Privacy Statement

 

Last updated: 2026-05-11

Heritage Village Master Association, Inc. (HVMA) is the homeowners' association that operates Heritage Village, an age-restricted (55+) residential community in Southbury, Connecticut. This statement explains how HVMA handles personal information collected through the digital services it provides to residents, owners, staff, and contractors. It applies to all services hosted in HVMA's Microsoft 365 tenant, including Microsoft Outlook, Teams, SharePoint, OneDrive, and Microsoft Forms.

 

HVMA is the data controller for information collected through HVMA-operated digital services. You can contact us at the addresses below.

 

465 Heritage Rd., Suite 1
Southbury, CT 06488

 

 

Depending on the service you use, HVMA may collect:

• Identifying information: name, unit address, condo association, phone number, email address.
• Membership and recordkeeping information: occupancy status, age-verification information required for 55+ compliance, household composition where relevant.
• Communication content: messages you send to HVMA staff or committees, including form submissions, emails, and Teams messages.
• Technical information that Microsoft 365 logs automatically: sign-in events for staff accounts, IP address, device and browser information, and similar metadata. Anonymous form respondents are not signed in and are not tied to a Microsoft account.

We do not collect financial account numbers, Social Security numbers, government identification numbers, or health information through these services. If a future HVMA service requires any of those, this statement will be updated and residents will be notified before collection begins.

 

HVMA uses this information to:

• Maintain the resident directory.
• Meet federal and state recordkeeping requirements that maintain Heritage Village's age-restricted (55+) classification.
• Operate the association's day-to-day business: dues, maintenance, committee work, communications with residents and condo associations.
• Respond to inquiries from residents, owners, and the public.

 

All information collected through these services is stored in Heritage Village Master Association's Microsoft 365 tenant. Microsoft encrypts data in transit and at rest, hosts it in compliant United States data centers, and provides the access controls HVMA uses to limit who can read it. HVMA does not sell, rent, or share personal information with third parties for marketing.

 

Access is limited to HVMA staff, board members, and committee members who need it for the purpose described above. Staff sign in with named accounts; access is logged by Microsoft 365. Information collected by a specific committee (for example, the Communications & PR Committee or IT Committee) is generally limited to that committee plus HVMA staff.

 

HVMA shares personal information only when:

• It is required to operate the service (Microsoft is HVMA's hosting and email provider; see the Microsoft Privacy Statement at https://privacy.microsoft.com/privacystatement for Microsoft's role as data processor).
• It is required by law, by a court order, or by a regulator with jurisdiction over HVMA.
• The information is part of the public record HVMA is required to maintain (for example, certain meeting minutes and association filings).

 

HVMA retains personal information for as long as you remain a resident or owner at Heritage Village, plus the period required by Connecticut law and HVMA's recordkeeping policies to maintain age-restricted classification and association records. When a resident or owner leaves the community, identifying information that is not part of a required record is removed or anonymized within a reasonable period.

 

You may:

• Ask HVMA what personal information we hold about you.
• Ask us to correct information that is wrong.
• Ask us to delete information that is not required for our recordkeeping or legal obligations.
• Withdraw consent for optional collection (for example, an optional photograph or directory listing).

To make a request, contact HVMA at the addresses below. We will respond within a reasonable period and let you know if any part of your request cannot be fulfilled because of legal or recordkeeping obligations.

 

HVMA does not operate advertising trackers on these services. Microsoft 365 uses functional cookies necessary to operate the platform (for example, to keep you signed in). See the Microsoft Privacy Statement for details.

 

HVMA's services are for adult residents, owners, and staff. We do not knowingly collect personal information from anyone under 18 through these services. Heritage Village is an age-restricted (55+) community.

 

HVMA may update this statement to reflect changes in how we use Microsoft 365 or in the law. The "last updated" date at the top will change when we revise the statement.

 

Main Office:

465 Heritage Rd., Suite 1
Southbury, CT 06488

 

Phone:

(203) 264-9644