Privacy

Wedge Wood Homeowners Association
Website Privacy Statement (Members’ Data)
Effective Date: January 2026
Last Updated: January 2026

The Wedge Wood Homeowners Association, Inc. (“Association,” “HOA,” “we,” or “us”) is committed to protecting the privacy and security of its Members’ personal information. This Privacy Statement explains how Member data is collected, used, stored, and safeguarded when interacting with the Wedge Wood HOA website and related electronic services. 

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1. Scope of This Privacy Statement
This Privacy Statement applies to:

• Homeowners (Members)
• Tenants, where applicable
• Authorized occupants
• Prospective purchasers submitting inquiries
• Volunteers, committee members, and board members

It applies only to information collected through the Association’s website and Association-managed electronic systems. It does not govern third-party websites or services linked from the HOA website.

 
2. Information We Collect
The Association may collect the following categories of Member information:

1. Identification & Contact Information
   • Name(s)
   • Property address
   • Mailing address
   • Email address
   • Phone number(s)
2. Association-Related Information
   • Lot or unit number
   • Membership status
   • Voting eligibility
   • Committee or board participation
   • Architectural review submissions
   • Violation correspondence
   • Maintenance or service requests
3. Website & Technical Information
   • IP address
   • Browser type
   • Date/time of access
   • Pages viewed (limited to administrative and security purposes)

The Association does not knowingly collect sensitive personal information such as Social Security numbers, driver’s license numbers, or financial account credentials through its website.

 
3. How Member Information Is Used
Member information is used solely for legitimate Association purposes, including:

• HOA administration and governance
• Member communications and notices
• Meeting notices, ballots, and voting processes
• Compliance with governing documents and Florida law
• Responding to Member inquiries and requests
• Managing committees, volunteers, and vendors
• Website security and operational integrity
• Member information is not sold, rented, or used for commercial marketing purposes.

 4. Disclosure of Information
The Association may share Member information only as necessary with:

• Association-retained vendors (e.g., property management, accounting, legal counsel, website hosting)
• Government agencies or courts, when legally required
• Insurance carriers or auditors, as necessary
• Other Members, only to the extent required or permitted by Florida law
• All vendors with access to Member data are expected to maintain reasonable confidentiality and security safeguards.

5. Official Records & Member Access
Certain Member information may constitute “official records” of the Association under Florida law. Access to official records is governed by Florida Statute 720 and the Association’s governing documents.

The Association does not guarantee that information submitted electronically will be excluded from official records if it otherwise qualifies as such under applicable law.

 
6. Data Security
The Association takes reasonable administrative and technical measures to protect Member information, including:

• Access controls
• Role-based permissions
• Secure hosting environments
• Limited data retention
• Vendor oversight

However, no electronic system can be guaranteed to be completely secure. Members submit information electronically at their own risk.

 
7. Data Retention
Member information is retained only as long as necessary to:

• Fulfill Association business needs
• Meet legal, regulatory, or record-keeping requirements
• Resolve disputes or enforce governing documents

Records may be archived or securely destroyed in accordance with Association policy.

 
8. Member Responsibilities
Members are responsible for:

• Providing accurate and current information
• Safeguarding their login credentials, if applicable
• Not submitting sensitive personal information through general website forms or email

9. Third-Party Links
The HOA website may contain links to third-party websites. The Association is not responsible for the privacy practices, content, or security of those sites.

 
10. Changes to This Privacy Statement
The Association may update this Privacy Statement from time to time. Updates will be posted on the HOA website with a revised effective date. Continued use of the website constitutes acceptance of the updated statement.

 
11. Contact Information
Questions or concerns regarding this Privacy Statement or the handling of Member information may be directed to:

Wedge Wood Homeowners Association, Inc.

Attn: Board of Directors or Association Manager
cam@wedgewoodofpalmharbor.com
2635 Bilgore Grove Blvd
Palm Harbor, Florida 34684