Introduction
Bay Hill Estates Property Owners Association ("Bay Hill Estates," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at bayhillestatespbg.org and use our Resident Portal.
Please read this policy carefully. If you do not agree with its terms, please discontinue use of our site and services.
Information We Collect
We collect information you provide directly to us, including when you:
- Submit a contact or interest form on our public website
- Register for a Resident Portal account
- Update your profile, including uploading a profile photo
- Submit an ARC (Architectural Review Committee) request
- Post a classified listing
- Register for a community event
- Submit a concern, compliment, or feedback via our "Speak Up" form
The types of personal information we may collect include:
- Full name, home address, lot number
- Email address and phone number
- Account credentials (passwords are stored using industry-standard hashing — we never store plaintext passwords)
- Profile photo (if uploaded)
- Login activity and access logs
- Communications and submissions made through the portal
How We Use Your Information
We use the information we collect to:
- Provide and maintain the Resident Portal and related community services
- Verify your identity and property ownership as a Bay Hill Estates resident
- Send community announcements, event notifications, and administrative communications
- Process ARC requests, dues payments, and event registrations
- Maintain a community directory accessible to verified residents only
- Improve the website and portal experience
- Comply with legal obligations and enforce community governing documents
Information Sharing & Disclosure
We do not sell, rent, or trade your personal information to third parties.
We may share your information only in the following limited circumstances:
- Within the community: Your name and lot number may be visible to other verified residents in the community directory.
- Board and management: The Bay Hill Estates Board of Directors and authorized community management staff have access to resident information as required to administer the community.
- Service providers: We use trusted third-party services (such as email delivery and cloud hosting) that may process your data strictly on our behalf and under confidentiality obligations.
- Legal requirements: We may disclose your information if required by law or in response to valid legal process.
Data Security
We take reasonable technical and organizational measures to protect your personal information, including:
- Encrypted data transmission (HTTPS/TLS)
- Bcrypt password hashing — plaintext passwords are never stored
- Access controls limiting which staff can view resident data
- Login activity logging for security monitoring
However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
Data Retention
We retain your personal information for as long as your Resident Portal account is active or as needed to provide community services. If you wish to have your account and associated data removed, please contact us at bheinfo@bayhillestatespbg.org.
Cookies & Tracking
Our website uses session storage and local storage in your browser to maintain your login session and preferences (such as dark mode). We do not use third-party advertising cookies or tracking pixels.
Children's Privacy
Our website and Resident Portal are intended for adults (18 years of age or older). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.
Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your account and associated data
- Opt out of non-essential communications
To exercise any of these rights, contact us at bheinfo@bayhillestatespbg.org.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify residents of material changes via the Resident Portal or community email. The "Last Updated" date at the top of this page reflects the most recent revision.
Contact Us
If you have questions or concerns about this Privacy Policy, please contact:
Bay Hill Estates Property Owners Association
9100 Bay Hill Drive
Palm Beach Gardens, FL 33412
561-679-4800
bheinfo@bayhillestatespbg.org