Privacy Policy

Wildwood Acres Association, Inc. (“the Association,” “we,” “us”) is a 501(c)(7) non-profit social club that manages the common properties of the Wildwood Acres community near Monmouth, Iowa. This website serves as our public information site and private member portal. This policy explains what information we collect through the website, how we use it, and the choices you have.

Contact: Wildwood Acres Association, Inc., 1222 Wildwood Dr, Monmouth, Iowa 52309 · wildwoodboard@yahoo.com · 563-349-5056

Account information. When you register for a member account we collect your name, email address, password (stored only in encrypted/hashed form — we cannot see it), and optionally your phone number, mailing address, and profile photo. New registrations require verifying your email address with a one-time code.

Property and membership records. Because membership follows lot ownership, we maintain records linking members to their lots, ownership standing, and annual assessment (dues) status, including payments recorded by the board. We do not process payments online and never collect credit card or bank account numbers through this website.

Activity within the member portal. When you use member features, we store what you submit: campsite and amenity reservations, event RSVPs and potluck signups, volunteer project signups and logged hours, votes cast (recorded by lot), bulletin board and lost-and-found posts, suggestions (which may be submitted anonymously), maintenance and violation reports, and architectural review requests.

Guest and vehicle registrations. If you register guests or vehicles, we collect the information you provide, such as guest names, relationship, and age, and vehicle details (make, model, color, license plate, VIN, or DNR registration numbers) as required by community rules.

Waiver signatures. When you sign a liability waiver electronically, we record your typed signature, the waiver version, the date and time, and the network (IP) address used to sign, so the signature can be verified later.

Photos and files. Photos and documents uploaded to the site (for example event photos or association documents) are stored on our server and displayed where intended — some publicly, some to members only, depending on the feature.

Technical information. Like most websites, our server keeps routine logs that include IP addresses and requested pages, and we keep an internal audit log of administrative actions (for example, when a board member edits a record). We use a single essential session cookie to keep you signed in. We do not use advertising, analytics, or tracking cookies, and we do not display ads.

• Operating the member portal: reservations, events, voting, projects, and community features
• Maintaining accurate membership, lot, and assessment records as required to run the Association
• Communicating with you: account emails (verification codes, approval notices) and board announcements
• Enforcing community rules (guest, vehicle, and waiver records)
• Keeping the site secure and diagnosing problems

We do not sell, rent, or trade your personal information. Ever.

Board members and designated volunteers. Members of the board and volunteers granted editor access can view membership records (contact details, lot links, dues status, reports, and reservations) as needed to administer the Association.

Other members. Content you deliberately post to community features (bulletin board, lost and found, event RSVPs, project signups) is visible to other logged-in members along with your name. Your contact details are not visible to general members unless you include them in a post or opt in to a feature that shares them (for example, listing a skill or equipment for lending).

The public. Only pages outside the member portal (home, about, safety, documents marked public, properties for sale) are visible without a login. Member information is never published on public pages except where a member has asked to list a property for sale with their contact information.

We use a small number of service providers to run the website, each bound to use data only to provide their service to us:

• Email delivery — transactional email (verification codes, account notices, board announcements) is sent through Resend, which processes recipient email addresses on our behalf.
• Web hosting — the website and its database run on a virtual private server operated for the Association. Data is stored in the United States.

We may also disclose information if required by law or to protect the safety, rights, or property of the Association or its members.

Some emails are essential to your account (verification codes, password or account setup links) and are sent only when you request them. Announcement emails are sent by the board to the membership. If you would prefer not to receive announcement emails, contact the board and we will remove you from the distribution list.

• All traffic to the website is encrypted with HTTPS
• Passwords are stored only as one-way encrypted hashes
• Access to member records is restricted by role — general members cannot view other members’ records
• Administrative changes are recorded in an audit log

No system is perfectly secure, but we take reasonable measures appropriate to a volunteer-run community organization. If we learn of a breach affecting your personal information, we will notify affected members consistent with Iowa law.

We keep membership, lot, assessment, waiver, and governance records for as long as they are needed to administer the Association and meet legal and record-keeping obligations, which may extend past the end of your membership. Community content (posts, RSVPs, reservations) is kept as part of the portal’s history unless you delete it or ask us to.

• You can view and update your contact information at any time from your Profile page
• You can delete your own community posts
• You can ask the board to correct inaccurate records, or to deactivate your account
• You can request a summary of the personal information we hold about you

To exercise any of these, email wildwoodboard@yahoo.com.

The website is intended for adult members of the Association. We do not knowingly collect personal information directly from children under 13. Guest registrations submitted by members may include a guest’s name and age (including minors in a member’s party) solely for community rule compliance; that information is provided by the adult member, is visible only to the board, and is not used for any other purpose.

If we make material changes to this policy, we will update the effective date above and announce the change to members through the portal. Continued use of the website after a change takes effect constitutes acceptance of the updated policy.

Questions about this policy or your information? Contact the board at wildwoodboard@yahoo.com or 563-349-5056, or by mail at 1222 Wildwood Dr, Monmouth, Iowa 52309.