Wexford Covenant Amendments

A resident-led effort in support of the proposed covenant amendments — not the official website of the Wexford Homeowners Association.

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Privacy Policy

Effective: 2026-05-08

This Privacy Policy explains what information Wexford Covenant Amendments(the “Site”) collects, how that information is used, who has access to it, and the choices you have. This Site is a resident-led effort supporting the proposed covenant amendments and is notthe official website of the Wexford Homeowners Association. This Policy is incorporated into the Site’s Terms of Service.

1. What We Collect

The Site collects the following categories of information:

  • Account information: the name, email address, and password you provide when creating an account.
  • Verification information: the lot number, street address, and any documentation you submit to confirm you are a Wexford resident.
  • Participation activity: responses you submit to informal straw polls on the proposed amendments and comments you choose to share.
  • Communications: emails the Site sends to you (campaign updates, reminders, transactional notices) and any delivery-status information returned by the email provider.
  • Document uploads:any files you or the Organizers upload to the Site’s document library.
  • Technical data: the IP address, user-agent string, and request timing of your interactions with the Site, captured by web infrastructure logs and used for security, rate-limiting, and fraud detection.

2. How We Use It

We use this information to:

  • confirm you are a Wexford resident so participation reflects the community;
  • enforce one-response-per-person rules and other integrity controls;
  • send you campaign updates, reminders, and notices;
  • operate, monitor, and secure the Site;
  • detect and respond to fraud, abuse, or violations of the Terms of Service or Community Guidelines;
  • comply with applicable law.

3. Who Has Access

  • You. You can view your own account information and the responses you have submitted.
  • Other residents. Aggregate straw-poll tallies and public campaign updates are visible to other Users. Individual response choices are not visible to other residents.
  • The Organizers. The residents who maintain the Site can view participation data (including individual response choices, comments, and audit trails) as necessary to operate, moderate, maintain, and secure the Site.
  • Law enforcement and legal process. We may disclose information when required by law, court order, subpoena, or legitimate governmental request.

4. Third-Party Service Providers

The Site relies on the following third-party service providers, each subject to its own privacy policy:

  • Google Cloud (Cloud Run + Firebase). Hosting, authentication, and data storage. Information is stored in the United States.
  • Resend. Email delivery for announcements, reminders, and transactional notices.
  • Google reCAPTCHA. Bot defense on response and submission endpoints.

These providers receive only the information necessary to perform their function. They are contractually prohibited from using your information for their own purposes.

5. Cookies and Sessions

The Site uses a single first-party session cookie to keep you signed in after authentication. The cookie is marked HttpOnly, Secure, and SameSite=Lax. We do not use third-party tracking cookies, advertising cookies, or analytics cookies that identify you individually.

6. Data Security

We protect your information using the security controls provided by Firebase Authentication and Cloud Firestore, including encryption in transit (TLS) and encryption at rest. Administrative access to Site data is restricted to the Organizers and is audited. Despite these measures, no online service can guarantee absolute security; you use the Site at your own risk.

7. Breach Notification

If we become aware of a security incident affecting personal information of North Carolina residents, we will notify affected individuals without unreasonable delay and notify the Consumer Protection Division of the North Carolina Department of Justice as required by N.C. Gen. Stat. § 75-65. The notice will describe the nature of the incident, the categories of information affected, the steps we are taking, and the steps you can take to protect yourself.

8. Retention

The Site retains information for the following periods:

  • Account records: while your account is active, plus thirty (30) days after deletion.
  • Participation records (straw-poll responses, comments, proposed amendment text): for the duration of this resident-led effort and a reasonable period afterward.
  • Organizers’ audit log:retained as the Organizers’ administrative record. The Organizers may adopt a written retention schedule that archives older entries; this Policy will be updated to reflect any such schedule.
  • Web infrastructure logs:approximately thirty (30) days, subject to the underlying cloud provider’s log-retention defaults.

9. Your Rights

You may:

  • access and download a copy of your account information by contacting the Organizers;
  • correct inaccurate account information at any time;
  • delete your account at any time;
  • withdraw your consent to receive campaign-related emails by notifying the Organizers in writing or using any unsubscribe link provided.

10. California Residents

Wexford is a North Carolina community, and the Site is not directed to California residents. If you are a California resident and you believe the California Consumer Privacy Act applies to your data, contact us and we will respond to your request as required by applicable law.

11. Children

The Site is not directed to and does not knowingly collect information from children under the age of thirteen. If you believe a child under thirteen has provided information to the Site, contact the Organizers and we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The Effective date at the top of this page reflects the most recent revision. Material changes will be communicated to Users by email and by a re-acceptance prompt at next sign-in.

13. Contact

For questions about this Privacy Policy, to exercise the rights described in Section 9, or to report a suspected privacy incident, contact the Organizers through the contact information posted on the Site.