Panther Ridge Community Association · Pelham, AL

Data Retention and Deletion

How long we keep information · Effective October 25, 2026

1. Purpose

This policy sets retention periods and disposal procedures for categories of Association data, including resident information and financial records. Its purpose is to support operational continuity, auditability and compliance with privacy and recordkeeping obligations.

2. Scope

This policy applies to data held by or for the Association in connection with its operations, including data in Association systems, databases and portals and in the third party platforms used for payments, communications and administration.

3. Retention schedule

Financial records

Transaction histories, payment logs, dues ledgers and related accounting records associated with a property address. Retention period: seven years.

Resident personal information

Contact details, vehicle records and portal access information. Retention period: the resident's active tenure in the community, then deleted or de-identified.

System and security logs

Access, audit and error logs. Retention period: twelve months.

Governing documents, board minutes and resolutions

Declarations, bylaws, rules, meeting minutes, votes, elections and resolutions. Retention period: permanently, as part of the Association's records.

Violation, architectural review and change request records

Notices, photographs, correspondence, decisions and outcomes tied to a property. Retention period: seven years after the matter is closed, or for as long as the property's file requires.

Support requests and portal messages

Requests submitted through the portal and replies to them. Retention period: three years after the request is closed.

Text message consent and opt-out records

The date, time, phone number and method of each consent, STOP and START request, and the delivery status of messages sent. Retention period: at least four years, so the Association can show that a resident agreed to receive texts and that opt-outs were honored.

Registration and ownership verification records

Lot codes, ownership claims, approvals and denials. Retention period: for the resident's active tenure, then seven years as an ownership and access record.

A longer period applies where it is required by an open dispute, an audit, a legal hold, or a security investigation or incident response.

4. Deletion and disposal

4.1 What triggers disposal

A disposal workflow may begin when a property sale is formally recorded, when a verified move-out notification is received, or when a lawful data deletion request is received and verified.

4.2 What happens

On a trigger event the Association will, so far as feasible and consistent with its legal obligations, remove the resident's personal information from active production databases or render it de-identified, and revoke or disable access to any resident portal account associated with that resident or property.

4.3 Third party processors

The Association uses third party service providers to process or store certain data. Where a deletion request concerns data held by a processor, the Association routes the request through that processor's available mechanisms, subject to the processor's contractual and technical constraints.

5. Exceptions and legal holds

Despite the retention periods above, the Association may keep data for longer where reasonably necessary to comply with law or a governmental request, to enforce the governing documents or a collection effort, to preserve evidence in connection with a dispute, claim, investigation or litigation, or to protect the security and integrity of Association systems.

6. Review

This policy is reviewed at least annually and updated as necessary to reflect changes in requirements, practices or the Association's systems. A material change is approved by the Board or its designee.