Privacy and website use.

Prepared October 9, 2026 · This draft is not legally binding. Pending HOA approval and qualified legal review. No effective date has been approved.

Privacy

Information collected

Accounts require an email address and password. First name, last name and property address are optional. Passwords are stored as protected hashes, rather than readable passwords. The service also stores email verification, resident approval, account roles, multi-factor authentication settings, sign-in/session information and administrative security events. Website and delivery services may record technical information such as IP addresses and delivery results.

Why the information is used

Information supports sign-in, resident access approval, email verification, password recovery, account security, content delivery and website administration. An account does not itself establish property ownership, voting eligibility or another right under the association's governing documents.

Who can see information

Visitors can see notices published for Everyone and the public community pages. Approved accounts with verified email addresses can access resident documents and resident notices. Board and administrator content requires the appropriate account role and additional sign-in security. Administrators can manage accounts, access approvals and website content. Residents cannot browse another resident's private account or case records.

Complaints and violations

Online complaint and violation tools are currently unavailable. Before activation, the association must approve their handling, access, response, dispute and retention procedures. Do not use a general email inquiry to send sensitive case evidence.

Email, hosting and service providers

The application runs on a dedicated home-server virtual machine, separate from family Nextcloud accounts. Resend processes recipient addresses and account messages to deliver verification and password-reset email. If the approved Cloudflare Tunnel public route is enabled, Cloudflare processes website traffic and connection information. Email services used by recipients also process delivered messages. Service providers may maintain their own operational records under their terms and privacy notices.

Cookies and browser storage

The website uses cookies for sign-in sessions and request protection. The selected light or dark appearance is remembered in browser storage. The current application includes no advertising or third-party analytics trackers. A first-party counter totals successful public-page requests by day and page for administrators. It does not store IP addresses, account identities, query strings or private-page activity. These counters expire after 30 days and may reset when the cache is cleared. Dismissing the cookie information notice saves that preference in browser storage. Disabling necessary cookies can prevent sign-in and protected actions from working.

Security

Controls include password hashing, role-based access checks, administrator multi-factor authentication, session protections and limits on repeated account requests. HTTPS is required for the production connection. No website or privacy policy can guarantee complete security. Keep passwords, authenticator codes and recovery codes private, and report suspected unauthorized access to the association.

Retention, backups and account deletion

The association has not approved a final records-retention schedule. No specific automatic erasure period is promised on this page. Protected backup copies may contain information retained for recovery. Account deletion disables sign-in, ends active sessions and clears profile details and authentication settings from the live account. It does not automatically erase administrative audit history, association records or older backup copies. Requests concerning those records must be reviewed separately by the association, including any applicable preservation requirements.

Your account choices

Use My account to update your optional name and address. Account security provides email and password controls. Changing a known password requires the current password; a forgotten password uses email recovery. Account deletion requires confirmation and your current password. Additional safeguards apply to board and administrator accounts, including keeping an active administrator available.

Website use

Use your own account

Keep account details accurate and do not share sign-in credentials. Do not attempt to access another person's records, evade permissions, disrupt the service, upload harmful files or misuse private association information. Do not post another person's sensitive information in a public notice.

Documents and notices

Governing documents require approved resident access. Published notices are shown only to their selected audience. Drafts remain unpublished until an authorized administrator publishes them. A website post is not represented as legally sufficient meeting notice, legal service or proof of delivery. Follow the association's approved notice procedures.

Information and availability

Website content helps residents find association information. It does not amend governing documents, determine a dispute or replace advice from a qualified professional. Contact the association about errors or conflicting information. Maintenance, internet interruptions or security issues may temporarily affect availability. Do not rely on this website for emergencies; use the appropriate emergency service.

Changes to this page

Approved revisions should be posted here with their effective date. Material changes to information handling, access or retention require association review before adoption. This page does not create an unapproved records rule, liability waiver or assurance that lawsuits cannot occur.

Questions and requests

Contact [email protected] about privacy, account access, corrections or association records. Describe the request without including passwords, recovery codes or sensitive evidence. The association may need to confirm identity before responding to an account or private-record request.