Privacy Policy
Effective Date: 7/16/2026
Last Updated: 7/16/2026
Policy Version: 1.0
The Association respects the privacy of residents and is committed to protecting the personal information collected through the Association website ("Site"). This Privacy Policy explains what information is collected, how it is used, how it is protected, and the choices available to residents when using the Site.
This Privacy Policy should be read together with the Association Website Terms of Use, which governs resident use of the Site and resident-only features, including the Discussion Board.
By creating an account or using resident-only features of the Site, you acknowledge and agree to the practices described in this Privacy Policy.
1. Information We Collect
To provide secure access to resident features of the Site, the Association may collect and store information provided by users, including:
- Name
- Property address
- Email address
- Telephone number
- Account login credentials
- Profile information provided by the user
- Content submitted through Site features, including Discussion Board posts, comments, photographs, documents, or other uploaded materials
The Site may also collect limited technical information necessary to operate and secure the website, including browser information, login activity, security logs, and other standard website information.
2. Storage of Information
Resident information collected through the Site is stored within the Association website database and is used to provide resident account access and website functionality.
The Site is operated using a WordPress-based platform and associated site functionality. Resident information is maintained within the Site database and is not automatically synchronized, transferred, or shared with third-party vendors unless specifically authorized by the Association for a defined purpose.
3. Use of Information
The Association may use collected information to:
- Create and maintain resident accounts.
- Verify resident eligibility for access to restricted website features.
- Provide access to the Discussion Board and other resident-only services.
- Communicate Association notices, announcements, and updates.
- Support website administration and account management.
- Maintain website security and prevent unauthorized access.
- Moderate resident participation and enforce the Terms of Use.
- Maintain records necessary for Association operations.
4. Resident Directory and Information Visibility
The Site may include a resident directory to help foster communication within the community.
Information visibility is limited as follows:
- Resident name and property address may be visible to other authorized residents using the Site.
- Email addresses and telephone numbers are not visible to other residents unless a user voluntarily provides that information through content they submit.
- Authorized Board members designated by the Board of Directors for website administration, resident account management, or moderation responsibilities may have access to additional account information, including email addresses and telephone numbers, when necessary to perform those responsibilities.
Residents should carefully consider the information they choose to share through the Site.
5. Discussion Board Privacy
The Discussion Board is a resident-only feature available to authorized users with an active account. While access is restricted, content posted within the Discussion Board should not be considered private or confidential.
Posts, comments, photographs, and other content submitted by residents may be visible to other authorized residents and may remain available as part of the community discussion history.
Residents should avoid posting confidential, sensitive, or personal information that they do not wish to share with other authorized users.
6. Association Communications
Resident information may be used to provide official Association communications, including notices, announcements, meeting information, documents, and other Association-related communications.
Official communications may be issued by the Board of Directors or the Management Company through authorized communication channels.
The Management Company does not administer or maintain the Site unless specifically authorized by the Association. However, resident information may be provided to the Management Company through official Association processes when necessary for Association operations.
7. Information Sharing
The Association does not sell, rent, or trade resident information.
Resident information may be shared only when necessary, including:
- With authorized Board members, administrators, or moderators performing Association responsibilities.
- With service providers supporting website operation, security, hosting, or technical maintenance.
- With the Management Company for official Association-related purposes.
- When required by law, legal process, or applicable regulations.
Any third-party service providers used to support the Site are expected to use resident information only for the purposes necessary to provide their services.
8. Data Security
The Association takes reasonable measures to protect resident information from unauthorized access, disclosure, alteration, or misuse.
Residents are responsible for maintaining the confidentiality of their account credentials and should notify the Association if they believe their account has been compromised.
While reasonable safeguards are used, no website or electronic storage system can guarantee complete security.
9. Account Access and Deletion Requests
Residents may request that their account be deleted or deactivated if they no longer wish to participate in resident-only website features.
Upon request, the Association may deactivate the user's account and remove access to restricted features, including the Discussion Board and resident directory.
Certain information may be retained when necessary for Association records, website security, legal obligations, or historical records associated with user-generated content.
Residents who no longer maintain an active account may continue to access publicly available portions of the Site only.
10. Cookies and Website Technologies
The Site may use cookies or similar technologies necessary to support account authentication, website functionality, security, and user experience.
The Association may use website analytics or similar tools to understand general Site usage and improve website performance. These tools are configured to support website operations and are not intended to collect unnecessary personal information.
11. Children's Privacy
The Site is intended for use by authorized residents and community members. The Association does not knowingly collect personal information from children without appropriate authorization.
12. Changes to This Privacy Policy
The Association reserves the right to update or modify this Privacy Policy at any time to reflect changes in community needs, legal requirements, technology, or Site functionality.
Updated Privacy Policy terms become effective when published on the Site. For material changes, the Association may require residents to review and accept the updated Privacy Policy before continuing access to resident-only features of the Site. Continued use of the Site after updated Privacy Policy terms are posted constitutes acceptance of the updated Privacy Policy.
13. Contact
Questions regarding this Privacy Policy or requests regarding personal information should be submitted to the Board of Directors at hoa@calendercrossing.com.