Privacy Policy

HOA Guide Florida is published by EpicMinds LLC. This policy covers hoaguideflorida.com and the forms on it. It describes what this site actually does — every collection point below corresponds to a real form, log, or third-party script on these pages.

The short version: we collect an email address if you ask us to send you something, the contents of the contact form if you write to us, standard web server logs, and anonymous product analytics about how pages are used. We do not sell any of it, we do not run an advertising profile on you, and there are no accounts to create.

What we collect

When you use the contact form

Submitting the contact form sends us your name, email address, the subject you selected, your message, and the IP address the submission came from, along with the date and time. That record is stored in our own database on our server and is also emailed to us so we can reply. You receive an automated confirmation email at the address you gave.

When you subscribe or download a template

The newsletter form and the free board template downloads collect your email address only. Alongside it we record which audience the form was for (board member, homeowner, buyer, property manager, or general) and which page you signed up from, so we can send relevant guides rather than everything we publish. These contacts are stored with Resend, our email provider. Every email we send includes an unsubscribe link.

Automatically, when you load a page

Our web server keeps standard access logs: your IP address, the date and time, the page requested, the referring page, and your browser's user-agent string. These logs exist for security and troubleshooting — spotting abuse, diagnosing errors, and enforcing the submission rate limit described under Security. They are not used to build a profile of you and are not linked to any subscriber record.

Each page also loads PostHog, our product analytics service, which records how the site is used. What it collects is described under Analytics and advertising.

What we do not collect

• No accounts. There is nothing to sign up for beyond the newsletter, and no passwords are stored.
• No payment information. The site takes no payments.
• No sensitive categories. We do not ask for or want government ID numbers, financial account details, health information, or precise device location.
• No personal data about residents in the directory. Community listings describe associations and properties — type, year built, amenities, gated status, management company. They are not records about the people who live there.

Why we collect it

• To answer you. Contact form submissions exist so we can reply and, where you have reported a correction, fix the directory.
• To send what you asked for. Email addresses are used to deliver the newsletter and the guides and templates you requested — nothing else.
• To keep the site working and honest. Server logs and the IP recorded with a contact submission let us block spam and abuse.
• To improve the guides. Analytics show which pages are read, where readers get stuck, and which links and downloads are used, so we know what to fix or write next.

We do not sell personal information, and we do not share it with anyone for their own marketing.

Cookies and browser storage

This site stores two kinds of things in your browser:

• Your theme choice. A localStorage entry named theme remembers whether you chose light or dark mode. It contains no identifier and never leaves your device.
• Analytics identifiers. PostHog sets a first-party cookie and a localStorage entry, both named ph_<project key>_posthog, holding a random anonymous ID that lets it recognise repeat visits from the same browser. It also keeps a few sessionStorage entries with the same prefix to track the current visit and browser tab; those clear when you close the tab.

Clearing your cookies and site data removes all of these. Blocking cookies or using a content blocker that stops PostHog does not affect how the site works.

Third-party cookies can be set by Google reCAPTCHA on the contact page — see below. If you never open the contact page, that script never loads.

Third parties we send data to

Their handling of that data is governed by their own policies: Resend, PostHog, Google, and the OpenStreetMap Foundation.

Analytics and advertising

We use PostHog, hosted in PostHog's US cloud, for product analytics. On every page it records:

• Page views and navigation, including the page address and the referring page
• Clicks and interactions with links, buttons and other page elements, plus a named event when you click one of the site's main buttons, with that button's text
• Session recordings: a replay of how the page looked and how you moved through it, including scrolling and clicks. Text you type into form fields is masked under PostHog's default settings, so the recording does not capture what you enter in the contact or newsletter forms. Page text and browser console messages are recorded.
• Performance timing for the page's network requests (how long they took, not their contents)
• Browser and device information and your IP address, which PostHog receives with each request and may use to estimate an approximate location

This data is tied to a random anonymous ID, not to your name or email. We do not link analytics to newsletter subscribers or contact submissions, and we do not create PostHog profiles for visitors. We use it only to understand and improve the site, and it is retained under our PostHog account's data-retention settings.

Advertising: no advertising scripts run on this site. The site is built to support Google Analytics and Google AdSense, but both are switched off and neither script is served to your browser. If either is turned on, we will describe it here and update the date above before enabling it.

How long we keep things

• Contact submissions are kept while they remain useful as a record of correspondence and corrections, and are deleted on request.
• Newsletter subscribers are kept until you unsubscribe. Unsubscribing marks the contact as unsubscribed; ask us and we will delete the record outright.
• Server logs are short-lived operational data. They live on the server and are discarded in the ordinary course of running it; we do not archive them.
• Analytics events and session recordings are kept in our PostHog account for the period its data-retention settings allow, then deleted by PostHog.

Your choices

Whatever your state or country, we will honour these requests — we do not think access to your own data should depend on a residency test:

• Unsubscribe using the link in any email we send.
• Ask what we hold about you, and we will tell you.
• Ask us to correct it if it is wrong.
• Ask us to delete it. We will, except where we need to keep a record to resolve a dispute or meet a legal obligation.

Send any of these through the contact form, choosing "Other" as the subject, and say what you want done. We aim to respond within 1–2 business days and to complete the request within 30 days. We may need to confirm you control the email address in question before acting on it.

Security

The site is served over HTTPS. Form submissions are rate-limited to five per IP address every 15 minutes, hidden honeypot fields catch automated submissions, and the contact form is verified with reCAPTCHA before anything is stored. No system is perfect, and we do not claim otherwise — do not send anything through this contact form that you would not want read by a third party. It is not a secure channel for confidential or privileged material.

Children

This site is intended for adults researching Florida community associations. It is not directed at children under 13, and we do not knowingly collect information from them. If you believe a child has submitted information to us, contact us and we will delete it.

Changes to this policy

When this policy changes we update the date at the top of the page. Material changes — a new category of data, a new third party, or a new analytics or advertising service — will be described here rather than folded in silently.

Contact

Privacy questions and requests go through the contact form. HOA Guide Florida is operated by EpicMinds LLC, Florida, United States. We are a publisher and directory — not a law firm, and not affiliated with any homeowner association or management company.

This policy describes our own practices. It is not legal advice, and it does not describe the privacy obligations your association owes its members — those come from Chapter 720 and your governing documents. See requesting HOA records in Florida for how association records work.