Who we are
This website is operated by Hidden Valley Community Services Association. Our website address is: hvcsamonroeville.com.
What information we collect
We may collect information you choose to provide through this website, including your name, property address, email address, phone number, account login information, contact form submissions, maintenance requests, document requests and other HOA-related communications.
If resident accounts are used, we may also store basic user profile information needed to provide access to resident-only pages and documents.
Resident accounts
Some areas of this website may be limited to Hidden Valley residents or homeowners. If you are given a resident account, you are responsible for keeping your login information private.
Website administrators may view and manage user account information as needed to operate the website, provide access, maintain records and respond to HOA-related requests.
Contact forms and requests
If you submit a form through the website, we collect the information shown in the form, along with technical information such as your IP address and browser information for security and spam prevention.
Form submissions may be used by the HOA Board to review, track and respond to resident questions, maintenance issues, complaints or other HOA-related matters.
Comments
Public comments are not intended to be a primary feature of this website. If comments are enabled, we may collect the information shown in the comment form, along with your IP address and browser user agent string to help with spam detection.
Media uploads
If residents are allowed to upload images or files through the website, avoid uploading images with embedded location data, such as EXIF GPS data. Website administrators and other authorized users may be able to access uploaded files depending on how the form or page is configured.
Cookies
This website may use cookies to support login sessions, remember user preferences and help the website function properly.
If you visit the login page, the site may set a temporary cookie to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, the site may set cookies to save your login information and screen display preferences. Login cookies usually last for two days. If you select “Remember Me,” your login may persist for up to two weeks. If you log out, login cookies will be removed.
Cookie preferences
This website uses SureCookie to manage visitor cookie preferences. When you make a selection through the cookie banner, your preferences are stored in your browser. If consent logging is enabled, the website may also retain information about your selection, including the date and time, cookie preferences, a randomly generated identifier, a shortened version of your IP address, general country information and your user ID if you are signed in.
Your full IP address may be temporarily processed by a third-party geolocation service to determine your country.
Embedded content from other websites
Pages on this site may include embedded content, such as maps, videos, forms, documents or links from other websites. Embedded content behaves the same way as if you visited the other website directly.
Those websites may collect data about you, use cookies, embed third-party tracking and monitor your interaction with their content.
Who we share your data with
We do not sell resident information.
Information submitted through this website may be shared with HOA Board members, website administrators, vendors or service providers when needed to operate the website, maintain HOA records, respond to resident requests, manage dues, address maintenance issues or handle other HOA-related business.
If you request a password reset, your IP address may be included in the reset email.
How long we retain your data
We may retain website account information, form submissions, resident requests, maintenance records and related communications for as long as needed for HOA administrative, legal, security or recordkeeping purposes.
For registered users, we store the personal information provided in the user profile. Users may be able to view, edit or delete certain profile information at any time, except usernames. Website administrators may also view and edit user information.
What rights you have over your data
If you have an account on this website or have submitted information through the website, you may request a copy of the personal data we hold about you. You may also request that we delete personal data we hold about you.
This does not include information the HOA needs to keep for administrative, legal, security, financial or recordkeeping purposes.
Where your data is sent
Website forms, login activity and other website requests may be processed through automated spam detection and security services, including Wordfence and Cloudflare Turnstile, to help protect the website from spam, fraud and malicious activity. These services may process technical information such as your IP address and browser or device information as part of their security functions.
AI chat assistant
HVCSA uses HelpJet, a third-party AI chatbot service, to help residents find information within Association documents and other approved website content.
When you use the AI chat assistant, the messages you submit are sent to HelpJet to generate a response. HelpJet may also receive technical information associated with the interaction, such as the page you are viewing and browser information. Conversations and associated session information may be stored by HelpJet so HVCSA can review questions, improve available information and evaluate the accuracy of chatbot responses.
Please do not submit sensitive personal information, financial information, account credentials or other confidential information through the AI chat assistant.
AI-generated responses are provided for convenience only and may be incomplete or inaccurate. Official HVCSA governing documents and Association records control in the event of any discrepancy.
HelpJet’s handling of this information is described in its Privacy Policy and Terms of Service.
Contact
For questions about this privacy policy or your website account, contact the HOA Board at: hvcsasecretary@gmail.com