Privacy Policy

Introduction

Windmill Lakes Master Association, Inc. ("Association," "we," "us," or "our") respects your privacy and is committed to protecting the personal information we collect, use, and store in connection with the management and administration of the Windmill Lakes community. This Privacy Policy describes the types of information we collect, how we use and safeguard that information, and your rights as a homeowner, resident, tenant, vendor, or guest.

By accessing our website, using our resident portal, submitting forms, or otherwise providing your information to the Association, you acknowledge that you have read and understood this Privacy Policy.

Information We Collect

We collect and maintain personal information necessary to fulfill our duties as a Florida homeowners association master association. The types of information we may collect include:

• Homeowner Information: Names, mailing addresses, property addresses, email addresses, and phone numbers of property owners within the community.
• Resident & Tenant Information: Names, contact details, and occupancy information for residents and tenants occupying units within the community.
• Lease Applications & Lease Records: Lease start and end dates, tenant names, landlord contact information, and lease status updates submitted for association records and compliance purposes.
• Vehicle Registrations & Parking Information: Vehicle make, model, color, license plate number, state of registration, transponder information, and assigned parking details.
• Emergency Contact Information: Names and phone numbers of designated emergency contacts provided by homeowners and residents.
• Payment & Account Records: Assessment payment history, account balances, transaction references, and financial records related to homeowner accounts.
• Communication Preferences: Preferred methods of contact, opt-in/opt-out preferences for newsletters, meeting notices, and SMS text messaging.
• Security, Gate Access & Visitor Information: Gate access logs, visitor registration details, and security-related incident reports.
• Vendor & Contractor Information: Business names, contact persons, license numbers, insurance certificates, and work orders for vendors and contractors performing services within the community.

Purpose of Collection & Use

We collect, store, and process personal information solely for legitimate property management, community administration, and legal compliance purposes, including:

• Property Management & Administration: Maintaining accurate ownership and occupancy records, managing assessments, and fulfilling our duties under the Declaration of Covenants, Conditions, and Restrictions (CC&Rs).
• Community Safety & Security: Ensuring the safety and security of residents, managing gate access, monitoring visitor activity, and responding to security incidents.
• Gate & Amenity Access Management: Managing vehicle transponders, parking assignments, and access credentials for community amenities and common areas.
• Maintenance Coordination: Scheduling and coordinating maintenance, repairs, and improvements to common areas and shared facilities.
• Financial & Account Management: Processing assessments, managing homeowner accounts, generating financial statements, and maintaining accounting records.
• Compliance with Governing Documents: Enforcing community rules, managing violations, processing architectural requests, and ensuring compliance with CC&Rs, bylaws, and Florida HOA laws.
• Communication: Sending notices regarding meetings, elections, community events, violation notices, emergency alerts, maintenance updates, payment reminders, and general community announcements.

SMS / Text Messaging Disclosure

The Association may use SMS text messaging to communicate with homeowners, residents, and tenants for community-related purposes. This includes, but is not limited to:

• Community updates, news, and announcements
• Emergency alerts and urgent safety notifications
• Maintenance notices and scheduled service interruptions
• Payment reminders and assessment notices
• Meeting notices, election reminders, and voting information
• Responses to support inquiries and service requests

Information Sharing

Windmill Lakes Master Association, Inc. does not sell, rent, or trade your personal information to third parties for marketing or commercial purposes.

We may share your information with the following categories of recipients only when necessary for community operations, legal compliance, or to fulfill our duties as a Florida HOA master association:

• Property Management Company: Our contracted property management company receives information necessary to perform management and administrative services on behalf of the Association.
• Legal Counsel: Information may be shared with our attorneys for legal advice, litigation, collections, or compliance matters.
• Accountants & Financial Professionals: Financial records and account information may be shared with certified public accountants, auditors, or financial advisors for accounting, tax, and auditing purposes.
• Vendors & Contractors: Limited information (such as unit numbers, contact names, or access details) may be shared with vendors and contractors performing maintenance, repairs, or services within the community.
• Security Providers: Gate access logs, visitor information, and security-related data may be shared with our security service providers.
• Software & Technology Providers: Information may be stored, processed, or transmitted through third-party software platforms, cloud services, and technology vendors that assist with community management, communication, and data storage. These providers are contractually obligated to protect your information.
• Government Authorities: We may disclose information when required by law, subpoena, court order, or governmental regulation, including compliance with Florida HOA statutes and other applicable laws.

Data Protection & Security

We implement reasonable administrative, technical, and physical safeguards to protect the personal information we collect and maintain against unauthorized access, disclosure, alteration, or destruction.

• Access to homeowner and resident information is limited to authorized Board members, property management personnel, and designated agents who require such access to perform their duties.
• Password-protected systems, encrypted communications, and secure data storage practices are employed where technically feasible.
• Physical records are stored in secure locations with limited access.
• While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

Record Retention

The Association retains personal and community records for as long as necessary to fulfill the purposes described in this Privacy Policy, or as required by:

• Florida state laws and statutes governing homeowners associations
• The Association's governing documents (CC&Rs, Bylaws, and Articles of Incorporation)
• Insurance policy requirements and claims-related documentation
• Standard accounting practices, tax regulations, and financial audit requirements
• Operational needs for managing the community and responding to disputes or legal matters

When records are no longer required for these purposes, they are securely destroyed or anonymized in accordance with applicable laws and best practices.

Cookies & Website Usage

Our website may use cookies and similar technologies to enhance user experience, analyze website traffic, and support the functionality of online forms and the resident portal.

• Essential Cookies: Necessary for the website and resident portal to function properly, including form submissions, navigation, and secure access.
• Analytics Cookies: May be used to collect anonymous information about how visitors interact with our website, helping us improve functionality and content. No personally identifiable information is collected through analytics.
• Forms & Portal Access: Information submitted through online forms (such as vehicle registrations, document requests, and contact forms) is transmitted securely and processed in accordance with this Privacy Policy.

You may adjust your browser settings to refuse or delete cookies. Please note that disabling cookies may affect the functionality of certain website features and the resident portal.

Your Rights

As a homeowner, resident, or tenant of the Windmill Lakes community, you have the following rights regarding your personal information:

• Update Contact Information: You may request updates or corrections to your contact information (mailing address, email, phone number) by contacting the Association or the property management office.
• Communication Preferences: You may request changes to your communication preferences, including opting in or out of email newsletters, meeting notices, and SMS text messages (subject to legal notice requirements).
• Access to Records: In accordance with Florida HOA law and the Association's governing documents, you may have the right to inspect certain association records. Requests should be submitted in writing to the Association.
• Opt-Out of SMS: You may opt out of SMS text messaging at any time by replying STOP to any message you receive.

Please note that certain information must be maintained by the Association for legal, operational, or governing document compliance purposes, and some requests may be limited by Florida law.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact:

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