Privacy Policy
DRAFT for board review. Effective [DATE TO BE SET WHEN ADOPTED]. Items in [BRACKETS] need a board decision before this is published.
This policy explains what the 84/85 Garden Owners Corp. portal (the “Portal”) collects, who sees it, and which outside services handle it. [LEGAL NAME OF CORPORATION, ADDRESS] (“the Corporation,” “we”) runs the Portal for shareholders, co-owners and approved subtenants of the buildings at 84th and 85th Street.
What we collect
- Roster information, added by the board: your name, email address, unit and building, your role (for example shareholder, co-owner, subtenant, staff or board), and an end date for subtenants.
- Requests you send: the type of request, what you write, your name, unit, and email (taken from the roster), the dates, and the status history. Staff may add internal notes that you do not see.
- Sign-in information: your email address and the times you sign in, handled by Google’s sign-in service. To limit abuse, we keep a scrambled (hashed) version of your email with a count of recent sign-in link requests.
- Bike rack registry (if you hold a slot): your name, unit, tag number, billing status and the dated history of changes.
- Pet registry (if you have a pet): your name, unit, the pet's name, type and breed, billing status and the dated history of changes.
- When you use the Portal: the first and most recent day you opened it and how many days you have used it, recorded at most once a day. We do not record which pages you view. This is for reference, for example to see who has not yet signed in.
- A record of changes made in the admin area: who made each change (name, email and role), when, and what changed, kept so that a mistaken edit can be traced.
- Recurring-service choices, such as whether your unit is enrolled in monthly extermination and any visit you chose to skip.
- Notices and documents that the board and management publish. Notices are written by email and kept on the Portal with their text, images and file attachments.
- Email you send to the Portal. If you reply to a notice or write to the Portal’s email address, we keep your message, your email address, the date, and any attachments (such as photos or documents) as part of a request. If the message comes from an address that is not on the roster, we still keep it and mark the sender as “not verified.”
Your roster email address is used to send you notices from the board and management, sign-in links, request updates, and reminders for services your unit is enrolled in. [BOARD TO DECIDE whether members may opt out of non-essential notices.]
We do not use advertising or analytics trackers, and we do not record the pages you view. The Portal stores a sign-in session in your browser, and briefly saves the email you typed so a sign-in link can be completed on the same device. The Portal’s pages load Google software libraries from Google’s servers, so Google sees your IP address and browser type when you visit.
Who sees what
- Other shareholders see published notices and the document library. They do not see your requests, your roster entry, or who holds a bike rack slot (they see only whether slots are taken).
- Requests go to one place by default: building staff, property management, or the board, depending on the type. Staff or management may transfer a request between them, escalate it to the President for private review, or escalate it to the full board. Everyone who receives a request sees your name, unit, email and what you wrote.
- Property management, the board and the President can see when each person last used the Portal. Board members and the President can see the record of changes made in the admin area.
- Board members and the President can see the roster. Matters escalated only to the President are not shown to the rest of the board until the President forwards them.
- Management tier (property management, building staff and board) can see and edit the bike rack registry and management-only documents. Property management, the board and the President can see and edit the pet registry.
- Email replies and attachments you send to the Portal are handled like requests. They go to property management first, who may route them to building staff, the President or the board. Everyone who handles the request can see your message and its attachments. Notices are emailed to each member separately, so other members do not see your email address.
- The President and board decide who is on the roster. Requests and notices sent by email also sit in the mailboxes and group archives of the people in those groups, including people who join a group later.
Outside parties who receive or handle information
We share information only as needed to run the Portal and the building. We do not sell it.
| Who | What they handle | Why |
|---|---|---|
| Google (Firebase and Google Cloud) | All Portal data: roster, requests, notices, documents, sign-in records. Stored in Google’s data centers in the United States. | Hosting, database, file storage, sign-in and automated tasks |
| Google Workspace | Email sent to and from the Portal, including the Portal’s own mailbox that receives announcements and replies with their attachments, and the staff, management, board and president groups | Delivering sign-in links, notices and request emails, and receiving replies |
| [NAME OF PROPERTY MANAGEMENT COMPANY] | Requests routed to management, your name, unit and email | Managing the building on the Corporation’s behalf |
| Building staff (superintendent) | Requests routed to staff; your name and unit | Repairs and building operations |
| Green Earth (exterminator) and similar service vendors | A list of unit numbers to be serviced for a given visit. No names. | Carrying out the monthly service |
| Squarespace | The website address (domain) only. No Portal data. | Domain registration |
We may also disclose information if the law requires it, to enforce the Corporation’s governing documents, or to protect the safety of people or property.
How long we keep it
[BOARD TO DECIDE. Suggested: requests and their history for [7] years; roster entries until a person leaves the building, then [1] year; notices, documents and their attachments until removed by the board; emailed replies and their attachments for as long as the request they belong to; bike rack history for as long as the registry is maintained.] Information that the Corporation must keep for its records may be kept longer. Removing someone from the roster ends their access immediately.
Your choices
- You can ask to see or correct the information we hold about you, or ask to be removed from recurring services, by contacting the board at board@8485goc.org.
- You can opt your unit in or out of recurring services such as extermination from the Notices page, and skip a single visit from the reminder email.
- You can ask us to remove a message or attachment you sent, by contacting the board.
- We may not be able to delete information we must keep as corporate records, or that concerns other people’s requests.
Security
Access requires a one-time sign-in link sent only to addresses on the roster. Staff actions by email use single-use links that require a confirming click. Information is encrypted in transit between your browser and the Portal. Email, however, passes through your email provider and others, and is not private in the way the Portal is, so please do not email sensitive details (such as account numbers or government ID numbers) to the Portal. We limit the type and size of attachments we accept and may refuse or remove files. No system is perfectly secure, and we cannot guarantee that information will never be exposed.
Children
The Portal is for adults who live in or manage the building and is not directed to children.
Changes and contact
We may update this policy and will post the new version here with its date. Questions: board@8485goc.org.