Privacy Policy

This Privacy Policy describes how Charterstone Management Group ("Charterstone," "we," "us," or "our") collects, uses, shares, and protects your personal and professional association data. This policy applies to all data collected through our website [www.charterstonemgmt.com], our proprietary CharterScore™ Digital Diagnostic Portal, and any related executive services (collectively, the "Services"). By accessing or using our Services, you consent to the data practices described in this policy.

1. Information We Collect

Charterstone is a highly niched executive consultancy. As such, we collect significant, non-public data that is essential for our operational and diagnostic services. We collect:

Professional & Identification Data: We collect your name, business email, phone number, physical address, and your role within your Community Association (e.g., Board President).
Association Diagnostic Data: When using the CharterScore™ Diagnostic tool, you submit specific, sensitive association data, including financial balances, reserve fund allocations, existing insurance policy details (including D&O limits), legal statute references ({FS 718 / 720}), current vendor contract specifics, and structural asset inventories.
Payment Information: We use a third-party payment processor ([Insert Processor Name, e.g., Stripe]) to collect credit card data or banking information for Service payments. Charterstone does not store full payment details on our local servers.
Website Analytics: We automatically collect standard technical information, including your IP address, browser type, device identifiers, operating system, and data related to your interactions with our website and Digital Portal.

2. How We Use Your Information

Charterstone uses the information we collect strictly to execute our elite governance model and provide you with data-driven strategic consultation. We use your information to:

Perform Forensic Audits: To analyze and calculate your 40-point CharterScore™ Risk Metric and generate your tailored 2-page executive execution PDF.
Provide Consultative Services: To develop tailored asset master plans, budgetary strategies, and operational optimization frameworks based on your specific diagnostic data.
Execute Daily Operations: When you utilize our executive framework with authorization, we use association data to dispatch vetted vendors, process accounts payable, and enforce SLAs.
Communicate & Update: To send you Service-related notifications, security updates, and regulatory compliance alerts (e.g., DBPR notices).
Ensure Compliance: To verify your identity as an authorized board director and to comply with legal obligations, including cooperating with Florida Department of Business and Professional Regulation (DBPR) or other government audits when legally mandated.

3. Sharing Your Information

We explicitly do not sell, rent, or trade your personal association data to third parties. We view your data as a confidential strategic asset. We may share your data only:

With Third-Party Service Providers: We may share limited data with trusted third parties who assist us in operating our Services (e.g., hosting providers, payment processors, analytics providers, and essential operational software providers). These parties are bound by strict confidentiality agreements.
For Essential Operations: If authorized to execute a task, we share minimal relevant association details (e.g., location, point of contact, asset specifics) with vendors required to perform essential repairs or services.
With Legal Counsel or Receivers: We may share relevant data with your authorized legal counsel, a court-appointed Receiver, or your CPA, but only upon receiving direct, written authorization from your Board of Directors.
As Required by Law: We may disclose information if required to do so by a valid legal subpoena, court order, or governmental audit.

4. Data Security

Charterstone is a compliance-first firm. We treat your data with the same intensity as our proprietary intellectual property. We implement and maintain institutional-grade security measures to protect your data, including the use of SSL (Secure Sockets Layer) encryption on our website and for all data submissions through the CharterScore™ Portal. Access to sensitive association data is strictly restricted to essential Charterstone personnel on a "need-to-know" basis. We leverage firewalls, access controls, and regular vulnerability scanning (like the standards in image_2.png). However, no method of transmission over the internet is 100% secure. You recognize that you provide your data to us with this understanding.

5. Cookies & Tracking

Our website uses cookies and similar tracking technologies (e.g., pixels, web beacons) to enhance user experience, analyze how you navigate our site (like the visualizations in image_2.png), and target our marketing efforts (sniper direct mail or search engine optimization). We use essential cookies required for site function and diagnostic processing. We also use analytics cookies (e.g., Google Analytics) to monitor traffic. You can adjust your browser settings to decline cookies, but this will significantly impact your ability to utilize the CharterScore™ Diagnostic.

6. Your Choices

As an authorized board representative, you maintain significant control over the data you have provided to Charterstone. You can:

Access & Correct: Request access to the association data we hold and correct any inaccuracies within your CharterScore™ profile or Digital Portal.
Delete Data: Request the complete deletion of your association data upon termination of your service contract or the closure of your account, subject to necessary legal or auditing retentions (FS 718/720 retentions).
Update Preferences: Opt-out of non-essential marketing communications, though we must maintain communication related to your active Services and statutory compliance alerts.

7. Contact Us

For any questions regarding this Privacy Policy, your data choices, or to make an data access or deletion request, please contact our Director of Compliance directly:

Charterstone Management

Sharon Singleton,

Director of Compliance

compliance@charterstonemgmt.com

Lakeland, FL 33813

If you have any questions about this Privacy Policy, please contact us at:

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