Privacy Policy

1. Introduction

The New Villages at Prairie Haven Homeowners Association ("HOA," "we," "us," or "our") operates the community management portal at thenewvillagesatprairiehavenhoa.com (the "Site"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our Site. By using the Site, you consent to the practices described in this policy.

2. Information We Collect

We collect the following types of personal information:

• Account Information: Name, home address, email address, phone number, and account credentials (passwords are stored in encrypted form only).
• Payment Information: Payment method details are processed by our third-party payment processor (Stripe, Inc.) and are NOT stored on our servers. We retain transaction records including amounts, dates, and payment confirmation numbers.
• Communications: Messages sent through the Site's messaging system, forum posts, comments, and correspondence with the board.
• Request Data: Information submitted in architectural review requests, maintenance requests, and dispute filings, including descriptions, photos, and supporting documents.
• Usage Data: Basic login timestamps and activity logs for security purposes.

3. How We Use Your Information

• To manage your HOA account and membership
• To process dues payments and assess fees
• To facilitate communication between residents and the board
• To process architectural review and maintenance requests
• To send important notifications about your account, dues, and community matters
• To maintain community records as required by Kansas HOA law
• To enforce HOA covenants, conditions, and restrictions (CC&Rs)

4. Information Sharing

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

• Board Members: Board members have access to resident account information, payment records, and requests as necessary for HOA governance.
• Other Residents: Your name and address may be visible to other residents in the community forum and messaging system. Neighbor concern reports are anonymous to non-board members.
• Payment Processor: Stripe, Inc. processes payments on our behalf under their own privacy policy.
• Legal Requirements: We may disclose information when required by law, court order, or to enforce HOA governing documents.
• Service Providers: We may share information with contractors and service providers engaged by the HOA, limited to what is necessary for their services.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information. Passwords are encrypted using industry-standard hashing algorithms. Payment information is processed through PCI-compliant services and is never stored on our servers. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. Payment records are retained for a minimum of seven (7) years for tax and legal purposes. When a home is sold and ownership transfers, the previous owner's personal information is removed from the account, but historical payment records for the address are retained.

7. Your Rights

• Access your personal information through your account dashboard
• Request correction of inaccurate information by contacting the board
• Toggle email notification preferences in your account settings
• Delete your own messages (board messages are retained as permanent records)
• Request a copy of your personal data by contacting the board

8. Kansas-Specific Provisions

This Site operates in compliance with applicable Kansas state laws, including the Kansas HOA Act and applicable data privacy regulations. HOA records are maintained in accordance with Kansas record retention requirements.

9. Children's Privacy

This Site is not intended for use by children under the age of 18. We do not knowingly collect personal information from minors. Accounts are issued to adult homeowners only.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. We will notify all residents via the Site's announcement system when material changes are made.

11. Contact Information

If you have questions about this Privacy Policy, please contact the HOA Board through the Site's messaging system or email us at board@thenewvillagesatprairiehavenhoa.com.