Kenilworth HOA

Kenilworth Townhome HOA Inc. (“the HOA”) operates this residents-only portal at kenilworth-hoa.com. Accounts are created only for current owners of the six townhomes at 1403–1413 Kenilworth Ave, Charlotte NC, and for a small number of board-appointed administrators. The site is not open to the general public.

What we collect

Profile data: name, email address, optional phone number, optional alternate email/phone, optional profile image. Provided by you directly.
Ownership records: which unit you own and when your ownership began. Maintained by HOA administrators.
Uploaded documents: insurance certificates, signed leases, and similar files you upload to satisfy HOA requirements. Files are stored in a Google Drive folder under the HOA’s Google Workspace account.
Billing records: charges posted to your unit and payments received. Financial account details are never stored on our servers — bank account and routing numbers are held by Stripe, our payment processor.
Tenant contact info: if you rent your unit and record your tenant’s name, email, or phone in the portal, we store that information so the HOA can reach the tenant about unit-specific matters. Tenants do not get logins.
Authentication: an encrypted session cookie after you sign in. We store a one-way hash of your password, never the password itself. If you enroll in two-factor authentication, your TOTP secret is stored encrypted and your recovery codes are stored as one-way hashes.

How we use it

Data is used exclusively to operate the HOA (billing, document management, owner communication). We do not sell or share your data with third parties except the service providers below, and only for the stated functions.

Stripe — payment processing for ACH debits. Governed by Stripe’s privacy policy.
Plaid— read-only sync of the HOA’s own operating bank account so the treasurer can reconcile activity inside the admin dashboard. Residents’ personal bank accounts are notlinked through Plaid; only the association’s single bank account is. Governed by Plaid’s privacy policy.
Neon — managed Postgres hosting for the application database.
Google (Drive + Workspace) — storage for uploaded documents and HOA email.
Resend — transactional email delivery (invite, password reset, reminders, autopay-failure notifications).
Vercel — web hosting and request logging.
Sentry — error monitoring. Outgoing reports are scrubbed: we strip request bodies, cookies, and authentication headers, and we attach only your internal user-ID — never your email, name, or IP address.

What we don’t do

We do not run analytics, advertising pixels, or any third-party tracking. There is no third-party SDK loaded in your browser besides Stripe’s payment elements (and only on the autopay-setup page). Cookies are limited to your authentication session.

Retention

How long each category of data is kept, what triggers disposal, and how disposal is carried out are detailed in our Data retention and disposal policy. Two summary points worth surfacing here: billing and document records are kept indefinitely as part of the HOA’s audit history (minimum 7 years for IRS recordkeeping); profile contact fields can be redacted on request after your ownership ends, while records tied to a closed tenure stay attached to that tenure.

Your choices

Update your contact information inside the portal at any time.
Revoke autopay (disconnect your bank) at any time from the Payments page.
Request data export or deletion by emailing hoa@kenilworth-hoa.com.

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