1. Who we are and what this policy covers
Le Jardin House Condominium Association, Inc. (the “Association,” “we,” or “us”) operates the Le Jardin Association website and resident portal at www.lejardin.house, including Le Jardin Association Finance. This policy explains the information used to provide association services and the connected QuickBooks functionality.
Contact us at info@lejardin.house, or write to Le Jardin House Condominium Association, Inc., 1150 102nd Street, Bay Harbor Islands, FL 33154, USA. External services have their own privacy policies.
2. Information we collect
- Accounts and apartment records: name, email, phone, sign-in identity, role, apartment and owner/tenant relationships, lease dates, parking and mailbox details, access permissions, household members, resident photos and pet information provided by residents or authorized staff.
- Association activity: requests, conversations, announcements, tasks, uploaded documents, support correspondence, notification preferences and delivery records.
- Packages: label images and extracted text, carrier and tracking details, apartment and recipient, pickup codes, receipt signatures, timestamps and the staff member recording receipt or collection.
- Finance: payer/customer identity and contact details, apartment groups, invoice numbers, dates, line items, amounts, balances, accounting references and synchronization results.
- Public website statistics: first-party aggregate counts for selected public pages and estimated browser-tab visits. These are not unique-person counts. The analytics feature does not collect raw IP addresses, account identifiers, fingerprints, full URLs, query strings, referrers, or private page content, and it does not use analytics cookies or a third-party tracker. A last-pageview timestamp, not a visitor identifier, is stored in sessionStorage for this browser tab to estimate a new visit after 30 minutes without a tracked pageview. Do Not Track and Global Privacy Control disable this collection. Private portal, sign-in, broker and document pages are excluded. A random per-event nonce is retained for duplicate detection for 24 hours; daily aggregates have a 400-day retention window. Expired analytics records are removed on the next valid tracking request, not by an unattended deletion timer. Blocking storage/scripts, bots, refreshes, multiple tabs and traffic limits may affect estimates. No historical traffic before collection is reconstructed.
- Technical information: session and security cookies, browser and device information, request/IP information processed by hosting services, error records and audit events. Connected-service authorization credentials are stored on the server.
Information may come from you, an owner or authorized household representative, association staff, sign-in providers and services the Association authorizes. Do not submit payment-card details, bank passwords, Social Security numbers or unrelated sensitive information to portal messages or forms.
3. How we use information
We use information to verify access, maintain apartment records, provide resident services, receive and release packages, send notices and invoices, manage staff work, provide approved documents, reconcile accounting records, respond to requests, prevent abuse and keep an audit history. Photos support staff identification; the portal does not perform facial recognition. Package signatures document collection. We do not sell personal information or use portal or QuickBooks data for targeted advertising.
4. QuickBooks connection and accounting data
Only an authorized administrator may connect the Association’s QuickBooks Online company through Intuit OAuth. When connected, Finance reads company information, customer and accounting-item records, relevant preferences and invoice records/balances to validate mappings, create approved HOA invoices and reconcile their status. Invoice exports include payer references, apartment descriptions, dates, line items and totals. The website stores relevant accounting identifiers, invoice snapshots, balances, synchronization times and errors.
The connection serves the Association’s books, not the separate rental company. QuickBooks data is used for the Association’s accounting and is available only to authorized people performing those duties. The Finance integration does not send QuickBooks API data to the AI assistant or use it to train AI models. It does not initiate bank or card charges.
An administrator may stop website synchronization using Finance’s disconnect control or revoke the app in QuickBooks Connected apps. Disconnecting does not delete invoices from QuickBooks or erase required association records. Contact us to request review or deletion of retained portal data. A disconnected or pending connection does not synchronize data; check the status shown in Finance.
5. Service providers and sharing
We share information needed for the requested service with authorized association staff, management, board members and the following providers, as applicable:
- OpenAI Sites and Cloudflare: website hosting, server processing, database/file storage and sign-in infrastructure.
- Intuit QuickBooks: authorized accounting operations described above.
- Google Workspace / Gmail: sending sign-in codes, invitations, package notices, broadcasts and invoices from connected association mailboxes. The app accesses mailbox identity and sender settings and checks relevant sent-message records to reconcile delivery and avoid duplicates. Granted Gmail permissions may be broader than those individual operations.
- Google Drive and Dropbox: approved documents and private archives, including package logs, compressed label PDFs, signed receipts and invoice PDFs. Drive access is limited to files used by the app; Dropbox access follows the approved connection and folder permissions.
- Google Cloud Vision: package-label images submitted for text recognition.
- Slack: designated staff messages, task notifications and authorized task-channel processing.
- OpenAI API: assistant questions and relevant permission-checked document content needed to answer them. Public research uses a separate search request without attached private documents. Do not place unnecessary personal information in a question.
Google API data is used only to provide the described user-facing features. Our use and transfer of that information follows the Google API Services User Data Policy, including its Limited Use requirements. We do not use Google API data for advertising, credit decisions or training general-purpose AI models.
Links to Baselane and WhatsApp open separate services. The rent link does not give this website access to a tenant’s bank credentials. Google Fonts and the embedded YouTube player may receive browser/network information when loaded. Their own policies govern their services. We may also disclose records where required by law, to protect safety or security, or to professional advisers handling association matters, subject to applicable duties.
6. Access, security and international processing
The portal checks roles and apartment assignments before providing protected information. Administrative directory data is not a public resident list. Staff access is limited by their role; document permissions are checked before content is returned. Community posts are visible to their permitted audience; private messages are accessible to the intended staff and administrators.
We use HTTPS, server-side permission checks and encrypted storage for integration credentials. No system is completely secure. Report suspected unauthorized access to info@lejardin.house. Do not share sign-in codes, package pickup codes or credentials. Our hosting and service providers may process information in the United States and other countries; we do not promise US-only data residency.
7. Retention and deletion
We retain information as needed for association operations, accounting, package records, dispute resolution, security and applicable recordkeeping obligations. Retention depends on the record and its purpose; this policy does not promise automatic deletion after a fixed period. Expired sign-in data is cleaned up by the authentication service. Archiving a task or draft hides it from the active list but preserves its history.
Removing apartment access does not itself erase historical records, emailed copies, QuickBooks invoices or files already archived to Drive or Dropbox. Deletion requests require review of those locations and any legal retention or preservation obligations. Backup copies may persist until the provider’s normal deletion cycle.
8. Your choices and requests
Contact info@lejardin.house to request access to your information, corrections, removal of an optional photo, changes to contact preferences, or deletion where applicable. We may verify your identity and authority and explain any records that must be retained. Contact management if you prefer an alternative to a photograph or electronic package signature. Essential account, billing and building-service messages may still be needed while you use those services.
You can decline camera access and use an available file-upload or staff-assisted alternative. You can clear cookies in your browser, but doing so may sign you out. Connected account owners can revoke authorization through the relevant provider; doing so stops the corresponding integration until reconnected. Applicable privacy rights are not limited by this policy.
9. Household members and children
The portal is intended for adult residents and authorized staff, not independent use by children under 13. A parent, guardian or authorized adult should provide only household information needed for building access and services. Contact us to correct or remove unnecessary information about a child. We do not seek government identification numbers or sensitive medical information for household records.
10. Policy updates
We will post changes here with an updated effective date. Material changes to the use of connected-account data will be disclosed before that new use, and additional authorization will be requested when required. Questions or concerns can be sent to info@lejardin.house.