Legal

Privacy Policy

Last updated: June 20, 2026

Bayside (“Bayside,” “we,” “us”) provides outsourced permit and property concern management services to homeowner associations (HOAs) and property management companies (“Clients”). This Privacy Policy explains what information we collect through our marketing website and platform, how we use it, and the choices available to you. It applies to the Bayside marketing site, the Bayside Administration Portal, and the HOA / Property Management User Portal, together with the tokenized edit links we send to applicants.

Information we collect

Account information. Names, email addresses, company and community details, and role assignments for Client portal users and Bayside staff. Accounts are created by Bayside or its Clients; we do not offer open self-registration.
Submission information. The contents of permit applications and property concerns, including descriptions, categories, locations or unit references, supporting documents, photos, and any messages exchanged through the portal.
Applicant information. When a Client submits a permit on a homeowner's behalf, we process the applicant's contact details to deliver a confirmation email and a secure, time-limited link that lets the applicant edit their own submission without creating an account.
Usage and technical information. Standard log data (such as IP address and timestamps) used to operate, secure, and rate-limit the service, and, where enabled by the site operator, aggregate analytics about website usage.

How we use information

To receive, review, process, and resolve permit requests and property concerns.
To communicate status updates, requests for additional information, and resolutions.
To authenticate users and route them to the appropriate portal.
To maintain audit trails of staff actions for accountability and compliance.
To secure the platform, prevent abuse, and meet legal obligations.

How we share information

We share submission information between the submitting Client and Bayside staff as needed to deliver the service. We do not sell personal information. We may share information with service providers who host or support the platform under confidentiality obligations, and when required by law or to protect the rights and safety of Bayside, our Clients, or the public.

Data retention

We retain account, submission, and audit information for as long as needed to provide the service and to meet the record-keeping requirements set out in our service agreement with each Client, after which it is deleted or anonymized. Tokenized edit links expire automatically once a final decision is issued or after a configured time window.

Security

Access to the platform is restricted by role and scoped to each Client's own data. Passwords are stored using one-way hashing, connections are encrypted in transit, and staff actions are logged. No system is perfectly secure, but we maintain administrative and technical safeguards appropriate to the sensitivity of the information we process.

Your choices and rights

Client portal users can update their account and submission details through the portal. Applicants may edit their own submission via the secure link while it remains editable. Depending on your jurisdiction, you may have rights to access, correct, or delete personal information; direct such requests to your HOA / property management Client or contact us using the details below.

Contact

Questions about this Privacy Policy can be directed to Bayside at privacy@bayside.example.

This policy is provided as a starting template and should be reviewed by qualified legal counsel, and tailored to the specific data practices and jurisdictions in which Bayside operates, before public launch.