Privacy Policy

Effective date: June 29, 2026

Frias Property Management ("we," "us," or "our") operates this document portal (the "Site") for residents of our association community. This policy explains how we collect, use, and protect your information when you use the Site. We are committed to protecting your privacy and handling your information responsibly.

1. Information We Collect

When you register for an account, we collect:

  • Full name and unit number — to verify your residency in the association.
  • Email address — to identify your account and allow you to sign in.
  • Password — stored as a one-way cryptographic hash (bcrypt). We cannot recover or read your password.
  • Last login timestamp — for account security purposes.

We do not collect payment information, social security numbers, phone numbers, or any sensitive personal data beyond what is listed above.

2. How We Use Your Information

We use the information you provide solely to:

  • Verify your eligibility for access to association documents.
  • Maintain your account and enable secure sign-in.
  • Allow association administrators to approve or manage resident accounts.

We do not use your information for marketing, advertising, profiling, or any automated decision-making.

3. Cookies and Session Data

This Site uses one essential session cookie (PHPSESSID) to keep you signed in between pages. This cookie:

  • Contains only a random session identifier — no personal data is stored in the cookie itself.
  • Is automatically deleted when you close your browser or after 8 hours of inactivity.
  • Is flagged HttpOnly and SameSite=Strict to prevent misuse.
  • Is flagged Secure when the Site is accessed over HTTPS.

We do not use advertising cookies, analytics cookies, tracking pixels, or any third-party cookies. The only external resources loaded are fonts (Google Fonts) and icons (Font Awesome CDN) — these do not set cookies.

4. Data Sharing

We do not sell, rent, license, or share your personal information with any third party, except:

  • Within your association — administrators of your specific association can see your name, email, and account status for the purpose of managing community access.
  • Legal compliance — if required by law, regulation, or valid legal process, we may disclose information to comply with applicable requirements.

Your information is never sold or used for commercial purposes.

5. Data Security

We implement industry-standard security measures to protect your information:

  • Passwords are hashed using bcrypt with a cost factor of 12 — they cannot be reversed or read by anyone.
  • All PDF files are stored in a protected directory not directly accessible via web URL. Access requires authentication.
  • All forms include CSRF (Cross-Site Request Forgery) protection tokens.
  • Login attempts are rate-limited to protect against brute-force attacks.
  • HTTPS encryption is enforced for all data in transit.

While we take reasonable steps to protect your data, no system is 100% secure. We encourage you to use a strong, unique password for this Site.

6. Data Retention

Your account information is retained for as long as your account is active or until you request deletion. If you vacate your unit, you may request that your account be removed by contacting your association administrator. Audit logs of file access are not retained beyond what the hosting provider's server logs may capture.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Right of access — you may request a copy of the personal data we hold about you.
  • Right of correction — you may ask us to correct inaccurate information (e.g., your name).
  • Right of deletion — you may request that your account and associated data be deleted.
  • Right to object — you may object to any processing we perform beyond what is strictly necessary.
  • California residents (CCPA) — we do not sell personal information. You have the right to know what data we collect and to request its deletion.

To exercise any of these rights, contact your association administrator or use the contact information below.

8. Children's Privacy

This Site is intended for adult residents and authorized property owners only. We do not knowingly collect information from anyone under the age of 18. If you believe a minor has registered, please contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected by an updated effective date at the top of this page. Continued use of the Site after any changes constitutes acceptance of the updated policy.

10. Contact

If you have questions about this Privacy Policy or your personal data, please contact your association administrator through your association's official communication channel.

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