Version 2026-09-21 · effective 2026-09-21

Privacy Policy

Effective 21 September 2026 — DRAFT. Not yet reviewed by Florida counsel.

1. Editors (board members and managers)

1.1 We hold: email address, name if given, password hash or Google account identifier, when you signed up and last signed in, each device session, which version of the agreement you accepted and when and from which IP address, an audit log of what you changed on each association's site, your role in the association as you state it, and whether and how we confirmed it; and failed sign-in attempts (address, IP address, time), kept briefly to stop guessing.

1.2 Why: to run the account, to show the association who posted what, and to keep the evidence of the agreement.

1.3 For how long: while the account exists. Audit entries keep the actor's email after the account is deleted, because they are the association's record.

1.4 To confirm that you belong to the association we compare the name you give with the State of Florida's public record of the association's officers and directors. If that does not settle it, you may send us a document instead: one of our operators reads it and decides, and the file is deleted from our storage when the decision is made. That a document was seen, and what was decided, is kept.

2. Unit owners

2.1 The association gives us: unit label, owner name and email address. We use the address to send the association's invitation to the protected area and one reminder of it; to let the owner set a new password; and — unless the association has switched it off or the owner has stopped it — to tell the owner when a meeting's notice is put up, or that meeting is cancelled. An owner who signs up chooses a password, which we hold only as a hash. We hold sign-in sessions, failed sign-in attempts, whether the owner has stopped those e-mails, and a log of which documents each owner opened.

2.2 The association is the controller of this information and we process it on its behalf under the Data Processing Addendum. Owners who want their information corrected or removed contact their association; we act on the association's instruction.

2.3 We do not sell, share or use owner information for anything but running the portal.

2.4 Somebody who opens a file from an association's public pages is not asked who they are. As with every download, we log the file, the time and the IP address.

3. The records themselves

Documents uploaded to an association's site are held in encrypted storage, served through short-lived signed links, and are readable by the association's editors and owners and by our operators when supporting the association or when required by law. One of our operators goes into an association's site only after writing down why. The association's admins are shown each visit, its reason, and whether anything was changed for them, on the page that lists who runs the site.

Every PDF and picture uploaded is looked through by software of ours, on infrastructure we run — scans and pictures by optical character recognition — for patterns of the information section 718.111(12)(c), Florida Statutes, protects. No file is sent to anybody else for this. We keep the kind of information that appeared to be there, how many times, and on which pages; never the information itself. When a record is blacked out with our tool, the original file is deleted from our storage.

4. Who we use

Railway (hosting), Cloudflare (storage, domain names, and carrying traffic to associations' sites), Stripe (billing; we never see card numbers), Amazon Web Services (sending our e-mail, through Amazon SES in the United States), Google Workspace (our own mailboxes, and sending e-mail when our mail service cannot be reached). Each is bound by its own terms and holds only what its role needs.

4.1 For each e-mail we send we keep, for 30 days, to whom it went, its subject and whether it arrived; its text is not kept once it has been handed over for delivery. If mail to an address comes back as undeliverable for good, or is reported as spam, we keep a one-way fingerprint of the address — never the address itself — so that we do not write to it again. The fingerprint is kept after an account is deleted: forgetting it would mean writing to that address again.

5. Security

Passwords are hashed with bcrypt. Sessions expire. Every document download is logged. Each night a copy of our database is kept in the same private, encrypted storage as the records, for fourteen nights; what is deleted or erased here is gone from those copies within fourteen nights. Report a concern to security@dtrworks.net.

5.1 We set the cookies the Service needs and no others: one that keeps you signed in, one that keeps an owner signed in to an association's site, and one that remembers a choice of light or dark appearance. No advertising or analytics cookies — ours or anybody else's.

6. Children

The Service is for adults acting for associations. We do not knowingly hold information about anyone under 18.

7. Changes

Material changes require re-acceptance by editors.

8. Contact

privacy@dtrworks.net