Privacy Statement

Last updated October 28, 2026.

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.

Who we are

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

What information we collect

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 or this website. Outside them, the office collects two of those: an owner’s Social Security number, when a home is bought and when the owner signs up for automatic payment of the monthly fee, and, for automatic payment, the bank account the fee is paid from. Social Security numbers are kept only on HVMA’s secured internal servers. If a future HVMA service requires any of the others, this statement will be updated and residents will be notified before collection begins.

Why we collect it

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.

How we store and protect it

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.

Who can access your information

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.

Sharing

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 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).

Retention

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.

Your choices

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.

Cookies and tracking

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.

This website

This statement also covers heritagevillagect.com, which HVMA runs with Heritage Village Foundation, Inc. What the site collects and where it goes:

• Online forms. What you type into a form on this site, including a drawn signature on a release, is kept as an entry in the site’s database and sent by email to the office or the committee named on the form. Each entry also records the internet address and browser of the computer that sent it, as the form software does by default. Entries are kept under the retention rule above; ask the office to remove yours.
• Accounts. Staff, Board members, and committee members sign in with named accounts to keep the site up to date. Residents sign in to reach the residents’ pages. Registering asks for your name, email address, a password (stored only in scrambled form), your unit, and whether you own it, rent it, or live there as a life tenant; and, if you choose, your mailing address, your phone numbers, and someone to call in an emergency. It also asks whether to list you in the resident directory and whether to email you notices. The directory shows your name, unit, and street, with the phone number you gave or chose on Your details, your email address if you choose to show it, or both; only signed-in residents and staff can see it, and on Your details you can take yourself out of it or stop showing your email. The office checks each registration against the property records before the account opens, and only the office sees the emergency contact. You can change these details on Your details after you sign in.
• Cookies. The site sets cookies only when you sign in, to keep you signed in. Anyone else browsing receives one short-lived security cookie from the hosting company’s network, which tells people apart from automated programs and holds nothing about you. The site has no advertising trackers and no visitor analytics.
• Videos. Videos are shown through YouTube’s privacy-enhanced player, which loads nothing from YouTube until you press Play. From then on the Google Privacy Policy applies to what the player does.
• Hosting. The site and its database are hosted by WP Engine. Like every web host, it keeps ordinary server logs (the address and browser of each request) for a limited time to run and secure the site.
• The Foundation. Heritage Village Foundation, Inc. shares this site. A message or form sent to a Foundation committee reaches it through the same office and is handled under this statement.
• Other sites. Links to the work order portal, the payment service, the room reservation system, and the Town of Southbury leave this site. Each has its own privacy practices, which the Village does not control.

Children

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.

Changes to this statement

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.

Contact

Main Office: 465 Heritage Road, Suite 1, Southbury, CT 06488
Phone: (203) 264-9644