VILLAGE AT OCTOBER MOUNTAIN CONDOMINIUM
880 East Street, Lee, Massachusetts
PRIVACY POLICY
The effective date of this privacy policy is July 30, 2021.
SCOPE
This resident portal web site, The Village at October Mountain Association (the “Portal”), is owned by The Village at October Mountain Association, a Massachusetts condominium (“VOM”, “the Condominium”, “we”, or “us”). This Privacy Policy (“Privacy Policy”) describes our information and privacy practices for the Portal. Please note that this Privacy Policy applies only to information collected through the Portal, and does not cover any information collected at any other web site, by emails to the Condominium, or by its managers, officers, staff or offline by VOM (unless specifically stated).
INFORMATION COLLECTED
Active Collection via the Portal. To access or take advantage of certain features offered through the Portal, we may ask you to provide personally identifiable information (“PII”), which is information that would reasonably allow someone to identify you personally or contact you, such as your name, address, unit number, email address, home address, email addresses and telephone numbers. You may also choose to provide financial or banking information for certain purposes, such as to make a service request, facilitate payment of your maintenance fees, assessments, fines and other charges owing by you or your renters to VOM. We may also collect PII from you about another person, such as in the “Contract Us”, “Renters” or “Owners” sections of the Portal. In those instances, we will only use the other persons PII for the purposes stated when you provide you’re the person’s information to us. You may at any time choose to opt out of providing your PII by email to office@octobermountain.com
The Portal is only for use by adult owners of VOM condominium units and registered renters of VOM Condominium Units. As such, the Portal is not directed to children younger than age thirteen, and VOM does not knowingly collect information on the Portal from or about children younger than age thirteen.
Passive Collection of Non-PII via the Portal . The Portal web server automatically collects certain non-personally identifiable information (“Non-PII”), such as the address (or “URL”) of the web site that you came from before visiting the Portal, which pages you visit on the Portal, which browser you used to view the Portal, and IP address. In connection with this, the Portal and any e-mails sent from the Portal may utilize cookies, web beacons or similar technologies. A cookie is a small text file that is sent to your browser from a web server and is stored on your computer’s hard drive. A cookie is essentially your identification card when you return to the Portal. You can set your browser to reject the cookies, although rejecting cookies might affect your ability to use the Portal. A web beacon is a small, often invisible, graphic image included in a web page or e-mail. We may use web beacons for many purposes, such as to count visitors to the Portal or to monitor how visitors navigate the Portal. VOM may share Non-PII, such as aggregate user statistics, with potential partners and other third parties.
Offline Collection. VOM may also collect PII from you offline, such as when you call or visit the village office at the Condominium property, register a renter, pay by credit card or check or send an email, text or letter to the Condominium or to its officers or managers. This Privacy Policy does not apply to PII collected in these circumstances. However, we may combine the PII we collect from you offline with information that we collect through the Portal. In those cases, we will apply this Privacy Policy to any PII that has been combined, unless specifically disclosed otherwise. This Privacy Policy does not apply to any third party websites, Facebook pages, Tinder, Instagram o other social media pages, Nextdoor pages or any listing or entries in any such third party owned or operated portals or pages.
Information from Other Sources. We may receive information about you from other sources; for example, other owners or renters at the Condominium, the electric or telephone company, Spectrum, the Town of Lee, brokers, plumbers and other contractors who may provide us information about you. We may combine the information we receive from these other sources with PII we collect through the Portal. In those cases, we will apply this Privacy Policy to any PII that has been combined, unless specifically disclosed otherwise.
USE OF PERSONAL INFORMATION
VOM may store and use your PII to: (1) contact you concerning fees, assessments and other charges you may owe to the Condominium, (2) provide you with services or fulfill transactions that you have requested; (3) communicate with you regarding owner’s meetings, the operations and financial condition of the Condominium, information, features or offers that we believe will be of interest to you; (4) respond to your questions or other requests; (5) contact you with regard to your use of the Portal or, in our discretion, communicate changes to this Privacy Policy, Terms of Use or other policies; or (6) for other purposes disclosed at the time you provide your PII. We may also use your information to improve the Portal or VOM’s services, to customize your experience on the Portal, to serve you specific content, or for other internal business purposes.
By using the Portal you agree to the Terms of Use and Privacy Policy posted on the Portal at the time of each use. Please review them regularly since they may change from time to time.
SHARING OF PERSONAL INFORMATION WITH THIRD PARTIES
VOM may share information collected through the Portal, including PII, under the following circumstances:
VOM may share PII with its office and facilities managers and staff, the board of managers, any Managing Agent employed by the Condominium, the webmaster facilitating the Portal, and the officers of the Condominium who require access to the PII for Condominium and business purposes related to the owning, renting and managing the Condominium, it buildings, structures and common elements.
VOM may share PII with third parties who perform services on our or your behalf, such as processing your payments, billing you for maintenance, fees, assessments and fines, or otherwise fulfilling your requests or sending regular mail or e-mail on behalf of VOM. Your PII and information about the timeliness or delinquency of your maintenance, fees, assessments, fines and other payments is also shared with third party companies for the purpose of tracking your history of payments and for the collection of any payments due to us.
VOM may share PII when we believe in good faith that the law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce compliance with our Terms of Use or other VOM policies, our Master Deed, Bylaws, Rules and Regulations; or whenever we believe disclosure is necessary to limit our legal liability or to protect or enforce the rights, interests, or safety of the Portal, users or other third parties. VOM also reserves the right to report to law enforcement agencies any activities that VOM or its Board of Managers or officers, in good faith, believes to be unlawful or dangerous to us, to Condominium property, or to the other owners or renters at VOM.
VOM reserves the right to disclose and transfer user information, including PII, in connection with a restructuring, financing, or other change in the form or organization of VOM. In addition, when a potential buyer is interested in purchasing a Unit at VOM, we may provide the potential buyer with information about the Condominium, the Unit, the property and the owners and tenants who live here. For example, we may provide information regarding the current ownership of a Unit to be rented or bought, current number of occupants and the date that owner acquired the Unit and the date those occupants’ leases, if any, expire. Some limited PII may also be provided to the potential buyer, including, but not limited to, your first and last name.
Unless you advise the Board of Managers of the Condominium in writing sent by certified or registered mail to the address below, you consent to the listing of your name, addresses, telephone numbers, cell numbers and email addresses as entered or listed in the Portal as part of the list of Owners (if you are an owner) and Renters (if you are a renter) and as provided in the Portal. You have the right to request amendment to the listings and removal of your PII from the Portal by certified or registered mail addressed to the Board of Managers of the Condominium at the following address:
Chairperson/President
Board of Managers
Village at October Mountain Condominiums
Village Hall
880 East Street
Lee, MA 01238.
UPDATING YOUR INFORMATION
You may request an update to certain of your PII by mailing a letter to the President of the Condominium by certified or registered mail sent to the address indicated below.
SECURITY OF PERSONAL INFORMATION
While VOM takes reasonable steps to secure the information you submit through or for listing in the Portal, no data transmission over the Internet or electronic storage of information can be guaranteed to be 100% secure. Please consider this prior to submitting any information to VOM.
PRIVACY POLICY CHANGES
Because the Portal will continue to implement new technologies and improve the services and features VOM provides, this policy is subject to change. VOM reserves the right to alter, modify, update, add to, subtract from or otherwise change this Privacy Policy at any time. We will use your PII in a manner consistent with the Privacy Policy in effect at the time you submitted the information, unless we receive your consent to the new or revised policy.