Xscape! LLC Privacy Policy

Effective Date: September 5, 2026

Xscape! LLC (“Xscape,” “we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, make a reservation, purchase a gift certificate, communicate with us, visit our facility, participate in an experience, or otherwise interact with Xscape.

This Privacy Policy applies to Xscape! LLC, including our website at escape.cool, our booking and check-in processes, and other interactions with our customers and guests.

1. Information We Collect

The information we collect depends on how you interact with Xscape.

Reservation and Customer Information

When you make a reservation online, by telephone, or in person, we may collect information such as:

  • Your name

  • Email address

  • Telephone number

  • Number of participants

  • Reservation date and time

  • Amount paid

  • Booking and reservation history

  • Other information you voluntarily provide in connection with your reservation

For group bookings, private events, birthday parties, corporate events, and similar reservations, one person may provide information and make arrangements on behalf of a group.

Our reservations are managed using Booking Phoenix. Reservations made by telephone or in person may also be entered into Booking Phoenix by Xscape personnel.

Payment Information

Xscape accepts online and in-person electronic payments using Square as a payment processor.

When you make an electronic payment, payment information necessary to process the transaction is handled by Square and other applicable payment infrastructure. Xscape may receive information about the transaction, such as the amount paid and payment status, but we do not represent that Xscape directly stores your complete payment-card information.

We may also accept cash payments at our facility.

Gift Certificates

When you purchase a gift certificate, we may collect information associated with the purchase and maintain information concerning the gift certificate, transaction, and redemption code.

Waiver and Check-In Information

Participants are required to complete Xscape's applicable electronic waiver and check-in process before participating. This process is provided through Booking Phoenix.

We may receive and maintain information that participants voluntarily provide through the waiver and check-in process. The participant waiver is a separate agreement and is not replaced or modified by this Privacy Policy.

Communications

When you contact Xscape by telephone, email, social media, or another method, we may collect your contact information and the contents of your communication.

We may send transactional communications related to your reservation, such as confirmations, reminders, receipts, scheduling information, or other service-related messages. These communications may be delivered by email or, when applicable, SMS/text message.

Marketing Communications

If you opt in to receive promotional communications, we may use information such as your name, email address, phone number, or booking history to provide information about new rooms, promotions, events, discounts, or other Xscape offerings.

You may opt out of promotional email communications using the unsubscribe option provided in the communication or by contacting us.

Opting out of marketing communications does not necessarily prevent us from sending non-promotional communications necessary to administer an existing reservation or transaction.

2. Website, Cookies, Analytics, and Technical Information

When you visit escape.cool, certain technical information may be collected automatically, including information such as your:

  • IP address

  • Browser and device type

  • Operating system

  • Approximate location derived from technical information

  • Pages viewed

  • Date and time of visits

  • Referring website or source

  • Website interactions

  • Cookie or similar technology identifiers

We use this information to operate and secure our website, understand how visitors use it, diagnose technical issues, and improve our services.

Squarespace

Our website is built and hosted using Squarespace. Squarespace may process technical information necessary to host, secure, and deliver the website.

Google Analytics

We use Google Analytics 4 (GA4) to understand website traffic and how visitors interact with our website. Google Analytics may use cookies and similar technologies to collect information concerning website usage.

Cookie Choices

Our website provides cookie controls that allow visitors to manage certain non-essential cookies and similar technologies.

Depending on the available settings, visitors may accept cookies, decline non-essential cookies, or manage their cookie preferences.

Certain cookies may be necessary for the website to function properly and therefore may not be subject to optional consent.

You may also be able to control cookies through your browser settings. Disabling certain technologies may affect the functionality of some portions of the website.

3. Embedded Third-Party Content

Our website contains content and functionality provided by third parties.

YouTube

We may embed videos hosted by YouTube. When a page containing embedded YouTube content loads, or when you interact with that content, Google/YouTube may receive technical or usage information in accordance with its own privacy practices.

Xscape does not provide its customer reservation database to YouTube merely because a YouTube video is embedded on our website.

Google Maps

Our website may contain an embedded Google Map to help visitors locate our facility. Loading or interacting with the map may cause Google to receive technical or usage information in accordance with Google's own privacy practices.

Third-party services operate according to their own privacy policies and practices. Xscape does not control all data collection performed independently by those providers.

4. How We Use Personal Information

We may use personal information to:

  • Create and manage reservations

  • Provide escape-room experiences and related services

  • Process and document transactions

  • Administer gift certificates

  • Facilitate check-in and required waivers

  • Communicate with customers and participants

  • Send reservation confirmations, reminders, and service-related communications

  • Respond to questions and requests

  • Organize private and group events

  • Provide customer service

  • Send promotional communications when appropriate

  • Maintain business and accounting records

  • Prevent fraud, misuse, or security incidents

  • Protect our guests, employees, property, and business

  • Operate, analyze, secure, and improve our website

  • Comply with applicable legal obligations

  • Establish, exercise, or defend legal claims

  • Enforce our policies and agreements

We may also use information for other purposes disclosed when the information is collected or with your permission.

5. How We Disclose Personal Information

We do not sell or rent personal information to third parties.

We may disclose information when reasonably necessary to businesses that provide services on our behalf or support Xscape's operations.

These may include providers such as:

Booking Phoenix — reservation management, customer communications, electronic check-in, and waiver-related services.

Square — payment processing and related transaction services.

Squarespace — website hosting and related website services.

Google — website analytics, maps, and related services.

YouTube/Google — embedded video functionality.

These providers may process information according to their respective agreements, roles, and privacy practices.

We may also disclose information when reasonably necessary to:

  • Comply with applicable law, regulation, legal process, or governmental request

  • Protect the rights, safety, security, or property of Xscape, our customers, employees, or others

  • Investigate suspected fraud, misconduct, or violations of our policies

  • Establish, exercise, or defend legal claims

  • Complete a merger, acquisition, sale, financing, reorganization, or other business transaction involving Xscape, subject to applicable law

6. Security Cameras and Facility Monitoring

For participant safety and game operation, Xscape uses cameras within its escape rooms that allow game masters or other authorized personnel to monitor rooms live while games are taking place. These game-room camera feeds are used for live monitoring and are not recorded.

Xscape also operates a recording security camera in the lobby for safety, security, loss prevention, incident investigation, and protection of guests, employees, and property.

Recorded security footage may be retained for a period reasonably necessary for these purposes and may be preserved longer when necessary to investigate an incident, respond to a legal matter, or comply with applicable law.

Access to security footage is limited as reasonably appropriate for its intended purpose.

7. Customer Photos and Videos

Xscape may take photographs or videos of customers or groups in connection with their visit.

Xscape's practice is to obtain permission before posting customer or group photographs or videos publicly or using them for promotional purposes.

Where additional consent or authorization is required by applicable law or a separate agreement, Xscape will rely on the applicable consent or agreement.

8. Children

Children under the age of 13 may participate in Xscape experiences when permitted under Xscape's applicable participation and supervision requirements.

However, Xscape's online reservation services are not intended to be used independently by children under 13. Reservations for children under 13 should be made by a parent, legal guardian, or other responsible adult.

Xscape does not knowingly operate escape.cool for the purpose of collecting personal information online directly from children under 13.

If we learn that personal information has been collected online directly from a child under 13 in circumstances requiring parental consent and such consent was not obtained, we will take reasonable steps to address the information as required by applicable law.

Parents or guardians with questions may contact us using the information below.

9. Job Applicants

Xscape may advertise employment opportunities through email, social media, or other channels.

Individuals interested in employment may voluntarily submit résumés or other application materials to Xscape by email.

We may use information submitted by applicants for purposes such as:

  • Evaluating qualifications

  • Communicating with applicants

  • Conducting the hiring process

  • Maintaining appropriate recruiting or business records

Applicants should avoid submitting sensitive personal information that Xscape has not requested.

10. Information About Accommodations or Safety Concerns

A guest may voluntarily provide information when asking about an accommodation, accessibility need, safety concern, or other circumstance relevant to participating in an Xscape experience.

We will use such information as reasonably necessary to respond to the request, facilitate participation, address safety concerns, or meet applicable legal obligations.

11. Authorized Personnel

Personal information maintained by Xscape may be accessible to owners, managers, employees, or contractors who reasonably need access to perform their responsibilities.

Xscape does not intend customer information to be available to personnel who have no legitimate business need to access it.

12. Data Retention

We retain personal information for as long as reasonably necessary for the purposes for which it was collected and for legitimate business purposes, which may include:

  • Maintaining reservation and transaction records

  • Accounting and tax obligations

  • Customer service

  • Security and fraud prevention

  • Resolving disputes

  • Enforcing agreements

  • Establishing or defending legal claims

  • Complying with applicable law

Retention periods may vary depending on the type of information and the reason it was collected.

Information processed by third-party service providers may also be subject to those providers' retention practices.

13. Your Privacy Choices and Requests

You may contact Xscape to request that we:

  • Provide information about personal information we maintain about you

  • Correct inaccurate information

  • Update your contact information

  • Delete certain personal information

  • Address a privacy concern

  • Stop certain promotional communications

We will review requests and respond as reasonably appropriate and as required by applicable law.

A deletion request does not necessarily require Xscape to delete every record associated with you. We may retain information when reasonably necessary or legally permitted, including for accounting, transaction records, fraud prevention, dispute resolution, legal compliance, security, or the establishment or defense of legal claims.

We may take reasonable steps to verify your identity before fulfilling a request involving personal information.

Privacy requests may be sent to eric.xscape@gmail.com.

14. Data Security

Xscape uses reasonable administrative, technical, and physical measures appropriate to the nature of the information we maintain to help protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no website, electronic transmission, information system, or storage method can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

15. Third-Party Websites and Services

Our website may contain links to websites, social media platforms, booking services, payment services, or other resources operated by third parties.

Those third parties are responsible for their own privacy practices. This Privacy Policy does not govern information a third party collects independently under its own privacy policy.

We encourage you to review the privacy policies of third-party services you choose to use.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices, or legal requirements.

When we make changes, we may update the effective date shown at the top of this policy. Material changes may be communicated through the website or another appropriate method when required.

We encourage visitors to review this Privacy Policy periodically.

17. Contact Us

If you have questions about this Privacy Policy, Xscape's privacy practices, or personal information associated with you, contact:

Xscape! LLC
 63 Wharf St.
Morgantown, WV 26505
Phone: 304-680-2665
Email: eric.xscape@gmail.com