo session (pcapp_demosessie and pc_demo_sessie) | The session number of your own demo copy, so that in the demo you see your own park and not someone else's | pcapp_demosessie until you clear the storage; pc_demo_sessie until you close the tab |
Tracking code of a park registration (pc_aanmelding_<number>) | The code with which you can follow the status of your own park registration without logging in | Until your registration is complete; the site then clears the code immediately |
Welcome key after a park payment (pc_welkom_<payment number>) | A key that your browser keeps as soon as your park subscription has been paid, so that the button "Naar mijn dashboard" (to my dashboard) on that page still works on a later visit | Until you clear the storage; the key is worthless once you have used the button, because the matching code then expires on our side |
Tab after a help link (pc_naar_tab) | Which tab the management portal should open when you follow a link that points straight to it | Until that tab is open; the portal then clears it immediately, and otherwise as soon as you close the tab |
Open panels on Planning (pc_plan_panelen) | Remembering which panels on the Planning screen of the management portal are open or closed | Until you clear the storage |
Waiting for the bank (pc_wacht_<payment number>) | How often the payment page has already refreshed after your payment while the bank is still confirming it, so that the page then stops refreshing | Until you close the tab |
Hint about another park (pc_anderepark and pcapp_anderepark) | Remembering that another park has an account with your e-mail address that you can link, so that the portal or the app can suggest this to you once | Until you close the tab or link the accounts; the portal or the app then clears it immediately |
This data is kept in localStorage and sessionStorage: small storage spaces in your browser or in the app, on your own device. localStorage stays until you clear it; sessionStorage disappears as soon as you close the tab. We only put the functional data above in there; this is the complete list. No profiles of you are built and nothing goes to advertising networks or other third parties.
Your language choice is kept in two places. The leading one is with your account on our server: if you log in on another device, the language is right there straight away. In addition, the app keeps a copy on the device itself (pcapp_taal, see the table above), because on the login and sign-up screens you are not logged in yet and your account is not known yet.
For storage that is strictly necessary to provide a service you ask for yourself (such as staying logged in), or that only remembers your preferences with no or hardly any consequences for your privacy, no consent is required under the Dutch Telecommunications Act (article 11.7a). Everything we store falls into that category.
You can always clear the storage via the settings of your browser (delete website data) or by removing the app. You will then have to log in again and set your preferences again.
If we ever start using cookies or similar storage that does require consent, we will ask for it first and update this statement. The current version is always in the app and on the website.
Questions? E-mail info@ourstayone.com.
This document has been drawn up with care, but without legal advice. If in doubt, consult a lawyer.