Privacy Policy

Introduction

The Waikiki Townhouse Association of Apartment Owners (AOAO) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our resident management system and website.

By registering for or using our services, you consent to the collection and use of your information as described in this policy.

Information We Collect

We collect the following types of information:

Personal Information You Provide

• Name, unit number(s), and residency status
• Contact information (email addresses, phone numbers, mailing addresses)
• Emergency contact details
• Vehicle, bicycle, and pet information
• Electronic signature and consent records
• Communication preferences and responses to association announcements

Technical Information

• IP address, browser type, and device information
• Login timestamps and system usage data
• Website performance and error data (via AWS Real User Monitoring)
• Authentication and session management data

How We Use Your Information

We use your information for the following purposes:

• Managing association operations and compliance with governing documents
• Sending official notices, announcements, and communications
• Emergency contact and safety purposes
• Facilitating board meetings, voting, and association business
• Maintaining accurate resident and property records
• Providing technical support and system improvements
• Legal compliance and dispute resolution

Communication Consent

Your consent includes:

• Email communications: Official notices, announcements, and association business
• SMS text messages: Time-sensitive alerts and notifications
• Phone calls: Both automated and human-initiated calls for association business
• Physical mail: Letters, postcards, and legal notices to your registered address
• Mixed communications: Both human-generated and automated messages through all channels

Who Has Access to Your Information

Your registration information is accessible to:

• All elected board members of the AOAO
• The resident manager and assistant manager
• Our property management company and their authorized employees
• Third-party service providers working on behalf of the association (under confidentiality agreements)
• Legal counsel when required for association business
• Government agencies when required by law

All individuals with access to your information are bound by confidentiality obligations and may only use the information for legitimate association business purposes.

Data Security

We take cybersecurity seriously and implement multiple layers of protection:

• End-to-end encryption for data transmission (HTTPS/TLS)
• Encrypted storage of all personal data at rest
• Regular security updates and monitoring
• Access controls limiting data visibility to authorized personnel only
• Secure cloud infrastructure through Amazon Web Services

Data Retention

We retain your information for the following periods:

• Active residents: Throughout your residency and for 7 years after you move out
• Legal documents and signatures: Permanently, as required by Hawaii law
• Financial records: 7 years from the end of the fiscal year
• Communication logs: 3 years for operational purposes
• Technical logs: 90 days unless required for legal proceedings

Third-Party Services

Our system uses the following third-party services that may collect data:

• Amazon Web Services (AWS): Cloud hosting, database, and monitoring services
• AWS Real User Monitoring (RUM): Website performance and error tracking
• Email delivery services: For sending official communications
• SMS delivery services: For text message notifications

These services operate under their own privacy policies and data protection agreements with us. We select providers that maintain appropriate security and privacy standards.

Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal information
• Correction: Update inaccurate or incomplete information through the registration system
• Electronic consent withdrawal: Opt out of electronic communications (you will receive physical mail instead)
• Communication preferences: Modify how you receive non-essential communications

Note: Some information is required by law or association governing documents and cannot be deleted while you are a resident or owner. Essential communications for legal compliance cannot be opted out of entirely.

Legal Basis for Processing

We process your information based on:

• Hawaii Revised Statutes governing condominiums and planned communities
• Association Declaration, Bylaws, and House Rules
• Your voluntary consent when registering for our services
• Legitimate business interests in managing association operations
• Legal obligations for record-keeping and notices

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or system capabilities. Material changes will be communicated through our normal notification channels. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

Contact Us

For questions about this Privacy Policy or to exercise your rights, contact us: