Privacy Policy

Privacy Policy

Privacy Policy for Hidden Harbor HOA Pool Access System

Effective Date: April 1, 2026

Hidden Harbor Homeowners Association (“we,” “our,” or “us”) respects your privacy. This policy explains how we collect, use, store, and protect your information when you use our Pool Access System, including the resident check-in tool, guest registration, payment processing, photo identification, and text message notifications.

1. Information We Collect

We may collect the following types of information:

  • Account and identity information: Name, email address, phone number, mailing address, and date of birth for the purpose of identifying residents and household members.
  • Billing information: Account balance and payment standing as synced from our billing system (currently QuickBooks Online) to determine pool access eligibility.
  • Photographs: Photos taken by pool staff at the pool gate for the purpose of verifying resident identity during check-in. Photos are taken with your knowledge and stored securely on our server.
  • Guest information: The number of guests accompanying you during each pool visit and their county of residence.
  • Payment information: When paying guest fees by credit or debit card, your payment is processed securely through Stripe. We do not store your full credit card number. Stripe may collect payment details in accordance with their own privacy policy.
  • Mobile phone number: If you provide your mobile phone number, it may be used to send you text messages containing payment links or pool access notifications via Twilio, our SMS service provider.
  • Check-in logs: Records of each pool visit including date, time, resident identity, guest count, payment method, and staff member on duty.

2. How We Use Your Information

We use the information we collect to:

  • Verify your identity and HOA account standing at the pool gate
  • Process guest fee payments via Stripe or record cash payments
  • Send payment links for guest fees or outstanding HOA balances via text message or email
  • Maintain accurate records of pool usage for HOA management purposes
  • Ensure the safety and security of pool facilities and residents

3. Third-Party Services

We use the following third-party services to operate the Pool Access System:

We do not sell, rent, or share your personal information with third parties for their marketing purposes. Information is shared with the services listed above only as necessary to provide pool access services.

4. SMS Privacy

If you provide your mobile phone number, you may receive text messages related to pool access services. Your phone number and any information collected through our SMS program will not be sold, rented, or shared with third parties for their marketing purposes. For full SMS terms, please see our Terms & Conditions.

5. Data Security

We take reasonable precautions to protect your information. All data transmissions are encrypted using HTTPS. Resident photos are stored securely on our server in a protected directory outside of publicly accessible areas. Payment processing is handled entirely by Stripe’s secure infrastructure. API tokens and credentials are stored securely on our server and are never exposed to end users.

6. Data Retention

Resident account information (name, contact details, household membership) is maintained as long as your HOA account is active. Resident photos are refreshed annually at the start of each pool season; previous photos are deleted when replaced. Check-in logs are archived at the end of each pool season and retained for HOA record-keeping purposes. Payment records are retained as required for financial reporting.

7. Your Rights

You may request to review, update, or delete your personal information by contacting the HOA office. You may opt out of text messages at any time by replying STOP to any message. If you have questions about what data we hold, please contact us at the address below.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

9. Contact Us

If you have questions or concerns about this Privacy Policy, please contact:

Hidden Harbor Homeowners Association
Email: [email protected]
Phone: 423-708-2780

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