Privacy Policy

1. Introduction

Property Management Associates, LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our property management services. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

2. Information We Collect

We collect information you provide directly to us solely for property management purposes, including:

• Personal Information: Names, addresses, phone numbers, and email addresses of property owners, residents, and HOA board members
• Property Information: Property addresses, unit numbers, and ownership details
• Communication Records: Correspondence related to violations, maintenance requests, and architectural applications
• Financial Information: Payment information for HOA dues and fees (processed securely through third-party payment processors)
• Documentation: Photos and documents related to property compliance and maintenance

3. How We Use Your Information

We use the information we collect exclusively for property management services:

• To manage HOA operations and enforce community guidelines
• To process architectural control committee (ACC) applications
• To track and manage property violations and compliance
• To facilitate communication between residents, property owners, and HOA boards
• To conduct property inspections and maintain community standards
• To process payments and maintain financial records
• To respond to inquiries and provide customer support
• To comply with legal obligations and enforce HOA bylaws

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With HOA Boards: To facilitate property management and compliance activities
• With Service Providers: To trusted third parties who assist us in operating our website and conducting our business (e.g., payment processors, email services)
• For Legal Compliance: When required by law, court order, or governmental regulation
• To Protect Rights: To protect our rights, property, or safety, or that of our users or others
• With Consent: With your explicit consent for specific purposes

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure SSL encryption for data transmission
• Regular security assessments and updates
• Limited access to personal information on a need-to-know basis
• Secure data storage with reputable cloud service providers
• Regular backups and disaster recovery procedures

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including:

• To maintain property management records as required by law and HOA bylaws
• To comply with legal, accounting, and reporting requirements
• To resolve disputes and enforce agreements
• Typically, HOA records are retained for 7 years or as required by state law

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Portability: Request a copy of your information in a portable format
• Opt-Out: Opt-out of certain communications (except legally required notices)

To exercise these rights, please contact us using the information provided below.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience. These technologies help us:

• Remember your preferences and settings
• Analyze site traffic and usage patterns
• Improve site functionality and user experience
• Provide secure access to resident portals

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes.