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Privacy Policy

Last Updated: January 2025

Shelton Springs ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services (the "Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Personal Information

We collect personal information that you provide directly to us, including:

• Name: Your first and last name for account identification and community directory
• Email Address: Used for account authentication, communication, and notifications
• Phone Number: For contact purposes and emergency communications
• Physical Address: Your residential address and unit number for HOA management purposes
• Profile Information: Optional profile images and additional information you choose to provide

1.2 Payment Information

When you make payments through the Service, we collect:

• Payment transaction details (amount, date, payment method)
• Payment processor information (Venmo username, transaction IDs)
• Payment history and status

Important: We do not store credit card numbers or full payment account details. Payment processing is handled by third-party payment processors (Venmo, PayPal) in accordance with their privacy policies. We only receive confirmation of payment transactions.

1.3 Usage Data and Analytics

We automatically collect certain information when you use the Service, including:

• Device information (device type, operating system, unique device identifiers)
• App usage data (features accessed, time spent in app, interaction patterns)
• Log data (IP address, access times, error logs)
• Push notification tokens for delivering notifications to your device

1.4 Community Content

We collect content you create and share within the Service, including:

• Community forum posts and comments
• Messages sent through the app
• Documents and images you upload

2. How We Use Your Information

2.1 HOA Community Management

We use your information to:

• Maintain the resident directory and community member profiles
• Facilitate communication between residents and board members
• Manage HOA fees, fines, and payment tracking
• Distribute community announcements and notifications
• Provide access to community documents, covenants, and rules

2.2 Communication

We use your contact information to:

• Send you important community updates and announcements
• Notify you about payment due dates and account activity
• Respond to your inquiries and provide customer support
• Enable direct messaging between residents and board members

2.3 Payment Processing

We use payment information to:

• Process and track HOA fee and fine payments
• Maintain payment history and records
• Verify payment transactions with third-party processors
• Generate payment receipts and confirmations

2.4 Service Improvement

We use usage data and analytics to:

• Improve app functionality and user experience
• Identify and fix technical issues
• Understand how residents use the Service
• Develop new features and services

3. Third-Party Services

We use third-party services that may collect, store, and process your information:

3.1 Convex (Backend/Database)

We use Convex as our backend database and real-time data synchronization service. Convex stores and processes your personal information, community content, and app data. For more information about Convex's privacy practices, please visit: https://www.convex.dev/privacy

3.2 Payment Processors

We integrate with the following payment processors:

• Venmo: For Venmo payment processing. Venmo's privacy policy: https://venmo.com/legal/us-privacy-policy/
• PayPal: For PayPal payment processing. PayPal's privacy policy: https://www.paypal.com/us/webapps/mpp/ua/privacy-full

These services handle payment transactions independently, and we only receive confirmation of completed payments.

3.3 Push Notification Services

We use Expo Notifications and platform-specific push notification services (Apple Push Notification Service for iOS, Firebase Cloud Messaging for Android) to deliver notifications to your device. These services may collect device tokens and delivery status information.

3.4 Analytics and Monitoring

We may use analytics services to understand app usage patterns. These services collect anonymized usage data and do not identify individual users.

4. Data Security

4.1 Encryption Methods

We implement industry-standard security measures to protect your information:

• Data in Transit: All data transmitted between your device and our servers is encrypted using TLS (Transport Layer Security) encryption
• Data at Rest: Sensitive data stored in our databases is encrypted
• Authentication: User passwords are hashed using secure cryptographic algorithms

4.2 Access Controls

We implement strict access controls to protect your information:

• Role-based access control ensures only authorized personnel can access sensitive data
• Board members have access only to information necessary for HOA management
• Regular access audits to monitor and review data access
• Multi-factor authentication for administrative accounts

4.3 Security Measures

Additional security measures include:

• Regular security assessments and vulnerability testing
• Secure server infrastructure with firewalls and intrusion detection
• Regular software updates and security patches
• Employee training on data protection and privacy
• Incident response procedures for security breaches

Note: While we implement strong security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

5. Your Rights and Choices

5.1 Access to Your Data

You have the right to:

• Access and review the personal information we hold about you
• Request a copy of your data in a portable format
• View your account information, payment history, and community activity within the app

5.2 Data Deletion

You may request deletion of your personal information by:

• Contacting us using the information provided in the Contact section
• Deleting your account through the app settings (if available)

Note: We may retain certain information as required by law or for legitimate business purposes, such as maintaining payment records for accounting purposes or preserving community communication history.

5.3 Opt-Out Options

You can control certain data collection and usage:

• Push Notifications: You can disable push notifications through your device settings or app notification preferences
• Email Communications: You can unsubscribe from non-essential emails by following the unsubscribe link in emails or contacting us
• Location Data: We do not collect precise location data, but you can control location permissions through your device settings

Important: You cannot opt-out of essential communications related to HOA management, payment obligations, or account security.

5.4 Account Settings

You can update your personal information at any time through:

• The app's profile settings
• Contacting us to request updates

6. Children's Privacy

6.1 COPPA Compliance

The Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

6.2 Age Restrictions

By using the Service, you represent that you are at least 13 years of age. If you are between 13 and 18 years of age, you represent that you have your parent's or guardian's permission to use the Service and that they have reviewed and agreed to this Privacy Policy on your behalf.

7. Data Retention

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

• Provide the Service and fulfill the purposes outlined in this Privacy Policy
• Comply with legal obligations (such as maintaining financial records)
• Resolve disputes and enforce our agreements
• Maintain community records and communication history

When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal or legitimate business purposes.

8. Data Sharing and Disclosure

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

8.1 Within the HOA Community

• Your name and contact information may be visible to other residents in the community directory
• Board members may access your information for HOA management purposes
• Community posts and messages you create may be visible to other community members

8.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting and database services (Convex)
• Payment processing services
• Analytics and monitoring services
• Customer support services

8.3 Legal Requirements

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

• Legal processes (subpoenas, court orders)
• Government requests
• Enforcement of our Terms of Service
• Protection of rights, property, or safety

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using the Service, you consent to the transfer of your information to these countries.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date at the top of this policy
• Sending you a notification through the app (for significant changes)

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, and disclose
• The right to delete your personal information (subject to certain exceptions)
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise these rights, please contact us using the information provided in the Contact section below.

12. Contact Information

This Privacy Policy is effective as of the Last Updated date shown above. By using the Shelton Springs app, you acknowledge that you have read and understood this Privacy Policy.