This privacy policy (“Privacy Policy”) describes how Sentry Management, Inc. (“Sentry”) and its affiliated companies may collect, use and share information that we have obtained through your use of the https://www.sentrymgt.com/ (“Website”), online services, including Sentry’s proprietary community management CommunityPro® portal (the “CommunityPro® Portal”) and other related services (collectively, the “Services”). By using or accessing the Services you are consenting to the practices and policies described in this Privacy Policy and the other terms and conditions of this Privacy Policy. “You” or “your” means and refers to you as a user of the Services. “We,” “our,” “us” or “Sentry” refers to Sentry Management, Inc., our affiliated companies and our Services.
BY ACCESSING OR USING THE SERVICES, YOU AGREE TO THE PRACTICES AND POLICIES OUTLINED IN THIS PRIVACY POLICY AND YOU HEREBY CONSENT TO THE COLLECTION, USE, AND DISCLOSURE OF CERTAIN INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY. YOU AGREE TO BE BOUND BY ALL THE PROVISIONS OF THE PRIVACY POLICY THAT ARE DISPLAYED ON THE WEBSITE OR WITH ANOTHER SERVICE ON THE DATE YOU USE THE SERVICES. YOUR CONTINUED USE OF THE SERVICES, INDICATES YOUR ACCEPTANCE OF ALL OF THE PROVISIONS OF THIS PRIVACY POLICY DISPLAYED ON THE WEBSITE OR OTHER SERVICE ON THE DATE OF SUCH USE OR ACCESS. IF YOU DO NOT AGREE WITH THIS PRIVACY POLICY, YOU CANNOT USE OR ACCESS THE SERVICES AND SHOULD DISCONTINUE USE IMMEDIATELY.
Our Privacy Policy is designed to provide transparency into our privacy practices and principles, in a format that our visitors and users of our Services can navigate, read and understand. We are dedicated to treating your personal information with care and respect. Please review the following Privacy Policy and contact us at 1-800-932-6636 if you have any questions or concerns.
If you are accessing the CommunityPro® Portal as an authorized end user (“End User”) in any of the following groups: (i) as an employee of Sentry (“Employee Users”); (ii) as a board member (“Board Member Users”) on behalf of an association that has entered into a Management Agreement with Sentry (an “Association Client”); (iii) as a homeowner owning property in an association (or an authorized agent of such homeowner) (“Homeowner Users”) where the association has entered into a Management Agreement with Sentry; (iv) as a Community web admin (“CWA” or “Community Web Admin User”); or (v) as a third party vendor or professional (“Vendor Users”), your use or access of the Services is subject to the applicable terms of the Sentry End User License Agreement (“EULA”), which EULA is hereby incorporated by reference. You can review and access the EULA when you log-in to the CommunityPro® Portal or other Services, or when your account is registered by Sentry and your credentials are provided to you. The EULA provisions applicable to your End User role, and where it is shared or posted with you, will vary based on your End User role.
PRIVACY POLICY SCOPE:
This Privacy Policy describes:
TYPES OF INFORMATION WE COLLECT:
Within the last twelve months we have collected the following types of personal information from users of our Services for business or commercial purposes:
HOW WE COLLECT INFORMATION:
Information Provided Directly by You.
You actively provide information to Sentry in various ways while using our Services. For example, you share information when you:
Automatically Gathered Information.
Sentry automatically tracks certain information about you based upon your behavior while using the Services. This information is used to better understand and serve you by responding to your particular interests and needs.
Usage Details.
When you access and use the Services, we may automatically collect certain details of your access to and use of the Services, including traffic data, date and time you access the Services, the number of links you click within the Services and any third party website and sections within the Services that you access.
Device Information.
When you access the Services, we may collect information about your device and internet connection, including the device’s unique device identifier, IP address, geolocation, operating system, type of mobile device you use, browser type and network information.
Use of Cookies (or mobile cookies).
Our Services may use cookies to enhance the user experience while using our Services. Cookies are pieces of information that some apps and websites transfer to the computer or mobile device that is browsing that app or website and are used for record-keeping purposes by many apps and websites. Use of cookies makes web browsing easier by performing certain functions such as saving your passwords, saving personal preferences regarding your use of the website, and ensuring that you don’t see the same advertisement repeatedly. It may be possible to refuse to accept cookies by activating the appropriate setting on your device. However, if you select this setting you may be unable to access certain parts of our Services.
By using or accessing or continuing to use or access our Services, you are agreeing to our use of cookies. We may choose to use any or all of the following cookies:
Please note that third parties (including, for example, advertising networks, payment processors and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.
Use of Web Beacons.
A “web beacon,” “clear GIF,” “web bug,” or “pixel tag” is a tiny graphic file with a unique identifier that is similar in function to a cookie, but allows us to count the number of users that have visited certain pages or screens of our Services, and to help determine the effectiveness of promotional or advertising campaigns, and for other related app statistics.
HOW WE PROCESS YOUR INFORMATION AND OUR LAWFUL BASIS FOR DOING SO:
Generally.
We use your personal information to:
Processing.
We may process personal information for one or more of the following reasons:
Information Provided at Time of End User Registration.
To access and use certain of the Services, you may be required to register a unique username and password, by entering your name, e-mail address, phone number, and mailing address, and other information that assists Sentry in providing access to the CommunityPro® Portal and Services signed up for by you, or by the Association Client for which you are acting as an authorized End User. This information is necessary for Sentry to provide you with access to and use of the Services.
Information Provided By Potential Clients to Request a Proposal.
Individuals, communities, associations or other organizations seeking to more information about Sentry’s association and community management services may submit a proposal for additional information, by using Sentry’s Request a Proposal link on the Website. Users will be required to submit the name and zip code of their association/community, their first and last name and email address and may elect to provide their telephone number, street address, city, state, number of units, need for on-site services and a personal message.
Supplemental Information Provided While Using the Services.
Supplemental information may be requested and provided by users through the Services to facilitate the offering of Services and functionality requested or purchased by you or the Association Client for which you are an authorized End User of, including the following:
Payment Information.
To facilitate processing payments, you may need to provide or submit a payment method and the following information: name, billing address, credit card or banking information, and such other applicable information as requested by our third party payment processor(s). You will provide this information directly to our third party payment processor(s), and not to Sentry. If your payment method information changes (e.g., card number, account number, routing number, expiration date, CVV), then our third party payment servicer may request additional information from you. At no time will Sentry be in possession or control of your payment information.
Providing and Promoting our Website and Services and its Security.
We process your personal information by tracking your use of our Services, creating aggregated non-personal data, verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies to the extent it is necessary for our legitimate interest in promoting the safety and security of the Services, and in protecting our rights and the rights of others.
We process your personal information to analyze trends and to track your usage of and interactions with our Services to the extent it is necessary for our legitimate interest in developing and improving our Services and providing our users with relevant content and service offerings, or where we seek your consent. We process device and usage data which in some cases may be associated with your personal information, to analyze trends and assess and improve the overall user experience to the extent it is necessary for our legitimate interest in developing and improving the services.
Geo-location Information.
When you use certain of our Services, we may collect information about your precise or approximate location as determined through your IP address, GPS, or nearby devices (Wi-Fi access points, cell towers, etc.) to provide the Services.
Marketing and Communications.
From time to time your personal information, such as your name, phone number, email address or mailing address, may be used to contact you with Sentry promotional materials, newsletters, information pertaining to your homeowners association, or other information that may be of interest to you based on your preferences. You may be contacted by the phone number or e-mail address you provide to us. We may contact you in this way based on our legitimate interest in undertaking marketing activities to provide you with the most up-to-date information on our Services and other products and services you may be interested in based on your preferences. By providing your contact information you have opted-in to receive direct marketing and commercial information by means of allowable electronic communications. You can withdraw your consent to receive any direct marketing communication from us by contacting 1-800-932-6636 or following the unsubscribe instructions in our email communications.
Non-Personal Information.
We collect and create de-identified and aggregated information and other non-personal information, which is not related to an identified or identifiable natural person (“Non-Personal Information”). You agree that Sentry owns, without restriction, all Non-Personal Information and that you have no rights in or to any Non-Personal Information. Because Non-Personal Information cannot be used to personally identify you, you agree we may use such information for any lawful purpose.
HOW WE SHARE YOUR INFORMATION:
Generally.
We do not sell, share, or otherwise transfer your personal information to third parties, except for sharing your personal information with our third-party service providers and partners in furtherance of Sentry’s Business Purposes as described below. We may also share your personal information when we believe sharing is necessary to comply with applicable law, enforce our policies, or protect our or others’ rights, property, or safety.
For individuals that register as End Users of the CommunityPro® Portal or other Services, or are provided access and login credentials, you consent to Sentry’s collection and use of the Information provided by you in order to advance Sentry’s purposes, including, but not limited to: (a) maintain and service your CommunityPro® Portal accounts or other Service accounts; (b) process and fulfill the orders, transactions and request for Services, which includes but is not limited to: (i) processing User Data and Information; (ii) fulfilling your requests, such as providing services requested through work orders; (iii) generating report, letters, minutes and other information relevant to your homeowners association; and (iv) facilitating general administration of third party vendors; (c) the provision of services by Sentry consistent with those agreed to by the Association Client and Sentry under a separate Management Agreement (when applicable), including but not limited to, the sharing and disclosure of Information as authorized under the Management Agreement or upon your request; and (d) provide similar services to you (collectively “Sentry’s Business Purposes”).
We may share your personal information with other trusted third-party companies and individuals to provide and improve the Services, facilitate and complete transactions, requested services, process payments, analyze use of our Services, perform analytics and produce statistics on the Services, or deliver other requested services and features to you. These third-party service providers may include, but are not limited to, payment processors, internet service providers, and mail/parcel delivery service providers. These third-party service providers are contractually bound to only process the limited personal information we provide them to perform specific tasks at our direction. These third-party providers are bound to maintain the personal information they receive from Sentry in accordance with this Privacy Policy.
As a general rule, beyond the uses set forth above that assists us in carrying out Sentry’s Business Purposes and provide the Services requested by you, we will not sell your personal information to third parties without your permission.
Legal Requirements.
As we may determine in our sole discretion, we may disclose personal information if required to do so by applicable law, including, without limitation, responding to a subpoena or request from law enforcement, court, or government agency, or in the good faith belief that such action is necessary to: (i) comply with a legal obligation; (ii) protect or defend our rights, interests or property or that of third parties; (iii) prevent, investigate, or identify possible wrongdoing in connection with the Services; (iv) act in urgent circumstances to protect the personal safety of customers, guests, or the public; or (v) protect against legal liability.
We have disclosed the following categories of personal information to third parties for our operational business purposes within the preceding 12 months:
| Categories of Personal Information | Categories of Third Parties |
|---|---|
| Identifiers – Name, email address, phone number, account name, address | This information is shared with third party payment processors and third party mailing and shipping service providers.
This information may also be shared with third party professional service providers such as attorneys and CPAs when authorized or requested by you. |
| Commercial Information – Account balances, association charges, account ledger information. | This information is shared with third party payment processors. |
Categories of Personal Information
Identifiers – Name, email address, phone number, account name, address
Categories of Third Parties
This information is shared with third party payment processors and third party mailing and shipping service providers.
This information may also be shared with third party professional service providers such as attorneys and CPAs when authorized or requested by you.
Categories of Personal Information
Commercial Information – Account balances, association charges, account ledger information.
Categories of Third Parties
This information is shared with third party payment processors.
All third parties that we share information with for our business purposes are required to maintain their own privacy and security measures. Your information will be treated in accordance with such third-party’s privacy policies.
HOW WE PROTECT THE PRIVACY OF CHILDREN ONLINE:
Our Services are not intended for minors or children under 16 years of age and no part of our Services are designed or intended to attract anyone under the age of 16. We will never ask for or knowingly collect information from children, if you are a child under the age of 16, you are not permitted to use the Services. Consistent with the Children’s Online Privacy Protection Act, we will not knowingly collect any information from children under the age of 16. If you think that we have collected personal information from a child under the age of 16 through our Services please contact us at 1-800-932-6636 and we will dispose of the information.
YOUR ACCESS TO AND CONTROL OVER YOUR INFORMATION:
You have options about the various ways we collect, use and store your personal information.
Log-in/Contact Us.
If you have created an account through the use of our Services, you may log in to your account to enter and update your own contact information. You can also contact us through one of the options provided in the Contact Us section at the bottom of this Privacy Policy.
PERSONS COVERED BY THE GDPR (GENERAL DATA PROTECTION REGULATION); ADDITIONAL JURISDICTION SPECIFIC RIGHTS:
You may have certain additional rights relating to your personal information, subject to local data protection laws. If you are located in the European Union (EU) or European Economic Area (EEA), the following rights under the General Data Protection Regulation (GDPR) are available to you. Depending on your jurisdiction, and the laws applicable to you, your rights may include the following:
Accessing Personal Information.
You can request details of your personal information we hold and a copy of such information. We will confirm whether we are processing your personal information and provide additional details including what kind of information we have about you, where we collected it, how we use it (including the legal basis for our processing), how long we expect to keep it, the categories of third parties with whom we share your information, details of any automated decision making or profiling and the safeguards regarding data transfers, subject to the limitations set out in applicable laws and regulations. If you ask us, we will provide you with a copy of your personal information free of charge. We may charge you a fee to cover our administrative costs if you request multiple copies of the same information or if the requests are manifestly unfounded or excessive.
Editing and updating Personal Information.
If you find that your personal information needs to be edited or updated, you can ask us to update it by contacting us. Please make sure to provide us with all the information we need to be able to address your request, including both the old and new information.
Deletion, Erasure or Rectification of Personal Information.
At your request, we will delete or rectify your personal information if: (i) it’s no longer necessary to retain your personal information; (ii) you withdraw the consent which formed the basis of your personal information processing; (iii) you have successfully objected to the processing of your personal information (see below); (iv) your personal information was processed unlawfully; (v) we are required to delete your personal information to comply with any of our legal obligations; or (vi) the information is inaccurate and needs to be corrected. We will review requests on a case by case basis and we might not be able to comply with your request if we need to process your personal information: (i) for exercising the right of freedom of expression and information; (ii) to comply with our legal obligations; (iii) to establish, exercise or defend a legal claim; or (iv) to perform a task in the public interest. If we are unable to comply with your request for any of the forgoing reasons, we will notify you of the reasons why your request was rejected.
Choosing to delete your personal information may impact your ability to use our Services and online features, including closure of your online account, termination of your status as an authorized End User of the CommunityPro® Portal.
Restriction on Processing of Personal Information.
You have the right to request us to limit the processing of your personal information if: (i) you dispute the accuracy of your personal information; (ii) your personal information was processed unlawfully and you request a limitation on processing, rather than a deletion of your personal information; (iii) we no longer need to process your personal information, but you need your personal information in connection with a legal claim; or (iv) you object to the processing of your personal information based on our legitimate interests pending verification as to whether we have an overriding legitimate ground for such processing. To the extent needed, we may still keep some of your data to ensure we comply with your request to limit processing, or for other legal purposes.
Objecting to Certain Types of Processing Including Automated Decision Making.
Where we process your Personal Information based upon our legitimate interests, you have the right to object to this processing on grounds relating to your particular situation if you feel it impacts your fundamental rights and freedoms. Where we process your personal information based upon our legitimate interests and where decisions are made by automated processing which has a legal or other significant effect on you, you may also object to such automated decision making.
Portability of Personal Information.
You can request us to send you your personal information in a structured, commonly used, machine-readable format so that it can easily be transferred and used by a third party.
Withdrawing Consent.
We primarily rely on legitimate business interests to process your personal information, but to the extent we use consent to process your personal information, you have the right to withdraw any consent you may have given us at any time. We will comply with your request promptly. If you withdraw your consent, we might not be able to provide some of our Services to you.
Filing a Complaint with a Data Protection Authority.
We will try to resolve any problems that you have but you are always able to contact your local data protection authority for assistance or to make a complaint.
How to Exercise Your Rights.
If you wish to exercise any of these rights, please email president@sentrymgt.com. We will respond to your request within 30 days of accepting it. Before accepting your request, we may need to ask for some identifying documentation from you, to make sure we don’t inadvertently provide your personal information to someone else. If you are not in the EU or EEA, or other jurisdiction that provides these rights as a matter of law, you can still apply for any of these rights, and we will comply where the request is reasonable in our discretion.
CALIFORNIA PRIVACY RIGHTS – NOTICE TO CALIFORNIA RESIDENTS:
Individuals who are residents of California and have provided their personal information to us may request information regarding our disclosures, if any, of their personal information to third parties for a third party’s direct marketing purposes. To learn more about your additional California privacy rights, please click here: CALIFORNIA PRIVACY RIGHTS – HOA Management Company (sentrymgt.com)
Do Not Track Signals.
Your web browser may let you choose your preferences as to whether you want to allow websites to collect personal information over time about your online activities across different websites or online services. At this time, our Services do not respond to “Do Not Track” options which you may have seen in your web browser regarding the collection of your information, and our Services may continue to collect information in the manner described in this Privacy Policy.
CONSENT:
When you provide us with personal information through our Services, through the mail, or over the phone, we imply that you consent to our collecting it and using it to carry out Sentry’s legitimate Business Purposes.
IMPORTANT: Except as stated herein as necessary to carry out Sentry’s Business Purposes and to provide the Services, we do not sell your personal information to any third parties, including but not limited to advertisers, strategic partners or vendors.
SENSITIVE DATA:
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
INFORMATION RETENTION:
Sentry has a legal duty to keep various records, for different periods of time, depending on their content and the state to which they pertain. Sentry will retain your personal information only for so long as is necessary to implement, manage, and provide the services requested by you or the Association Client, or as required to comply with our legal and regulatory requirements, rules and obligations, which may vary based on the state in which you reside. When Sentry no longer needs, nor is no longer required to maintain the information, Sentry will remove it from its system.
SECURITY:
Sentry uses technical, administrative, and physical measures to protect your personal information against accidental or intentional destruction, loss, alteration, unauthorized disclosure, or access and against other unlawful forms of collecting and processing. Sentry follows industry standards and practices to help protect the confidentiality and integrity of your personal information that is collected and processed. Please review Sentry’s Data Security and Privacy Protocol for more information regarding Sentry’s security protocol by clicking here: DATA SECURITY AND PRIVACY PROTOCOL – HOA Management Company (sentrymgt.com)
THIRD-PARTY SERVICES:
In general, the third-party providers used by us, if any, will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions. For these providers, we recommend that you read their privacy policies so you can understand the manner in which your Information will be handled by these providers.
Our Services may contain links to other websites, applications, and services maintained by third parties in which case the privacy policy of such third party applies and this Privacy Policy does not apply. The information practices of such other services are governed by the third-party privacy policies, which we encourage you to review to better understand those third parties’ privacy practices.
In particular, remember that certain providers may be located in or have facilities that are located a different jurisdiction than either you or us. Therefore, if you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.
ANALYTICS/PERFORMANCE COOKIES:
Sentry uses analytic tools to analyze the performance of our Website and Services as well as how visitors use our Website and Services including:
Google Analytics – For more information on Google Analytics cookies and privacy policies, visit policies.google.com/ . To opt-out of being tracked by Google Analytics across all websites visit https://tools.google.com/dlpage/gaoptout. This will allow you to download and install a Google Analytics cookie-free web browser.
EMAIL AND MARKETING COMMUNICATIONS:
We are committed to being compliant with the Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003 (“CAN-SPAM Act”). All e-mails you receive from Sentry are intended to fully comply with the CAN-SPAM Act. You can withdraw your consent to receive any direct marketing communication from us by contacting president@sentrymgt.com or following the opt-out instructions in our email communications.
CHANGES TO OUR PRIVACY POLICY:
We reserve the right to change the terms of this Privacy Policy at any time by posting those changes to this Privacy Policy, so that you are always aware of our processes related to collection, use and disclosure of your personal information. For significant changes, we will notify you by posting a prominent notice on our Website indicating when the Privacy Policy was most recently updated. Please consult this portion of the Website regularly for important changes to the Privacy Policy as they occur.
CONTACT US:
Call our customer support line: 1 (800) 932-6636
Sentry Management, Inc.
Attn: Risk Management
2180 West SR 434, Suite 5000
Longwood, Florida 32779
Email: president@sentrymgt.com
Last Updated: October 25, 2022
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