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Privacy Policy

Last Updated: March 8, 2026

1. Introduction

THE FOUR AMBASSADORS ASSOCIATION, INC. ("Association," "we," "us," or "our") operates this resident portal through the RecordGuards platform. This Privacy Policy describes how we collect, use, store, and protect personal information when you use the Association's portal.

THE FOUR AMBASSADORS ASSOCIATION, INC. is the data controller responsible for your personal information. Valzero Inc., the operator of RecordGuards, acts as a data processor on behalf of the Association. Valzero Inc. processes your data only as necessary to provide the RecordGuards platform services and in accordance with its agreement with the Association.

By using the portal, you consent to the data practices described in this Privacy Policy. If you do not agree, you must not use the portal.

2. Information We Collect

2.1 Information You Provide

  • Account information — name, email address, phone number, unit or lot number, and your role within the Association (owner, tenant, board member, etc.)
  • Documents — files you upload through the portal, including forms, correspondence, and other materials
  • Form submissions — data entered through service request forms, estoppel certificate requests, and other portal forms
  • Electronic consent records — your consent status for receiving electronic notices, including digital signature captured during registration, consent date, and IP address
  • Electronic signatures — signatures captured through the portal's e-signature features, which are legally binding under the Florida Uniform Electronic Transaction Act (FL §668.50)
  • Correspondence — messages you send through the portal or to 4amb@comcast.net

2.2 Information Collected Automatically

  • Usage data — pages viewed, features used, timestamps, and session duration
  • Device information — browser type and version, operating system
  • IP address — collected at login and during consent actions for security and audit purposes
  • Audit trail data — actions taken on the portal are logged for compliance purposes, including document access, uploads, and downloads

2.3 Information Provided by Association Personnel

Association administrators may provide your name, unit number, and contact information when adding you to the portal. This information is provided under the Association's authority as part of its record-keeping obligations under Florida law.

3. How We Use Your Information

We use the information we collect to:

  • Operate the portal — provide access to Association documents, notices, and services
  • Records management — store, organize, and retrieve Association records in compliance with Florida statute
  • Compliance tracking — monitor statutory deadlines and maintain required audit trails
  • Communication — send notices, alerts, and updates related to Association business (with your consent for electronic delivery)
  • Account management — manage user accounts, roles, and access permissions
  • Audit and compliance — maintain audit trails as required by Florida Chapters 718, 720, and 719
  • Legal compliance — comply with applicable federal and state laws

4. Legal Basis for Processing

We process your personal information on the following bases:

  • Legitimate interests — to fulfill the Association's statutory obligations for record-keeping and owner access under Florida law
  • Legal obligation — to comply with Florida statutory requirements for document retention, audit trails, and owner inspection rights
  • Consent — for electronic communications, which you may revoke at any time
  • Contract performance — to provide portal access as part of Association membership services

5. Data Retention

5.1 Florida Statutory Retention

The Association retains records in accordance with Florida statutory requirements, including but not limited to:

  • Permanent — governing documents, articles of incorporation, declarations, bylaws, all meeting minutes (FL §718.111(12)(a); §720.303(4))
  • 15 years — structural integrity reserve studies, milestone inspection reports (FL §718.112(2)(g); §553.899)
  • 7 years — financial records, contracts, insurance policies, board meeting minutes, audit reports, owner correspondence (FL §718.111(12)(b))
  • 5 years — board member certifications (FL §718.112(2)(d))
  • 1 year — bids, ballots, voting proxies, meeting recordings (FL §718.111(12)(d))

These periods are established by Florida law and the Association is required to comply regardless of individual deletion requests.

5.2 Account Data

Your account information is retained for as long as your account is active or as needed to provide portal services. If your account is deactivated, your personal account data will be removed, but records that include your information as part of Association business (e.g., meeting attendance, correspondence) may be retained as required by law.

5.3 Consent Records

Records of electronic notice consent — including consent date, digital signature data, IP address, and revocation history — are retained for the duration of your account plus seven (7) years to satisfy potential audit or legal requirements. Consent may be automatically revoked after two consecutive email delivery failures (bounces), as required by Florida Administrative Code Rule 61B-23.0029.

5.4 Audit Logs

Audit log entries — including timestamps, user identity, IP addresses, and action descriptions — are retained for compliance purposes and cannot be individually deleted while active.

6. Third-Party Data Sharing

6.1 Platform Provider

Your information is shared with Valzero Inc. solely for the purpose of operating the RecordGuards platform on behalf of the Association. Valzero Inc. acts as a data processor and does not use your information for its own purposes.

6.2 No Sale of Data

The Association does not sell, rent, or trade your personal information to third parties for marketing or any other purpose.

6.3 AI Document Processing

When the Association uses RecordGuards's AI-assisted document classification features, document content (not your personal account information) may be transmitted to third-party AI providers for automated classification. All uploaded documents are also processed through optical character recognition (OCR) for text extraction and search indexing. Association administrators control whether AI classification is enabled. For details, see the RecordGuards platform privacy policy.

6.4 Payment Processing

If the portal includes fee-based services (such as estoppel certificate requests), payment information is processed by Stripe. The Association and RecordGuards do not store your credit card number. Payment processing is subject to Stripe's privacy policy and terms of service.

6.5 Legal Disclosures

We may disclose your information when required by law, court order, or governmental request, or to protect the rights, property, or safety of the Association, its members, or others.

7. Your Rights

7.1 Access

You have the right to request access to the personal information the Association holds about you. Unit owners have statutory inspection rights to Association records under Florida law (FL §718.111(12); §720.303(4)). The Association must respond to written inspection requests within 10 business days.

7.2 Correction

You may request correction of inaccurate personal information by contacting us at 4amb@comcast.net or by updating your profile through the portal.

7.3 Deletion

You may request deletion of your personal information by contacting 4amb@comcast.net. Deletion requests are subject to:

  • Florida statutory retention requirements — the Association cannot delete records it is legally required to retain
  • Audit log immutability — audit entries cannot be retroactively removed
  • Ongoing legal or compliance obligations

7.4 Communication Opt-Out

You may revoke your consent to receive electronic notices at any time through your account settings or by contacting 4amb@comcast.net. Revoking electronic consent does not relieve the Association of its obligation to deliver required notices; such notices may be sent via postal mail instead.

8. Florida Information Protection Act (FIPA)

In the event of a data breach involving your personal information, the Association and its platform provider will comply with the Florida Information Protection Act (FL §501.171), including:

  • Notification to affected individuals within 30 days of breach discovery
  • Notification to the Florida Department of Legal Affairs if more than 500 individuals are affected
  • Description of the breach, types of information involved, and steps taken in response

For purposes of FIPA, "personal information" includes first name or initial and last name in combination with: social security number, driver's license number, financial account numbers, medical information, or email address with associated password or security question.

9. Data Security

We and our platform provider implement reasonable administrative, technical, and physical safeguards to protect your personal information, including:

  • Encryption in transit — all data transmitted between your browser and the portal is encrypted using TLS/SSL
  • Encryption at rest — documents stored in cloud storage are encrypted at rest
  • Access controls — role-based access controls limit data access to authorized users
  • Audit logging — all document access is logged with user identity, timestamp, and IP address
  • Document integrity — SHA-256 hashing ensures document integrity and detects tampering

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

10. Cookies and Tracking

The portal uses essential cookies for session management, authentication, and security. These cookies are necessary for the portal to function and cannot be disabled.

The portal does not use third-party analytics cookies or tracking technologies on authenticated pages.

11. Children's Privacy

The portal is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 in compliance with the Children's Online Privacy Protection Act (COPPA). If you believe a child under 13 has provided personal information through the portal, contact us at 4amb@comcast.net and we will delete it.

Association records may contain names of minor household members as part of occupant records. This information is maintained as part of the Association's record-keeping obligations and is not collected directly from children.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through a notice on the portal. Your continued use of the portal after the effective date of the revised Privacy Policy constitutes acceptance of the changes.

The "Last Updated" date at the top of this page indicates when this Privacy Policy was last revised.

13. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the State of Florida.

14. Contact Information

If you have questions about this Privacy Policy or wish to exercise any of your rights described in Section 7, contact:

THE FOUR AMBASSADORS ASSOCIATION, INC. Email: 4amb@comcast.net

For questions about the RecordGuards platform itself, refer to the platform privacy policy at https://faa.recordguards.com/legal/privacy.

This portal is powered by RecordGuards, a compliance management platform operated by Valzero Inc. RecordGuards is not a law firm and does not provide legal advice.