Privacy Policy
The West Park Community Association (WPCA) is committed to keeping the personal information about its members private. "Personal information" is information that is directly associated with a specific individual, as well as information about activities that are directly linked to a specific person. This type of information may include a homeowner member's name, mailing address, the address of a lot owned, telephone number, email address, and dues billing and payment history.
This policy describes how WPCA shall protect personal information of homeowner members.
Personal Information and Use
WPCA requires personal information to perform its functions. WPCA is required to maintain books and records that include member names, addresses, and dues billing and payment information.
The minimum personal information required of each owner of a lot in Section 25, Kings Park West is as follows: name(s) of the homeowner(s), the current postal mailing address for the homeowner(s), and the address(es) of lot(s) owned. WPCA requests homeowners optionally provide a valid telephone number and email address. WPCA shall not collect information about the non-owner occupants of any property in Section 25, Kings Park West, nor shall it maintain any information about anyone known to be under the age of 13 to comply with the Children's Online Privacy Protection Act.
WPCA shall use the personal information it obtains to communicate with its member homeowners concerning the actions of the WPCA Board of Directors and committees, invite participation in the annual WPCA meeting, and to facilitate the collection of annual dues. The WPCA Board of Directors and its committees shall only use homeowner private information for official purposes. No WPCA private information shall be sold, rented, leased, or traded for any purpose. However, WPCA shall respond to subpoenas, court orders, or other legal processes, as required by law, including those that result in the release of personal information.
WPCA must also record its proceedings by means of minutes of both the annual member's meeting and meetings of the Board of Directors. Names of members shall appear in the minutes only to the extent necessary to document the facts of the proceedings. Personal information concerning non-homeowners residing in Section 25, Kings Park West shall not appear in WPCA minutes.
In accordance with the Code of Virginia, the official WPCA books and records shall be available for inspection and copying by any member of the association in good standing or his or her authorized agent, when requested, as long as the request is related to matters pertaining to his or her membership in WPCA. This shall include access to the membership list and addresses. However, WPCA shall withhold any records that may legally and appropriately be withheld from examination or copying in accordance with § 55-510 Section 2, subsection C of the Code of Virginia.
Any member of WPCA shall be permitted to review their personal information maintained in the official records of the Association and shall be allowed to make changes to keep their personal information current. Requests to review and update personal information should be directed to the WPCA president.
Website
The WPCA website is open to anyone on the World Wide Web for the purpose of disseminating pertinent information to its homeowner members and other interested parties. When accessed, the Web site shall not record any personal information or make any record of an access of the site by anyone on the Internet. WPCA shall not employ computer tracking, logging, or cookies technologies for any purpose.
WPCA shall minimize the "Internet footprint" of WPCA members and of their personal information from documents that appear on the website, especially minutes of annual meetings and Board of Director meetings. However, full names of members of the Board of Directors and of WPCA committee members may appear on the website along with their WPCA email addresses and telephone numbers to facilitate appropriate contacts. The names of all members other than the Board of Directors or committee members shall not appear on the website.
WPCA shall offer homeowner members the option to be advised by email of significant changes to the content of the WPCA website. This service shall only be provided if a homeowner member opts in by advising the WPCA webmaster of their desire for this service via email. The homeowner member may opt out of this service at any time by advising the WPCA webmaster.
The WPCA website may include links to documents on third-party websites. Once accessing such a third-party website, the user is subject to the privacy policy of the website containing the linked document(s).
Email Communications
WPCA shall employ email communications to the fullest extent possible and legally permitted to reduce administrative costs. However, when emails are directed to the general membership (not the Board of Directors or committees), the emails shall be addressed using the blind copy (Bcc) option to avoid exposure of homeowner member email addresses to others without their express prior permission. If a homeowner member does not wish to receive information from WPCA by email, this preference shall be honored. All homeowner members shall, at a minimum, be notified by mail or by hand-delivered paper notice of the date, time, and place of annual meetings and any special membership meetings as required by law.
The WPCA Board of Directors and committee members may exchange email communications among themselves that include private information of WPCA homeowner members, but only if this is necessary to perform their legitimate functions. Prudent care shall be taken to reduce potential exposure of private information recognizing that email communications may be intercepted. Therefore, for sensitive matters, WPCA shall employ face-to-face meetings rather than email.
WEST PARK COMMUNITY ASSOCIATION
By: James D. Emery, Jr., President, 29 November 2010