The short version.
We collect what we need to answer you and run the Association, and nothing else. We do not sell your information. If you opt in to text messages, your mobile number and your consent stay with the Association and the carrier that delivers the message. Reply STOP any time and the messages end.
1. What this covers
This policy describes how Thousand Oaks Property Owners Association, Inc. (the “Association,” “we”) handles information collected through this website and the email and text conversations that follow from it. Payments and account records held by the management company, Tri-Star Community Management, LLC, are covered by that company’s own policies.
2. Information you give us
When you submit a form, you provide what that form asks for: usually your name, email, Thousand Oaks address, phone number, your message and any files you attach. Where a form offers a text-message consent box, you choose whether to check it. If you request a members-only sign-in, we also keep the details needed to confirm you own property in Thousand Oaks.
Members sign in with the email address the Association has on file. We use that address to send you a one-time sign-in code and, if you asked for access, to tell you when you're approved. Codes stop working after 10 minutes, and spent codes are cleared out within a day. A short count of recent sign-in requests is kept for about a day to slow down abuse.
Signing in sets a small cookie in your browser that keeps you signed in: for a year on your own device, or only until the browser closes if you checked “This isn't my computer.” Signing out removes it. The office can also sign out every device for your account if you ask.
3. Information collected automatically
Form submissions are stamped with technical details used to tell real messages from automated spam, such as how long the page was open before you pressed send. We use privacy-focused analytics that count page views and referring sites in aggregate. It sets no advertising cookies and does not follow you across other websites.
4. How we use it
To answer your message, pass it to the board or committee it is meant for, confirm ownership for members-only access, and carry out Association business. To detect and block spam and abuse. We do not sell personal information, and we do not share it with anyone for their own advertising.
5. Text messaging (SMS)
We send text messages only to people who have opted in, by checking the consent box on a form or by asking us in writing. Consent to receive text messages is never a condition of anything.
Your mobile information will not be sold or shared with third parties for promotional or marketing purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. All other categories of information described in this policy exclude text messaging originator opt-in data and consent.
Messages relate to your request and to community business. Message frequency varies. Msg & data rates may apply. Reply STOP to any message to stop receiving them. Reply HELP for help. Carriers are not liable for delayed or undelivered messages.
6. Who sees your information
The board members and committee volunteers who handle your request; the management company where your request concerns your account, an ACC application or Association business it administers; the providers that host this website and deliver email; and law enforcement where the law requires it. That is the whole list, and none of it includes your text-message opt-in data or consent.
7. How long we keep it
Messages are kept as long as needed to handle them and to keep the Association’s records as its records policies require. Opt-out requests are kept so we never text you again after you say stop.
A request for members-only access is deleted 90 days after the office approves or declines it. If you're approved, your name, address and email stay on your member record for as long as you have access.
8. Security
This website is served over encrypted connections, and form submissions travel encrypted. Access to messages is limited to the people who need them. No system is immune to every attack, and we will not pretend otherwise.
9. Your choices
You can ask to see, correct or delete what you sent us through the contact page. Records the Association must keep by law or under its records policies may be retained.
10. Changes
If this policy changes, the new version will be posted here with a new date.