Privacy Policy

 

Effective Date: June 1, 2025

 

1. Information We Collect

We may collect and manage the following types of information:

– Contact Information: Name, mailing address, phone number, and email address
– Financial Information: Bank account details, payment and rent histories, dues and assessment balances, and billing records
– Property and Association Records: Ownership and leasing documentation, title records, estoppels, architectural review forms, meeting minutes, vendor contracts, and governing documents
– Tenant & Applicant Data: Credit, rental, employment, and background information for tenant screening and lease management
– Association Financials: Budget proposals, reserve allocations, project bids, delinquency tracking, and vendor payments
– Compliance Documentation: Data related to the enforcement of community covenants, conditions, and restrictions (CC&Rs), including violation notices, correspondence, photos, and resolutions. We also coordinate compliance with architectural standards and declarations of governing documents
– Commercial & Developer Records: Lease agreements, project setup files, business contact information, service coordination records, and tax IDs
– Online Usage: IP address, browser type, session logs, and analytics collected through our website and the VMS community portal
– Director Certifications (if applicable): Association-related compliance documentation, including board member education records

For associations with 100 or more parcels, APM ensures that required official records are made available through secure web access or mobile applications, as mandated by Florida law.

2. How We Use Your Information

We use the data we collect to:

– Provide association, commercial, and residential property management services
– Communicate with homeowners, tenants, board members, and vendors
– Collect rent, dues, and assessments
– Coordinate repairs, improvements, and project bids
– Monitor and enforce compliance with community covenants and standards
– Conduct annual budget planning and prepare required financial reports
– Assist with tenant applications, background checks, and lease execution
– Manage developer onboarding and setup of new communities
– Maintain secure records and prepare legal documents when required
– Support member and board access through the VMS Software portal

3. Use of VMS Software

APM uses VMS Software to power our Community Portal, providing homeowners and board members with secure online access. Information you submit via the portal is stored and managed by VMS Software.

For more information, please refer to the VMS Software Privacy Policy:
https://vmssoftware.com/about/privacy-policy/

By using the portal, you agree to both APM’s and VMS Software’s privacy policies.

4. Information Sharing

We may share your information under the following circumstances:

– With Service Providers: For maintenance, bookkeeping, insurance, legal services, technology, and collections
– With VMS Software: For access to and use of the Community Portal
– With Legal Authorities: To comply with applicable laws, legal requests, or court orders
– Subpoena Compliance: We comply with subpoenas and provide required HOA records within five (5) business days, per FS 720.303(5)
– For Real Estate Transfers: Including estoppels, closing letters, and ownership updates
– With Your Consent: When you authorize the release of specific information

We do not sell personal data.

5. Data Security

We maintain safeguards to protect your information, including:

– Secure servers and encrypted storage
– Password-protected systems and role-based access
– Offsite records protection and compliance with Florida HOA and condo laws
– Regular reviews and employee training for data handling
– Prohibition of debit card usage in the association’s name, per FS 720.303(13)

6. Tenant and Leaseholder Information

We collect and use tenant and applicant information to:

– Evaluate lease eligibility
– Monitor rental payments and collection efforts
– Manage tenant-related maintenance and communications
– Respond to requests and enforce lease terms

7. HOA, Condo, and Commercial Property Data

For associations and commercial properties we manage, we maintain:

– Owner rosters and voting certificates
– Governing documents and amendments
– Annual budgets, financial reports, and reserves
– Meeting minutes and board correspondence
– Bids and service contracts
– Insurance policies and renewals
– Common area inspection reports and vendor certifications
– Delinquency tracking, lien processing, and collections documentation
– Copies of rules and covenants provided to all owners as required by FS 720.303(13), with updates provided upon any amendment
– Director education certifications as required by FS 720.3033(1)

8. Real Estate Developer Support

For developers and newly forming associations, we collect and manage:

– Contact and business information
– Initial community setup documentation
– Vendor coordination, budgeting, and account creation
– Association governing documents and regulatory filings
– Portal setup and onboarding of owners and board members

9. Legal Basis for Data Processing

We process personal data based on:

– Your consent
– Fulfillment of contracts (e.g., lease or management agreement)
– Our legitimate business interests
– Compliance with legal obligations

10. Data Retention

We retain data for as long as necessary to fulfill management duties and meet legal and financial requirements, including:

– Minimum of seven (7) years for official HOA records, in compliance with FS 720.303
– Indefinite retention of governing documents, ownership history, and declarations
– Compliance logs and enforcement records per legal and board direction

We securely destroy or anonymize data when it is no longer needed.

11. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

– Request access to your personal data
– Request corrections or updates
– Request deletion of personal data (where permissible)
– Withdraw previously given consent
– Submit complaints to a regulatory authority

Parcel owners may request a detailed accounting of any balances owed to the Association. This will be provided within 15 business days of a written request in accordance with FS 720.303(7)(14).

12. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data, we will take steps to delete such information.

13. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to improve your browsing experience on our website and portal. You can set your browser to refuse all or some browser cookies or to alert you when cookies are being sent.

14. Third-Party Links

Our website may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

15. Digital Services and Communication

Owners may consent to electronic voting and digital communication for association business. We provide access to these services through secure systems and in compliance with FS 720.317(1).

16. Contact Us

If you have any questions about this Privacy Policy or your data, please contact:

Advanced Property Management
1978 US Hwy 1, Suite 106, Rockledge, FL 326955
(321) 636-4889
info@apmfla.com

17. Updates to This Policy

We may update this Privacy Policy to reflect changes in services, laws, or best practices. All changes will be posted at:
https://advancedproperty.org/privacy-policy/

Please check this page periodically for updates.