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Privacy Policy

Learn how Lago West HOA collects, uses, and protects your information.

Information We Collect

Personal Information

When you create an account or request owner portal access, we collect:

  • Name and email address (via Clerk authentication)
  • Phone number
  • Property address within Lago West HOA
  • Proof of ownership documentation (deed, mortgage statement, etc.)

Automatically Collected Information

Our authentication provider (Clerk) automatically collects:

  • IP address for security and fraud prevention
  • Login timestamps and authentication sessions
  • Device information (for multi-device session management)

We do not track your browsing behavior, use analytics, or employ advertising cookies.

How We Use Your Information

We use the information we collect solely for HOA operations:

  • Verify property ownership and grant owner portal access
  • Provide access to owner-only HOA documents and financial records
  • Post meeting notices as required by Florida Statute 720.303
  • Communicate HOA business (meeting notices, important updates)
  • Maintain security and prevent unauthorized access to owner records
  • Comply with Florida's Homeowner Association Act

We do not: sell your information, use it for marketing, or share it with third parties except as described in this policy.

Information Sharing and Disclosure

Service Providers

We share your information with our HOA service providers:

  • Property Management (CAM): To verify ownership and coordinate HOA services
  • Accounting (Vantaca): For financial records and assessment management

Technology Providers

We use the following third-party technology services to operate this website:

Legal Requirements

We may disclose information when required by law, including:

  • Florida public records requests (Chapter 119, Florida Statutes)
  • Valid subpoenas or court orders
  • To protect the rights and safety of the HOA and its members

Public Records

Certain HOA records are public under Florida law, including:

  • Meeting notices and agendas
  • Approved meeting minutes (after board approval)
  • Financial reports and budgets
  • Governing documents (Declaration, Bylaws, Rules)

Owner-only information (assessment records, individual owner contact information) is protected and only accessible to verified property owners.

Data Security

We protect your information using industry-standard security measures:

  • Encrypted connections (HTTPS/SSL) for all data transmission
  • Secure authentication through Clerk (SOC 2 Type II certified)
  • Role-based access controls (Public, Owner, Board, Staff, Admin)
  • CSRF protection to prevent unauthorized actions
  • Secure file storage with access controls for documents
  • Regular security updates and patches

Only verified property owners can access owner-protected documents. Board members and staff approve all ownership verification requests before granting access.

Your Rights

As a Lago West property owner, you have the right to:

  • Access your personal information held by the HOA
  • Request correction of inaccurate information
  • Request account deletion (you may lose access to owner-only documents)
  • Access official HOA records as permitted by Florida Statute 720.303
  • Receive meeting notices at least 14 days in advance (Florida Statute 720.303)

To exercise these rights or request HOA records, please contact us through our contact page or contact the management company directly via the owner portal.

Cookies and Session Management

This website uses essential cookies only:

  • Authentication cookies - To keep you logged in (managed by Clerk)
  • CSRF tokens - To prevent security attacks on your account
  • Session cookies - To remember your login state during your visit

We do not use advertising cookies, analytics cookies, or tracking cookies. All cookies used are essential for the website to function properly.

If you disable cookies in your browser, you will not be able to log in or access the owner portal.

Data Retention

We retain information in accordance with Florida Statute 720.303 requirements:

  • Meeting notices and minutes: Retained permanently as official records
  • Financial records: Retained for 7 years (Florida law requirement)
  • Ownership verification documents: Retained while you own property in the community
  • Account information: Retained while your account is active or as required by law

When you sell your property, your ownership status will be updated, but historical records may be retained as required by Florida HOA record-keeping laws.

Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. We will post the updated policy on this page with a new "Last Updated" date. Material changes will be communicated via email to registered owners.

Contact Information

For questions about this privacy policy, your data, or HOA records access:

  • General inquiries: Contact page
  • Property management & accounting: Access through the owner portal
  • Official records requests: Submit in writing per Florida Chapter 119

Last Updated: March 7, 2026

This privacy policy is subject to Florida Statutes Chapter 720 (Homeowner Associations) and Chapter 119 (Public Records).