Privacy Policy

1 Information We Collect

We collect only essential information required for co-op property administration, security, and community governance:

• Shareholder & Resident Records: Name, unit number, primary phone, email address, emergency contact details, and maintenance billing preferences.
• Renter & Guest Filings: Approved sublet tenant contact information, occupancy dates, vehicle registration details, and emergency caretaker contacts.
• Service & Maintenance Tickets: Issue descriptions, photos submitted for repair requests, and caretaker dispatch logs.
• Safety Registries: Lithium e-bike registrations, kayak rack assignments, and parking permit filings.

2 How Information is Used

Personal information collected through Port Royal platforms is strictly utilized for internal cooperative operations:

• Facilitating on-site caretaker emergency notifications and maintenance repairs.
• Distributing official board governance correspondence, proprietary lease updates, and financial statements.
• Verifying authorized access to shareholder, renter, and management portal dashboards.
• Ensuring property safety and compliance with Town of East Hampton and Co-op House Rules.

3 Portal Authentication & Cookies

Our website uses essential HTTP cookies and secure authentication tokens to verify user identity when logging into private portal dashboards:

• Session Cookies: Temporarily store authentication states (`Auth0` sessions for shareholders and encrypted magic link tokens for renters).
• No Commercial Tracking: We do NOT use third-party advertising cookies, cross-site tracking pixels, or sell analytics data to external vendors.

4 Data Protection & Security

We implement industry-standard encryption protocols (TLS/SSL in transit and AES-256 at rest) to safeguard stored resident records against unauthorized access, alteration, or disclosure.