The Bridges Community Portal
Privacy Notice
Effective Date: May 19, 2026 Version: 1.0
This Privacy Notice explains how The Bridges Community Association collects, uses, stores, shares, and retains information through The Bridges Community Portal.
The portal is intended for Association-related resident services, including guest access, resident communications, community resources, documents, private resident features, and other Association-approved functions.
1. Information We Collect
Depending on how the portal is used, the Association may collect the following categories of information:
A. Account and Identity Information
- name
- email address
- phone number
- mailing address
- property address or lot/unit association
- household or resident role
- account status
- login and authentication records
B. Resident and Property Information
- ownership or residency status
- household contact information
- tenant or authorized-user information, if applicable
- vehicle information
- pet information, if implemented
- emergency or preferred contact information, if provided
C. Guest, Vendor, and Gate Access Information
- guest or vendor names
- company names
- access dates and times
- access duration
- vehicle information
- license plate information, if provided
- notes submitted for security personnel
- access history or status information, if implemented
D. Community Feature Content
- Neighbor Exchange listings
- Community Board posts and replies
- uploaded images or files
- resident reports or moderation requests
- comments, descriptions, and other user-submitted content
E. Technical and Usage Information
- login timestamps
- IP address
- browser/device information
- session activity
- audit logs
- security logs
- administrative activity
- system errors and diagnostics
F. Future Payment-Related Information
If payment features are added in the future, the portal may store payment status, invoice records, payment history, processor customer IDs, payment method references, and related billing records.
The Association does not intend to store full credit card numbers, CVV codes, or raw bank account credentials. Payment processing, if implemented, should be handled by a third-party payment processor.
2. Sources of Information
The Association may collect information from:
- you directly;
- other authorized household members;
- Association records;
- management company records;
- security or gate personnel;
- Board or committee records;
- service providers;
- system logs and portal activity.
3. How We Use Information
The Association may use portal information to:
- operate and maintain the community portal;
- verify user eligibility;
- manage resident accounts;
- support guest and vendor access;
- send account, security, and community communications;
- maintain resident contact preferences;
- operate Neighbor Exchange and Community Board features;
- moderate content and enforce portal rules;
- investigate misuse, security issues, or disputes;
- maintain audit logs;
- support Association operations;
- comply with governing documents, legal obligations, and records obligations;
- troubleshoot and improve the portal;
- support future billing or payment features if approved.
4. How We Share Information
The Association may share information as reasonably necessary with:
- Association Board members or authorized committee members;
- the Association's management company;
- security or guard personnel;
- technology vendors and hosting providers;
- email and communication providers;
- legal, accounting, insurance, or compliance advisors;
- payment processors, if payment features are added;
- law enforcement, emergency responders, or government authorities when appropriate or required;
- other users, only as necessary for portal features you choose to use.
For example, if you submit a guest access request, relevant guest and access information may be shared with security personnel. If you create a Neighbor Exchange listing or Community Board post, the content you submit may be visible to other authorized portal users.
5. No Sale of Personal Information
The Association does not sell resident personal information.
The Association does not use portal information for third-party behavioral advertising.
6. Resident-Visible Information
Some information you submit may be visible to other authorized portal users, depending on the feature.
Examples may include:
- your name on a Community Board post;
- your listing content in Neighbor Exchange;
- information you choose to include in a post, listing, comment, or upload.
You should not post sensitive personal information, confidential information, security-sensitive information, or information about others without permission.
7. Data Retention
The Association retains information for as long as reasonably necessary for Association operations, security, audit, legal, compliance, dispute-resolution, recordkeeping, and community-management purposes.
Retention periods may vary by information type.
The Association may retain certain records even after a user closes an account, sells a home, moves out, deletes content, or requests deletion if retention is reasonably necessary for:
- Association operations;
- audit logs;
- legal or insurance purposes;
- security investigations;
- dispute resolution;
- enforcement of governing documents or portal rules;
- backup and disaster recovery;
- compliance with law or governing documents;
- preservation of Association records.
The Association may delete, anonymize, aggregate, or archive information when it is no longer needed.
8. Deletion and Correction Requests
Users may request correction or deletion of certain personal information by contacting the Association or management.
The Association will review requests reasonably and may require verification of identity.
Deletion may not be available for information the Association needs to retain for legitimate Association, security, legal, audit, operational, billing, dispute-resolution, or recordkeeping purposes.
9. Images and Uploaded Files
Uploaded images and files may be stored, scanned, moderated, reviewed, resized, rejected, deleted, or retained.
The Association may use automated tools or human review to detect explicit, inappropriate, unsafe, or prohibited content.
Deleted or rejected images may remain in backups, logs, moderation records, or audit records for a limited period unless earlier deletion is practical and appropriate.
10. Security
The Association intends to use reasonable administrative, technical, and organizational safeguards to protect portal information.
No system is perfectly secure. Users should protect their email accounts, devices, and login links.
If you believe your account or portal information has been compromised, notify the Association or management promptly.
11. Data Breach
If the Association determines that a security incident requires notification under applicable law, the Association will provide notices as required.
12. Children
The portal is intended for use by adult owners, residents, tenants, Board members, management personnel, security personnel, and other authorized adult users.
The portal is not intended for use by children under 13.
13. Third-Party Services
The portal may rely on third-party providers for hosting, email delivery, image moderation, payment processing, analytics, storage, security, and other functions.
These providers may process information as needed to provide services to the Association.
14. Official Records and Inspection Rights
Certain Association records may be subject to member inspection rights under California law and the Association's governing documents. The Association may redact or withhold information where appropriate or required to protect privacy, security, privilege, or other legitimate interests.
15. Changes to This Privacy Notice
The Association may update this Privacy Notice from time to time.
Users may be required to review and accept updated terms before continuing to use the portal.
16. Contact
Questions or requests regarding this Privacy Notice may be directed to The Bridges Community Association at board@thebridgesrsfhoa.org.