Privacy Policy

Effective Date: [launch date]
Last Updated: October 17, 2026

This policy may be updated after legal review. Changes will be posted on this page.

Sweetbay Hollow Homeowners Association ("the Association," "we," "us") operates the website at sweetbay.demo. This policy explains what information we collect, how we store and protect it, and your rights regarding your data.

1. Information We Collect

Information You Provide

• Account registration: Name, email address, property address, phone number, lot number, and a password you choose when creating your resident portal account
• Forms and requests: Information you submit through contact forms, architectural change requests, clubhouse reservations, and pool access requests

Information Collected Automatically

• Basic analytics: Page views, browser type, and general geographic region, collected through our hosting provider's built-in analytics. We do not use Google Analytics or any third-party tracking scripts.
• Security logs: IP addresses and request metadata are retained by our hosting provider for security and abuse prevention purposes.

2. How We Use Your Information

• To operate the resident portal (login, account management, document access)
• To process and respond to your form submissions
• To send community announcements, meeting notices, and board communications
• To maintain association records as required by Georgia law and our governing documents

3. Where Your Data Is Stored

All data is stored with our hosting provider within the United States:

• Website hosting: Web hosting, static site hosting with global CDN
• Application logic: Serverless compute, US data residency
• Database: Resident accounts, form submissions, calendar events
• Document storage: Governing documents, financial reports, newsletters, and other association files

Your data is encrypted in transit (TLS) and at rest.

4. Third-Party Services

We use a limited number of third-party services:

• Google Maps: An embedded map on the Contact page shows our community location. Loading the map sends your browser information (including your IP address) to Google. Google Privacy Policy.
• Email provider: Board email addresses (@sweetbay.demo) are hosted by our email provider. Emails you send to the board are processed through its servers.

We do not sell, rent, or share your personal information with advertisers or data brokers.

5. Cookies and Local Storage

This website uses minimal browser storage:

• Session authentication: A session token stored in your browser to keep you logged into the resident portal. It expires automatically.
• Security cookie: Our hosting provider may set a cookie for bot protection and DDoS mitigation. This is a functional cookie, not a tracking cookie.

We do not use advertising cookies, retargeting pixels, or cross-site tracking of any kind.

6. Your Rights

Under Georgia Law (Senate Bill 406, effective January 1, 2027)

As a homeowner in a Georgia HOA, you will have the right to request association records in writing, including financial statements, budgets, and bank statements from the last three years. The board must respond promptly. This right takes effect January 1, 2027 under O.C.G.A. § 43-17A-7(1). See the Know Your Rights page for full details.

Regarding Your Personal Data

You may:

• Request a copy of the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your portal account (subject to record retention requirements under Georgia law and our governing documents)

To exercise any of these rights, message the board through the Resident Portal, or write to Sweetbay Hollow Homeowners Association, 100 Sweetbay Lane, Sweetbay Hollow, GA 00000.

7. Data Retention

Association records, including financial records, violation notices, and meeting minutes, are retained for at least 10 years, as Senate Bill 406 will require starting January 1, 2027. Resident portal accounts remain active as long as you are a homeowner in the community. If you sell your home, contact the board to have your account deactivated.

8. Children's Privacy

This website is not directed at children under 13. We do not knowingly collect personal information from children. The resident portal is intended for adult homeowners and authorized household members.

9. Changes to This Policy

If we make material changes to this privacy policy, we will post the updated policy on this page and update the "Last Updated" date. For significant changes, we will also notify residents through a posted announcement on the website.

10. Contact

Questions about this privacy policy or your personal data:

• Mail: Sweetbay Hollow Homeowners Association, 100 Sweetbay Lane, Sweetbay Hollow, GA 00000
• Phone: (555) 010-0100
• Online: Resident Portal