Privacy Policy

Last updated: October 2, 2026

This policy explains what personal information Oakland Hills Condominium Association collects through https://oaklandhillsportage.org, why we collect it, who else sees it, and how long we keep it.

1. Who we are

Oakland Hills Condominium Association
[Association postal address — to be supplied]
Portage, Michigan
Email: info@oaklandhillsportage.org
Phone: [Association phone — to be supplied]

This website was built and is maintained for us by WebCentersUSA (https://WebCentersUSA.com).

2. Information you give us

When you submit a form on this site, we collect the information you type into it. On our contact form that is:

• your name
• your email address
• your site number
• the subject
• the message you write

Registration form. Our registration form collects your first and last name, the street address of your unit and your email address. We email a confirmation link to that address; on the confirmation page the link opens, you choose your password, which is stored only in a one-way encrypted form that no one can read. The link works once, for 24 hours, and requests that are never confirmed are deleted 2 days after the link expires. Once you confirm, the association uses your name and street address to verify that you live at Oakland Hills before your account is activated (if your email already belongs to an active resident account, confirming simply sets that account's new password). Like our other forms, each registration is written to the submission log on the server, and the notice that tells the association about a new registration is emailed to us with a blind copy to WebCentersUSA, as described in § 5 and § 6.

Resident accounts. Residents' accounts are activated by the association, either from a registration or created directly by association staff. For each household member we hold the name, site (unit) number, home address, the email address used to sign in, and — where the resident or association staff supplied them — phone number, an alternate address, an emergency contact and a short memo. These records were carried over from the association's previous website. Passwords are stored only in a one-way encrypted form that no one, including association staff and WebCentersUSA, can read. We also record when each account last signed in.

Who sees resident information. Signed-in residents can see the residents directory: each listed resident's name, site number, street address, phone number, email address and alternate address. A resident's emergency contact and memo are visible only to association staff and to WebCentersUSA. Association staff and WebCentersUSA manage accounts in the site's Staff Dashboard. The clubhouse reservation schedule, prepared by Gardner Management, lists the names of residents with bookings and is shown only to signed-in residents. Association documents are stored privately and can be opened only by signed-in residents, except the few documents published on the public pages.

Email to residents. Association staff send association news by email through the site's Message residents feature, from an oaklandhillsportage.org address, one message per resident. We keep a record of each message and, for each recipient, the address it was sent to, when, and whether delivery succeeded. Every association email ends with an unsubscribe link that stops these messages in one click, and you can also opt out (or opt back in) at any time under My account; residents who had not opted in to the previous site's newsletter were imported as opted out. If an address stops accepting mail, or a recipient reports one of our messages as spam, we stop sending association email to it and note why.

We do not buy contact information from anyone else.

3. Information collected automatically

This site sets two cookies of its own on every visit. A session cookie lets the site tell one visit apart from the next while you move between pages, and keeps you signed in to the residents' area. A security cookie lets the site's forms check that a submission really came from this site and not from somewhere else. Both are set by the software the site runs on, contain no personal information, are not shared with anyone, and expire a couple of hours after your last page view.

If you tick Remember me when you sign in, the site also sets a cookie that keeps you signed in on that device until you log out.

Our web host also keeps standard server access logs, which include IP addresses and requested pages. These are ordinary hosting records used for security and troubleshooting.

4. What we do with it

We use what you send us to answer your enquiry, run the residents' area, keep residents informed about the association, and keep a record of our correspondence.

We do not sell your personal information. We do not share it with advertisers, and we do not use it to send you marketing you did not ask for.

5. Who else sees it

A form submission on this site reaches three places:

1. Our own mailbox — the message is emailed to us at info@oaklandhillsportage.org, hosted by our email provider.
2. WebCentersUSA — WebCentersUSA builds and maintains this website, and receives a blind copy of every submission. They keep this copy as an independent record so that a message which fails to arrive in our mailbox can still be recovered and answered. They do not use it for any other purpose and do not share it.
3. This website's server — each submission is also written to a log file on the server that hosts this site, described in § 6.

Mailgun. Association email to residents is delivered by Sinch Mailgun, an email delivery service in the United States. For each message it receives the recipient's email address and the message itself (subject, text and any attachments), and it tells us whether the message was delivered, bounced, was reported as spam or was unsubscribed. Mailgun handles this only to deliver our email. See Mailgun's Privacy Policy.

Embedded Google services. The residents' calendar page shows a Google Calendar, and the Locate Us and More Information pages show Google Maps. These are loaded from Google's servers, so Google receives your IP address and browser details and may set its own cookies when you view those pages. See Google's Privacy Policy.

Gardner Management. The association's property manager, Gardner Management, runs its own website. Maintenance requests and the "Contact Gardner Management" links take you to gardnermi.com, where Gardner's privacy policy applies. If you email an architectural review form or a clubhouse reservation request to Gardner, that email goes directly to them.

Beyond that, we disclose personal information only where the law requires it, or where it is necessary to protect our rights or someone's safety.

6. How long we keep it

• Submission log on the server: 365 days. Entries older than a year are deleted automatically.
• Emails in our mailbox, and the WebCentersUSA copy: kept while they are useful to the association, then deleted.
• Registration requests: deleted automatically 2 days after the 24-hour confirmation link expires, whether or not it was used. A registration the association rejects is removed, unless it belongs to an existing account.
• Resident accounts and directory details: kept while you live at Oakland Hills; when you move, the association deactivates the account and removes you from the directory, or, on request, deletes it permanently. After a permanent deletion, records of documents you uploaded and association emails sent to you remain, without your name or email address.
• Record of association emails sent: kept as the association's record of what was sent to whom.

7. Your choices

You can ask us to send you a copy of the personal information we hold about you, correct it if it is wrong, or delete it. Email info@oaklandhillsportage.org and we will respond.

Residents can correct their own phone number, emergency contact, alternate address and memo, and turn association email on or off, under My account. For anything else, contact the association or email info@oaklandhillsportage.org.

Deleting the submission log entry and the emailed copies removes our record of your enquiry, so we may not be able to continue a conversation already in progress. We will say so if that applies.

Most browsers let you block or delete cookies through their settings. Blocking cookies stops you signing in to the residents' area and stops the contact form from working, because both rely on the cookies described in § 3. Every public page reads normally.

8. Children

This site is not directed at children under 13, and we do not knowingly collect their personal information. If you believe a child has sent us information, email info@oaklandhillsportage.org and we will delete it.

9. Changes to this policy

If we change how we collect or use personal information, we will update this page and change the "Last updated" date at the top.

10. Contact us

Questions about this policy, or about information we hold:

Oakland Hills Condominium Association
[Association postal address — to be supplied]
Portage, Michigan
Email: info@oaklandhillsportage.org
Phone: [Association phone — to be supplied]