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Cottonwood Palo Verde HOA 2 – Website & Mobile Application Privacy Policy

Effective Date: October 6, 2026 | Last Updated: October 6, 2026

Cottonwood Palo Verde Homeowners Association #2 (“HOA 2,” “we,” “us,” or “our”) is committed to protecting the privacy and security of our residents, members, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use the Cottonwood Palo Verde HOA 2 Mobile Application (the “App”).

Please read this policy carefully. By accessing or using our website or mobile application, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect several types of information to provide, maintain, and improve our community services:

A. Personal Information Provided Directly by You

When you register for an account, access member portals, make reservations, or communicate with us, we may collect:

  • Contact Details: Full name, home address, email address, and phone number.
  • Member Account Data: HOA member account number, login credentials, and profile preferences.
  • Transaction & Reservation Data: Information related to dining reservations, event registrations, golf tee times, and fee payments.

B. Device & Technical Information

When you access our App or website, we may automatically collect details about your device, including:

  • Device model, operating system, and software version.
  • Unique device identifiers (e.g., IDFA, Android Advertising ID).
  • IP address, browser type, and log data (including crash reports and performance metrics).

C. Usage Data

We collect information on how you interact with our digital platforms, including pages viewed, features accessed, time spent on specific screens, and navigation patterns.

D. Location Data & Geofencing (Mobile App)

With your explicit consent, our App utilizes geofencing technology (GPS coordinates and location services) to create virtual boundaries around specific HOA facilities (such as clubhouse dining areas, golf courses, or recreation centers).

  • Data Collected: Precise GPS location, entry/exit timestamps, and frequency of visits within geofenced areas.
  • Purpose: To deliver real-time arrival notifications, location-based event updates, operational traffic management, and amenity enhancements.

E. App Permissions & Sensor Access

Depending on the features you use, the App may request permission to access:

  • Biometric Sensors (Face ID/Touch ID): For secure, fast account authentication.
  • Camera/Photos: To upload profile photos or submit community maintenance reports/requests.
  • Push Notifications: To send important community alerts, news, and event reminders.

F. Integrated Third-Party Services

If you interact with third-party software integrated into our App or website (e.g., ForeTees, Golf Genius, or online payment gateways), we may receive limited account or booking confirmation data as authorized by your settings on those platforms.

2. How We Use Your Information

We use the information we collect for essential HOA operations and member engagement, including to:

  • Administer resident accounts, verify member identity, and maintain community security.
  • Provide and optimize community amenities, dining, and golf reservation services.
  • Process payments, dues, and transaction records.
  • Send official HOA notifications, newsletters, event updates, and emergency alerts.
  • Improve App and website performance, troubleshoot technical issues, and evaluate amenity usage trends.
  • Comply with legal obligations, board rules, and association bylaws.

3. Location Data & Geofence Control

Your location privacy is important to us. Geofencing features are strictly opt-in.

  • Control & Opt-Out: You can enable or disable location services and geofencing at any time through your mobile device settings (Settings > Privacy > Location Services).
  • Impact of Disabling: If you turn off location services, the App will remain functional, but location-based notifications, arrival checks, and localized offers will not work.
  • Sharing: We do not sell or rent your location data. Location data is used strictly for internal app functionality and operational efficiency (e.g., monitoring venue density to optimize staff deployment).

4. How We Share Your Information

We respect your privacy and do not sell, rent, or trade your personal information to third-party marketers. We may share your data only under the following circumstances:

  • Service Providers & Vendors: We share necessary data with trusted service providers who host or manage our digital infrastructure (e.g., Jonas Club Software, app developers, payment processors) bound by strict confidentiality obligations.
  • Integrated Community Partners: With third-party software providers (e.g., golf management or reservation platforms) strictly to fulfill services you request.
  • Legal & Safety Obligations: When required by law, subpoena, or legal process, or to protect the safety, rights, and property of HOA 2, our residents, or the public.

5. Data Security

We implement appropriate administrative, technical, and physical security measures—including encryption and secure socket layer (SSL) protocols—to protect your personal information against unauthorized access, loss, or alteration. However, please note that no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, comply with HOA record-retention requirements, resolve disputes, and enforce our agreements. Location data collected via geofencing is stored only as long as required for immediate operational needs and aggregated analytics.

7. Your Privacy Rights & Choices

As a member or user, you have choices regarding your data:

  • Account Information: You may review, update, or correct your personal contact details through the member portal or by contacting the HOA office.
  • Device Permissions: You can manage or revoke App permissions (Camera, Location, Push Notifications, Biometrics) anytime in your device settings.
  • Email Preferences: You can manage your e-newsletter and marketing email preferences via the “Unsubscribe” link at the bottom of non-essential communications. (Official administrative and legal HOA notices will still be sent as required by association rules.)

8. Children’s Privacy

Our website and mobile app are intended exclusively for adult residents, members, and authorized guests. We do not knowingly collect or solicit personal information from children under the age of 13.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in technology, law, or our operations. Any updates will be posted on this page with a revised “Last Updated” date. We encourage you to review this policy periodically.

10. Contact Us

If you have questions, concerns, or feedback regarding this Privacy Policy or our data practices, please contact us at:

Cottonwood Palo Verde HOA 2
Attn: Communications Department
25219 S EJ Robson Blvd.
Sun Lakes, AZ 85248
Phone: (480) 895-3550
[email protected]