Privacy Policy

1. Information We Collect

Information You Provide to Us

We collect information that you voluntarily provide when you:

• Submit online forms (Architectural Change Request, Clubhouse Reservation, Pool Access Request)
• Contact us via email or phone
• Register for a resident account (when available)
• Attend HOA meetings or events
• Make HOA dues payments (through PayHOA.com)

This information may include:

• Name and contact information (address, phone number, email)
• Property address within Westminister Village
• Emergency contact information
• Children's names and dates of birth (for insurance and pool access purposes)
• Payment information (processed securely through third-party payment processors)
• Details about architectural changes, clubhouse reservations, or pool access requests

Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• Browser type and version
• Device type and operating system
• IP address
• Pages viewed and time spent on pages
• Referring website

Note: Our static website currently does not use cookies for tracking. If we implement analytics or login functionality in the future, we will update this policy accordingly.

2. How We Use Your Information

We use the information we collect to:

• Manage HOA Operations: Process forms, requests, and applications
• Community Communication: Send newsletters, announcements, and meeting notifications
• Financial Management: Process dues payments and maintain account records
• Security: Manage access to community amenities (pool, clubhouse)
• Compliance: Enforce covenants and community rules
• Insurance: Maintain required records for liability insurance purposes
• Website Improvement: Analyze website usage to improve user experience
• Legal Obligations: Comply with applicable laws and regulations

3. How We Share Your Information

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

Within the HOA

• Board Members: Access to information necessary for HOA governance and operations
• Committee Members: Limited access relevant to their committee responsibilities (e.g., ACC, Clubhouse)

Third-Party Service Providers

We use trusted third-party services that may have access to your information:

• Google Workspace: Email communication and document management (board@westministervillagehoa.com)
• Google Calendar: Community event scheduling and calendar management
• PayHOA.com: Secure payment processing for HOA dues (when implemented)
• Verkada Pass: Digital access management for community amenities

These service providers are contractually obligated to protect your information and use it only for the services they provide to us.

Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal process (subpoena, court order)
• Law enforcement requests
• Protection of HOA rights, property, or safety
• Emergency situations involving personal safety

4. Data Security

We implement reasonable security measures to protect your information, including:

• Secure email communication through Google Workspace
• Limited access to personal information (board and committee members only)
• Secure storage of physical documents in locked facilities
• Regular review of access permissions
• Secure third-party payment processors (PayHOA.com)

Important: While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes outlined in this Privacy Policy
• Comply with legal obligations (tax records, financial documents)
• Maintain accurate HOA records as required by Georgia law
• Resolve disputes and enforce agreements

Generally, we retain homeowner records for the duration of property ownership plus seven years. Financial records are retained according to IRS and state requirements.

6. Your Rights and Choices

As a Westminister Village homeowner or resident, you have the right to:

• Access: Request copies of your personal information we hold
• Correction: Request correction of inaccurate information
• Updates: Update your contact information at any time
• Opt-Out: Unsubscribe from non-essential communications (note: you cannot opt-out of official HOA notices)
• Questions: Contact us with privacy concerns or questions

To exercise these rights, please contact the board at board@westministervillagehoa.com or call 678-723-5705.

7. Children's Privacy

Our website is not directed to children under the age of 13. We collect information about children only when provided by parents/guardians for legitimate HOA purposes (insurance, pool access). We do not knowingly collect personal information directly from children under 13.

8. Links to Other Websites

Our website contains links to third-party websites (schools, county services, app stores, etc.). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will post the updated policy on this page with a new "Last Updated" date. Significant changes will be communicated to homeowners via email or community newsletter.

10. Georgia Homeowners Association Law

As a Georgia homeowners association, we comply with the Georgia Property Owners' Association Act (O.C.G.A. § 44-3-220 et seq.) regarding access to HOA records. Homeowners have the right to inspect and copy HOA records during reasonable business hours, subject to certain exceptions for privileged or confidential information.