Privacy Notice

Bay Crest Association — Member Portal

Bay Crest Association ("we," "us") respects your privacy. This notice explains what information the member portal at baycrestassociation.com collects, why we collect it, how we protect it, and the choices you have.

Information We Collect

Through the member portal we collect:

• Membership & household information: member and spouse names, mailing address, phone number, email address(es), and membership type (shareholder or rental).
• Account information: the email address and password you use to sign in. Passwords are stored only as a securely hashed value — we never store or have access to your actual password.
• Dues & payment information: your dues status and a record of payments (date, amount, and method). We do not collect or store credit card or bank account numbers — those are entered directly with our payment processor, Stripe, which is PCI-DSS Level 1 certified.
• Activity within the portal: Beach Watch shift assignments and shift-trade requests, event RSVPs, party / facility reservation applications, and maintenance requests you submit.

How We Use Your Information

• To maintain the association's membership directory and household records
• To let you sign in to your account and manage your own profile and contact emails
• To process and record your annual dues payments
• To communicate association news, schedules, events, and notices to members
• To coordinate the Beach Watch schedule and member-to-member shift trades
• To handle event RSVPs, party / facility reservation requests, and maintenance requests
• To maintain accounting records as required by law

What Other Members Can See

Some portal features are shared among signed-in members. Your name may be visible to other logged-in members in those shared views — for example, on the Beach Watch schedule and in event RSVP lists. Your contact details (address, phone, email), dues status, and payment history are not shown to other members; they are visible only to you and to authorized association administrators.

How We Protect Your Information

We follow reasonable administrative, technical, and physical safeguards consistent with the New York SHIELD Act:

• The portal is served exclusively over an encrypted (HTTPS) connection.
• Member and account data is stored in our hosted database with access restricted to authorized association administrators.
• Account passwords are stored using one-way hashing, so they cannot be read or recovered — even by us.
• Payment information is handled exclusively by Stripe, our PCI-DSS compliant payment processor — we never see or store full card or bank numbers.
• We require strong, unique passwords and enable two-factor authentication on the third-party service accounts (hosting, payments, email) that hold member data.

Sharing With Third Parties

We share information only with the following service providers, as needed to operate the portal:

• Stripe — dues / payment processing (privacy policy)
• Vercel — secure hosting and data storage (privacy policy)
• Resend — transactional email delivery, such as sign-in and verification emails and association notices (privacy policy)
• Google — a periodic secured backup of member records is exported to a private Google Sheet (privacy policy)
• Intuit (QuickBooks) — accounting and bookkeeping of dues and payments (privacy policy)

We do not sell your information, and we do not share it with marketing partners.

How Long We Keep Your Information

• Membership and account information: retained for as long as you are a member of the association, and for a reasonable period afterward for recordkeeping, then securely deleted.
• Dues and payment records: retained for 7 years to meet IRS and accounting requirements.
• Email communication records: retained for approximately 1 year.

Your Rights

You may:

• View and update much of your own information directly in the portal (profile, contact details, and additional emails)
• Request a copy of the information we hold about you and your household
• Request correction of inaccurate information
• Request deletion of your information after the retention periods above (except where we are required to retain it by law)
• Opt out of non-essential communications at any time

To make a request, contact the association at baycrestassociation@gmail.com.

Intended for Adults

The member portal is intended for use by adult members of Bay Crest Association. It is not directed to children, and we do not knowingly collect personal information from children through the portal.

Changes to This Notice

We may update this notice as our practices evolve. Material changes will be communicated to members by email or through the portal.

Contact

Questions about this privacy notice or our data practices? Contact baycrestassociation@gmail.com.

Last updated: June 29, 2026
Bay Crest Association — Member Portal

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