Privacy Policy
How we collect, use, and protect your personal information.
1. Who we are
This website, carltonwoodsai.org, is operated by Carlton Woods Association Inc., a Texas nonprofit corporation recognized by the IRS as a 501(c)(4) civic league and social welfare organization (EIN 76-0656365). In this policy, "we," "us," and "our" refer to Carlton Woods Association Inc.
Contact: 2002 W Grand Parkway N Ste 100, Houston, TX 77069 · erica@carltonwoodsai.org · +1 (281) 870-0585
2. information we collect
information you give us
- Contact form: your name, email address, and message.
- Contributions: your name, email address, billing postal code, and contribution amount. We never see or store your full card number. Card data goes directly from your browser to Stripe, Inc. We receive only a token, the last four digits, and the card brand.
- General correspondence: whatever you choose to send us by email, phone, or post.
information collected automatically
- Standard server logs: IP address, browser type, referring page, and timestamp. These are kept for security and troubleshooting and are retained for no more than 90 days.
- Essential cookies required for the site to function. See our Cookie Policy.
We do not sell, rent, or trade your personal information. We do not run advertising trackers, behavioral profiling, or cross-site retargeting pixels on this site.
3. How we use your information
- To respond to your inquiry.
- To process your community contribution and issue a receipt.
- To maintain financial records we are legally required to keep.
- To protect the site against spam, fraud, and abuse.
- To comply with applicable law and respond to lawful requests from public authorities.
4. Payment processing
Online contributions are processed by Stripe, Inc. Stripe is PCI-DSS Level 1 certified. When you contribute, you are subject to Stripe's Privacy Policy in addition to ours. We do not receive or store your full payment card number, CVV, or bank account details at any point.
5. How long we keep information
| Record type | Retention | Reason |
|---|---|---|
| Contribution & receipt records | 7 years | IRS recordkeeping and audit defense |
| Contact form submissions | 24 months | Follow-up and continuity |
| Server access logs | 90 days | Security and troubleshooting |
6. When we share information
We share personal information only with:
- Service providers who help us operate — Stripe (payments), our email provider, our hosting provider, and our form-handling provider. Each is bound by contract to use your data only for the service they provide to us.
- Professional advisors — our accountant and attorney — where necessary and under confidentiality obligations.
- Legal authorities where required by law, subpoena, or court order, or where necessary to protect someone's safety.
7. Your rights
You may ask us at any time to:
- Confirm what personal information we hold about you;
- Correct inaccurate information;
- Delete information we are not legally required to keep;
- Receive a copy of your information in a portable format.
Send requests to erica@carltonwoodsai.org with the subject line "Privacy Request." We will respond within 45 days and may need to verify your identity first.
California residents (CCPA/CPRA)
We do not sell or share personal information as those terms are defined under the CCPA. California residents may exercise the rights above by contacting us.
8. Security
This site is served over HTTPS with TLS encryption. We apply industry-standard administrative and technical safeguards to protect the information we hold. No method of transmission or storage is completely secure; we cannot guarantee absolute security.
9. Changes to this policy
We may update this policy from time to time. Material changes will be posted on this page with a new effective date. Continued use of the site after a change constitutes acceptance of the revised policy.
10. Contact us
Carlton Woods Association Inc.
Attn: Privacy
2002 W Grand Parkway N Ste 100
Houston, TX 77069
erica@carltonwoodsai.org · +1 (281) 870-0585