Association Information Services, Inc.
Privacy Policy

We understand that privacy online is important to users of our web sites, especially when conducting business.  This statement governs our privacy policies with respect to users of those sites.  To understand this Privacy Policy, please familiarize yourself with the following definitions:

“Site” or “Sites” – This refers to the Association Information Services, Inc. (“AIS”) corporate website at www.AssociationIS.com, as well as to all of many privately-branded websites that we provide for our clients.  To access one of the privately-branded sites, you must first access the client’s website, and then follow a link found there to the website provided for them by AIS.  To identify an AIS web site, look for the AIS logo and the text “Powered by AIS” on the login page.

"Visitor" – This refers to any person who views any of the Sites via their connection to the Internet.

“Registered User” – This refers to any Visitor that decides to register to use one of the Sites.  One must be a Registered User to make purchases using a client’s Site, and must register on each individual client Site separately.

“Customer” – This refers to any Registered User who actually makes, or attempts to make, a purchase using any of the Sites.

“Client” – This refers to a business that has contracted with AIS for AIS to provide an Online Information Service to be used to process its orders for resale information needed when a home in a community association is transferred from one owner or another, or leased by a new tenant.  The Client may be an association management company or an individual community association (homeowners association, condominium, or co-operative).

"Personally Identifiable Information" – This refers to any information that identifies or can be used to identify, contact, or locate the person to whom such information pertains, including, but not limited to, name, address, phone number, fax number, email address, and credit card information.
Personally Identifiable Information does not include information that is collected anonymously (that is, without identification of the individual user) or demographic information not connected to an identified individual.

What Personally Identifiable Information is collected?
We do not collect any Personally Identifiable Information from casual Visitors to our Sites unless they choose to contact us using the “Contact” system provided.  There, we collect, at minimum, the name, phone number and email address of the person making the contact.
Should a Visitor decide to become a Registered User, they must provide the following minimum information:

• First & Last Name
• Company Name (if applicable)
• Street Address of Business (or Home Address, if an individual)
• Primary Contact Phone Number
• Email Address
• Registrant Type

Optionally, the Registered User may provide additional information for us to use when contacting them:

• Fax Phone Number
• Alternate Phone Number

Should a Registered User decide to make a purchase on one of our Sites, becoming a “Customer”, and pay for that purchase using a credit card, they must provide the following additional information:

• Credit Card Type
• Credit Card Number and Verification Code
• Credit Card Expiration Date
• Credit Card Account Holder Name
• Credit Card Billing Address

What organizations are collecting the information?
AIS collects this information on behalf of its clients and itself.

How do the Sites use Personally Identifiable Information?
We use Personally Identifiable Information to respond to Visitor’s inquiries, to process, deliver and follow up on orders placed by Customers for our Clients, and to send acknowledgements, receipts or invoices.  Should some type of problem be encountered in the processing, delivery or payment of an order, we will use the Personal Identifiable Information to contact the Customer by mail, phone or email in an attempt to resolve the problem.  Additionally, the Customer’s information is normally included in the data reports produced by our system and purchased by the Customer.

Who has access to Personally Identifiable Information?
Personally Identifiable Information is available to AIS employees and to specific employees of our tech providers, in the performance of their duties.  Additionally, the information relating to Registered Users, Customers, and transactions is also available to the Clients on whose Sites the Registered User or Customer is using. 
Should a Customer pay by credit card, card account and transaction amount information is transmitted to our credit card service provider, and subsequently to other companies, including the credit card issuer and their contracted agents, as necessary to process the credit card transaction.  Note that the credit card account and billing address information is never permanently stored on the AIS system.  It is only “passed through” to the processor.
As the Personally Identifiable Information collected by the AIS system is normally used in creating paperwork needed for a real estate transaction, that information, as well as financial and/or real estate information relating to that transaction, is normally included as part of the reports we produce.  This information may be distributed to a variety of parties involved in that transaction, including, but not necessarily limited to, the following:

• The controlling community association, such as a homeowner’s association, condominium or cooperative;
• That community association’s management company;
• A lender, such as a bank or mortgage company;
• A credit reporting agency;
• A title or escrow company;
• A home inspector or appraiser; and/or
• A law firm, attorney or other legal professional involved in the closing;

AIS has no control of Personally Identifiable Information provided to these outside parties.  You should check the Privacy Policies of these companies, including those of any Clients, independently.
Aside from the above, AIS does not share Personally Identifiable Information with any other parties, unless required to do so by law, subpoena or other lawful order of a court of competent jurisdiction. 
We do not sell, rent or otherwise distribute mailing lists, phone lists or email lists to third parties.

How is Personally Identifiable Information Stored?
Personally Identifiable Information collected by the Sites is securely stored in the AIS system database.  Access to this database is strictly controlled by password restricted login and our system requires an encrypted connection. 
Information relating to a specific order is permanently retained as part of the AIS system until it is archived to some other data storage media.  The archived data is retained for a minimum of seven (7) years.  It may be permanently erased after that time, or further retained, at our option.

Can I have my Personally Identifiable Information removed from your system?
Once a Registered User becomes a Customer, there are no options for removing the Personally Identifiable Information from our system.  It must remain in the system for order fulfillment, billing, and historical research purposes.  Visitors who have become Registered Users, but have not placed an order, may contact us via our corporate Site or via US Mail and request that their registration information be permanently deleted.  You must provide the name and email addresses used when registering when making the request.

Are Cookies Used on the Sites?
No.  None of the Sites employ cookies.

How do the Sites use login information?
AssociationIS.com uses login information, including, but not limited to, IP addresses, ISP's, and browser types, to analyze trends, administer the Site, and gather broad demographic information.

How do the Sites keep Personally Identifiable Information secure?
All of our employees are familiar with our security policy and practices. The Personally Identifiable Information of our Visitors, Registered Users and Customers is only accessible to a limited number of qualified employees who are given a password in order to gain access to the information. We employ encryption protocols to protect information sent over the internet and audit our security systems and processes on a regular basis.
While we take commercially reasonable measures to maintain a secure site, electronic communications and databases are subject to errors, tampering and break-ins, and we cannot guarantee or warrant that such events will not take place and we will not be liable to Visitors, Registered Users or Customers for any such occurrences. You will find that almost all Internet e-commerce providers make this same claim.

How can Visitors correct any inaccuracies in Personally Identifiable Information?
Registered Users and Customers may update their Personally Identifiable Information by logging into the appropriate Client Site and clicking the “Edit User Registration Button” that appears on its “Welcome” page.  They may also contact us use via mail or email.  Such requests must include the name and email address used when registering.

What happens if this Privacy Policy Changes?
We will let our Registered Users and Customers know about changes to our privacy policy by posting such changes on the Site(s).

Links
Our Sites contain links to other web sites. Please note that when you click on one of these links, you are moving to another web site.  We encourage you to read the privacy statements of these linked sites as their privacy policies may differ from ours.

Thank you for using our websites!
Association Information Services, Inc.
May 31, 2007