Verity Residential Privacy Notice
Who we are: Verity Residential, LLC ("Verity," "we," "us," or "our").
How to contact us: support@verityresidential.com; Verity Residential, LLC, 4516 E Hwy 20, PMB 212, Niceville, FL 32578.
1) Scope & Roles
This Privacy Notice explains how we collect, use, disclose, and safeguard personal information when you use our websites and related online services (the "Services").
Website (controller role). For our public website (including contact forms and blog/email sign-up), Verity acts as a business/controller. We decide the purposes and means of processing for those features.
Owner Portal (processor role). Our website includes links to an owner portal operated by our software provider Vantaca. The portal is not part of our website, and information you submit there is processed under the portal’s own terms and privacy policy. When we administer the portal or update owner contact preferences on behalf of an association, we act as that association’s service provider/processor and follow their instructions.
Florida Associations: We also handle information designated as association “official records” under Fla. Stat. chs. 718 and 720 and related regulations. Those access and retention obligations may differ from this Notice and are directed by statute and the association’s governing documents. Where a conflict exists, applicable law and the association’s instructions control.
2) Personal Information We Collect
We collect the categories of personal information below on our website (specific items depend on your interactions with us):
- Identifiers & contact details (e.g., name, email address, postal address, phone number, IP address, device identifiers).
- Commercial/relationship data (e.g., services requested, inquiries, association name, unit/lot number when you use our owner contact update form so we can update communication preferences for your association).
- Online activity & device data (e.g., pages viewed, links clicked, referring/exit pages, session timestamps, approximate location from IP, browser and OS version). Collected via cookies, pixels, and similar technologies.
- Communications & user content (e.g., messages, attachments, support requests you send to support@verityresidential.com).
- Marketing preferences (e.g., email address for blog updates/news and your subscription choices).
- Employment applicant data (if you apply for a role via our website).
- Sensitive information: We do not seek to collect sensitive personal information on our website.
We do not collect site account credentials. Our website does not provide account creation or login. Any credentials you use are entered directly into the Vantaca portal, which is outside our site.
Payments. We do not collect payment information on our website. All payments are processed in the Vantaca portal or by the association’s designated payment processor.
We also create deidentified or aggregated data and commit to maintain it without attempting to reidentify individuals.
3) Sources of Personal Information
- Directly from you (forms, emails, calls, uploads, chats, event registrations).
- Automatically from your device/browser through cookies and similar technologies.
- From service providers and partners (e.g., analytics, advertising platforms, payment processors).
- From association clients (when we act as a processor on their behalf).
4) How We Use Personal Information
We use personal information to:
- Provide, secure, and maintain the Services and our business operations.
- Manage contact requests and owner contact update submissions (including routing updates to Vantaca and association records when we act on the association’s instructions).
- Manage email subscriptions (blog/news) and send confirmations.
- Respond to inquiries, provide customer support, and communicate about the Services.
- Personalize your experience and improve the Services (including analytics, troubleshooting, fraud and abuse prevention, and quality assurance).
- Marketing & advertising: deliver or measure ads and communications (including retargeting/interest-based advertising where permitted).
- Events: manage registrations, attendance, and follow-up communications.
- Employment: evaluate applications and manage recruiting.
- Legal & compliance: comply with applicable laws, enforce terms, and protect rights, safety, and property.
- Research & development: develop new features and enhance existing ones. We do not use your personal information to train general-purpose AI models; where we use AI-enabled tools, we contractually restrict vendors from using your information to train models without our instruction.
5) Cookies, Analytics, and Advertising Technologies
We and our partners use cookies, pixels, SDKs, and similar technologies to operate the site, understand usage, and (where allowed) tailor content and advertising. Our website is hosted on GoDaddy infrastructure; we use the GoDaddy-provided cookie consent tools (or functionally equivalent) to capture and honor your preferences.
Your Choices
- Cookie preferences: Use our on-site cookie banner or preferences center to manage non-essential cookies (including analytics/advertising cookies). Essential cookies cannot be disabled.
- Browser signals: We honor applicable "universal opt-out mechanisms" (e.g., Global Privacy Control) as required by law.
- Platform settings: Use ad controls provided by Google, Meta, LinkedIn, Microsoft, and your mobile OS.
- Do Not Track (DNT): We respond to legally recognized signals (such as GPC). Other DNT signals are not standardized and may not be honored.
6) How We Disclose Personal Information
We disclose personal information as follows:
- Service providers/contractors (e.g., hosting, cloud services, security, analytics, advertising, email/SMS delivery, payment processing, and Vantaca for association portals and records management). They are contractually restricted from using personal information for their own purposes.
- Association clients (when we act as a processor), in accordance with our management agreements and their instructions.
- Business transfers (e.g., mergers, acquisitions, asset sales).
- Legal, safety, and compliance (e.g., lawful requests, enforcing terms, preventing fraud and abuse, protecting safety and property).
- Events and co-sponsors (for event administration).
- With your direction or consent (e.g., when you ask us to share information or make content public).
We do not disclose personal information to third parties in exchange for money. We may "sell" or "share" personal information (as those terms are defined by certain U.S. state laws) for advertising/analytics purposes. See Section 8 (State Privacy Rights) for opt-out rights and controls.
7) Data Retention
We retain personal information for as long as needed to fulfill the purposes described or as required by law, then delete or deidentify it. Typical retention periods:
| Category | Typical retention |
|---|---|
| Contact & account data | For the life of the account + 2 years |
| Transaction & payment records | 7 years (tax/audit obligations) |
| Analytics & event logs | 25 months (unless earlier deletion via preferences) |
| Marketing preferences & unsubscribes | As long as necessary to honor choices |
| Employment applicant data | 3 years (or per local law) |
| Association “official records” | Per the client association’s legal obligations and instructions |
8) Your Privacy Rights (U.S. Residents)
Depending on your state of residence and subject to exemptions, you may have the right to:
- Access and Portability – request a copy of personal information we hold about you.
- Correction – request we correct inaccuracies.
- Deletion – request we delete personal information.
- Opt out of: (i) sale of personal information; (ii) sharing/processing for targeted advertising; and (iii) certain profiling.
- Limit use/disclosure of sensitive personal information (where applicable).
- Appeal a denial of your request (e.g., VA/CO/CT/NJ/TX).
How to Exercise Your Rights
Email support@verityresidential.com. We will verify your identity and respond within timeframes required by law. Authorized agents may submit requests where permitted (California). We will not discriminate against you for exercising your rights.
Opt-Out of Sale/Sharing/Targeted Advertising
Use our “Your Privacy Choices / Do Not Sell or Share My Personal Information” link in the footer, our cookie banner, or a recognized universal opt-out mechanism (e.g., GPC). We will apply your browser signal to that browser and, if you are logged in to any Verity-managed account (not applicable to the Vantaca portal), to your profile.
SMS via Vantaca: If you consent to SMS through the Vantaca portal, you can revoke SMS consent within the portal or by following the instructions provided in those messages (e.g., replying STOP). SMS on our website is not enabled.
9) Security
We maintain administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is completely secure; please use caution when transmitting information online.
10) Children’s Privacy
Our Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact support@verityresidential.com and we will take appropriate steps.
11) International Visitors
Our Services are intended for users in the United States and are hosted in the U.S. If you access the Services from outside the U.S., you understand that your information may be transferred to, stored, and processed in the U.S. and other countries, which may have different data protection rules than your country.
12) Third-Party Links and Integrations
The Services may contain links to or integrations with third-party sites, platforms, or services (e.g., payment processors, social media, and Vantaca’s owner portal). We are not responsible for their privacy practices. Review their policies before providing personal information.
13) Changes to this Privacy Notice
We may update this Notice from time to time. The “Effective date” at the top shows when this version took effect. If changes are material, we may provide additional notice (e.g., by posting on our website).
14) State-Specific Addendum (Summary)
This Addendum highlights requirements in certain U.S. states. If state law conflicts with this Notice, state law controls.
- California (CCPA/CPRA): We provide a Notice at Collection, disclose retention periods by category, and offer opt-outs for sale and sharing (cross-context behavioral advertising). We honor Global Privacy Control signals.
- Colorado: We honor the Attorney General–recognized Universal Opt-Out Mechanism (currently Global Privacy Control). Consumers have rights to access, correction, deletion, portability, and to opt out of targeted advertising, sale, and certain profiling.
- Connecticut, Virginia, Utah, Texas, New Jersey, Oregon, Montana, Indiana, Iowa, Delaware, Tennessee, Florida (FDBR, if applicable), and other states with comprehensive privacy laws: We provide the rights and opt-outs required by law in those states.
- Nevada: Right to opt out of sale of covered information (email us).
Full details and submission links appear in Section 8.
15) Florida Community Association Note
When we act on behalf of Florida community associations, we may maintain or process association "official records" as defined by Fla. Stat. §§ 718.111(12) and 720.303 and related rules. Access, disclosure, and retention of such records are governed by law and the association’s policies. Requests for inspection of official records should be directed to the association; we will assist them in responding as required.
Appendix A — Notice at Collection (Website Forms)
Owner Contact Update Form (on Verity site). We collect your name, contact details, association name, and unit/lot to update communication preferences in association records and the Vantaca portal. We act as the association’s service provider/processor for this purpose and will not use this information for Verity marketing without your separate consent. Retention aligns with association recordkeeping obligations.
Blog/Email Sign-Up. We collect your email to send updates and news about Verity. You may unsubscribe at any time using the link in our emails. We do not sell your personal information.
Learn more: See the Personal Information We Collect, How We Use Personal Information, How We Disclose Personal Information, Data Retention, and State Privacy Rights sections above.
Appendix B — Your Privacy Choices Page (Starter Copy)
Use this language on a dedicated page and link it from your footer as “Your Privacy Choices / Do Not Sell or Share My Personal Information.”
- Opt out of sale/sharing/targeted advertising: Use the toggles in our cookie preferences center or send a request to support@verityresidential.com. We also honor compatible browser signals (e.g., Global Privacy Control).
- Cookie settings: Open the Cookie Preferences link in the footer to control non-essential analytics/advertising cookies.
- Email marketing: Use the unsubscribe link in any message or email support@verityresidential.com.
- SMS (Vantaca portal): Manage consent and opt-out directly in the portal or reply STOP to a message. For help, contact support@verityresidential.com.
- Access/Deletion/Correction/Appeal: Email support@verityresidential.com.
This page supplements, and should be read with, our Privacy Notice above.