Hidden Glen HOA

1. Introduction

Hidden Glen Homeowners Association ("we," "us," "our," or "Hidden Glen HOA") is committed to protecting your privacy and maintaining the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our association.

By using our website or providing information to Hidden Glen HOA, you consent to the data practices described in this policy. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access our website or provide us with your personal information.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us, including but not limited to:

• Contact Information: Name, mailing address, email address, telephone number
• Property Information: Property address, lot number, unit number, ownership details
• Financial Information: HOA dues payment information (processed securely through third-party payment processors)
• Identification Information: Information needed to verify residency or ownership
• Communication Records: Correspondence with the board, architectural requests, violation reports, meeting attendance
• Demographic Information: Information provided voluntarily for community surveys or programs

2.2 Automatically Collected Information

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

• Technical Information: IP address, browser type and version, operating system, device type
• Usage Information: Pages visited, time spent on pages, links clicked, referral sources
• Location Information: General geographic location based on IP address

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and store certain information. Cookies are small data files stored on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Association Management

• Verify residency and property ownership
• Process HOA dues payments and maintain financial records
• Manage architectural review requests and approvals
• Address maintenance requests and violations
• Coordinate access to community amenities (pool, clubhouse)
• Maintain accurate resident directories (for internal use only)

3.2 Communication

• Send important community announcements and updates
• Notify residents of board meetings, events, and deadlines
• Respond to inquiries and requests
• Distribute newsletters and community information
• Send emergency notifications

3.3 Website Improvement

• Analyze website usage to improve functionality and user experience
• Monitor website performance and security
• Troubleshoot technical issues

3.4 Legal Compliance

• Comply with Virginia HOA laws and regulations
• Maintain required records and documentation
• Respond to legal requests and court orders
• Enforce CC&Rs, bylaws, and community rules

4. How We Share Your Information

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

4.1 Within the Association

• Board Members: Elected board members have access to resident information necessary to perform their duties
• Committees: Committee members may access information relevant to their committee work (architectural, pool, etc.)
• Property Manager: If we use a management company, they have access to necessary resident information

4.2 Service Providers

• Payment Processors: Third-party payment services to process HOA dues (they have their own privacy policies)
• Website Hosting: Companies that host our website and data
• Email Services: Newsletter and announcement distribution services
• Maintenance Vendors: Contractors who need property information to perform services
• Legal and Accounting: Professional advisors bound by confidentiality agreements

4.3 Legal Requirements

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

• Court orders or subpoenas
• Government or regulatory requests
• Legal proceedings involving the association
• Emergency situations involving safety or security

4.4 Virginia HOA Law Requirements

Under Virginia law (Virginia Property Owners' Association Act), certain association records may be available for inspection by homeowners, including financial records, meeting minutes, and governing documents. However, personal contact information is protected and not part of mandatory disclosure.

5. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, use, disclosure, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Password-protected access to administrative systems
• Regular security audits and updates
• Limited access to personal information (need-to-know basis)
• Secure file storage and document retention policies
• Confidentiality agreements with board members and service providers

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Information Type	Retention Period
Property ownership records	Duration of ownership plus 7 years
Financial records (dues, payments)	7 years (IRS requirement)
Meeting minutes	Permanent (required by Virginia law)
Architectural requests	Duration of ownership plus 5 years
Violation records	3 years after resolution
Email communications	3 years
Website usage data	2 years

7. Your Privacy Rights

7.1 Access and Update

You have the right to:

• Request access to the personal information we maintain about you
• Request correction of inaccurate or incomplete information
• Update your contact information at any time
• Review your account history and records

7.2 Communication Preferences

You may opt out of certain communications:

• Unsubscribe from newsletters and non-essential announcements
• Choose your preferred communication method (email, mail, phone)
• Opt out of community surveys and optional programs

Note: You cannot opt out of essential HOA communications related to dues, violations, meetings, and other mandatory notifications required by our governing documents or Virginia law.

7.3 Request Deletion

Due to legal and operational requirements, we cannot delete all personal information while you are a property owner or resident in Hidden Glen. However, we will:

• Maintain only information necessary for HOA operations and legal compliance
• Delete optional information upon request (e.g., survey responses, photos)
• Archive and securely store historical records after you leave the community

8. Children's Privacy

Our website and services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

We may collect limited information about minor residents (e.g., for pool pass registration or emergency contacts) through their parents or legal guardians only.

9. Third-Party Links

Our website may contain links to third-party websites, services, or applications (e.g., payment processors, Fairfax County resources, service providers). We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

Third-party services we may link to include:

• Payment processors for online dues payment
• Fairfax County government websites
• Local service provider websites
• Social media platforms

10. California Privacy Rights

While Hidden Glen HOA is located in Virginia, we recognize the privacy rights of California residents. If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information (subject to legal exceptions)
• Right to opt-out of the sale of personal information (we do not sell information)
• Right to non-discrimination for exercising your privacy rights

11. Virginia Privacy Rights

As a Virginia-based HOA, we comply with the Virginia Consumer Data Protection Act (VCDPA) when applicable. Virginia residents have rights including:

• Right to confirm whether we process your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to delete personal data (subject to exceptions)
• Right to data portability

12. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Changes will be effective immediately upon posting to our website. We will notify residents of material changes through:

• Email announcement to all residents
• Notice on our website homepage
• Announcement at the next board meeting

The "Last Updated" date at the top of this policy indicates when it was last revised. We encourage you to review this Privacy Policy periodically.

13. How to Exercise Your Rights

To exercise any of your privacy rights or if you have questions about this Privacy Policy, please contact us using the information below:

14. Governing Law

This Privacy Policy is governed by the laws of the Commonwealth of Virginia, without regard to its conflict of law provisions. Any disputes related to this Privacy Policy will be resolved in the courts of Fairfax County, Virginia.

15. Consent

By using our website, accessing our services, or providing information to Hidden Glen HOA, you consent to the collection and use of your information as described in this Privacy Policy.

If you do not agree with this Privacy Policy, please do not use our website or provide us with your personal information.