There is a lot of confidential information that HOA Boards keep, including personal information such as driver’s license numbers, credit card records, social security numbers, etc. When is the last time you checked to see what type of information you are keeping on HOA members, employees or vendors; and if it is confidential?
Rules pertaining to state and federal court filings in addition to privacy acts have changed over the year, but many documents still contain sensitive information. If your Board has Sensitive Private Information (SPI) on file, today is a good time to decide if you want to protect or discard the data.
Sensitive Personal Information (SPI) is defined as an individual’s name, address, or telephone number combined with any of the following:
Guideline for electronic storage and disposal of SPI are:
Don’t leave your Board open for a lawsuit. You can protect your members, your Board and yourself by using one of the approved SPI disposal methods listed below.
Having a sound security plan in place to collect only what you need, keep it safe, and dispose of it securely can help you meet your legal obligations and protect the Board and your HOA members. If you aren’t sure if you’re following the federal guidelines, contact your HOA management company or go to the Federal Trade Commission website to learn about resource that are free for you.
Wise Property Solutions serves condominium and homeowners associations by addressing their financial, association and facilities management needs. The only certified and licensed community association management firm serving the Mountain South (Virginia, North & South Carolina, Tennessee) with offices in the Tri-Cities and Knoxville. Wise Property Solutions provides condo and homeowners association management services in Johnson City, TN; Bristol, TN; Kingsport, TN; Knoxville, TN and the surrounding region.