Privacy Policy

Harborstone Management, LLC (“Harborstone,” “we,” “us,” or “our”) manages community associations and residential properties. In doing so, we handle information about boards of directors, homeowners, residents, tenants, vendors, and property owners. This policy explains what we collect, why we collect it, how we protect it, and the choices available to you.

1. Information We Collect

We collect information in three ways: information you give us directly, information generated as we manage a property or association, and information collected automatically when you use our website or resident portal.

• Contact information — name, mailing address, email address, and telephone numbers.
• Property and account information — unit or parcel number, ownership records, lease terms, assessment balances, and payment history.
• Tenant and applicant information — for rental properties, screening information such as employment, income, and credit and background check results, obtained with applicant authorization.
• Service and maintenance records — work orders, inspection notes, photographs of common areas, and vendor invoices.
• Website and portal data — IP address, browser type, device information, pages viewed, and login activity.

2. How We Use Information

We use information to perform the management services we have been engaged to provide, including:

• Billing, collecting, and accounting for assessments, rents, and fees.
• Coordinating maintenance, repairs, inspections, and vendor services.
• Preparing financial statements, budgets, reserve reports, and tax filings.
• Communicating with boards, owners, residents, and tenants about association and property matters.
• Complying with legal, regulatory, insurance, and governing-document obligations.
• Improving our website, portal, and service quality.

We do not sell personal information, and we do not use it for third-party advertising.

3. How We Share Information

We share information only as needed to operate, and only with parties who are bound to protect it:

• Your association or owner — boards and property owners receive the records and reports they are entitled to.
• Service providers — accounting platforms, payment processors, software vendors, insurers, and licensed contractors performing work on the property.
• Professional advisors — attorneys, CPAs, auditors, and reserve analysts engaged by the association or owner.
• Legal and safety requirements — when required by law, subpoena, court order, or to protect the safety and property of others.

Where an association is the client, records we hold are association records. Requests for those records are governed by the association's governing documents and California law, including the Davis-Stirling Common Interest Development Act.

4. Cookies & Analytics

Our website uses essential cookies and similar technologies to keep sessions secure and remember your preferences. We may use privacy-respecting aggregate analytics to understand which pages are useful. You can block or delete cookies in your browser settings; essential portal functions may not work without them.

5. Security & Retention

We use administrative, technical, and physical safeguards including encrypted transmission, access controls, and role-based permissions. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

We retain records for as long as necessary to provide management services and to satisfy the record-retention requirements that apply to community associations and property management, after which records are securely destroyed.

6. Your Rights

Depending on your relationship with us and applicable law, including the California Consumer Privacy Act as amended, you may have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion, subject to legal and record-retention obligations.
• Designate an authorized agent to act on your behalf.
• Not be discriminated against for exercising your privacy rights.

Some requests must be directed to your association if the records belong to the association rather than to us individually. We will tell you when that is the case.

7. Contact Us

To exercise a privacy right or ask a question about this policy, contact: