Privacy Policy

1. Information We Collect

We collect information you provide directly to us, such as when you create an account, use our services, or contact us. This includes:

• Account Information: Name, email address, phone number, HOA/Condo association details
• Profile Data: Unit number, role (owner, board member, property manager), preferences
• Content: Documents, meeting minutes, communications, and other content you upload
• Payment Information: Billing address and payment method details (processed securely by third-party providers)
• Communication Data: Messages sent through our platform, support requests, feedback

2. Information We Collect Automatically

When you use our services, we automatically collect certain information:

• Usage Data: Pages visited, features used, time spent on platform, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Server logs, error reports, performance metrics
• Cookies: Session tokens, preferences, authentication status

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send compliance alerts, notifications, and updates
• Respond to your comments, questions, and customer service requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and other illegal activities
• Comply with legal requirements and Florida state regulations

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Within Your HOA/Condo Association: Information may be shared with other authorized members, board members, and property managers as necessary for association operations
• Service Providers: With third-party vendors who perform services on our behalf (cloud hosting, payment processing, email delivery)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with any merger, sale of assets, or acquisition
• Protection of Rights: To protect our rights, property, safety, or that of our users

We do not sell your personal information to third parties.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Data encryption in transit and at rest
• Secure cloud infrastructure (AWS) with regular security audits
• Access controls and authentication requirements
• Regular security assessments and updates
• Employee training on data protection practices

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. We may retain certain information for longer periods as required by Florida law, for compliance purposes, or to resolve disputes. When we delete information, it will be removed from our active systems but may remain in backups for a limited time.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Receive your data in a structured, machine-readable format
• Opt-out: Unsubscribe from marketing communications

To exercise these rights, contact us at privacy@floridacondotracker.com.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you logged in and remember your preferences
• Understand how you use our platform
• Improve performance and user experience
• Provide security features

You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.

9. Florida-Specific Compliance

As a service designed for Florida HOAs and Condominiums, we are committed to supporting compliance with Florida state laws, including transparency requirements under HB 1203. We may process and display certain association information as required by Florida statutes while maintaining appropriate privacy protections.

10. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will promptly delete it.

11. Third-Party Services

Our platform may integrate with third-party services (payment processors, email providers, cloud storage). These services have their own privacy policies, and we encourage you to review them:

• Amazon Web Services (AWS)
• Stripe (payment processing)
• SendGrid (email delivery)

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and sending an email notification. Your continued use of our services after changes become effective constitutes acceptance of the revised policy.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: