Privacy Policy v5 — Last updated October 6, 2026
This Privacy Policy describes how Griffin Realty, Inc., d/b/a SmartLedger Management ("MyRecordSite," "we," "us") collects, uses, and shares information in connection with the MyRecordSite platform.
1. Information We Collect
- Account information: name, email address, phone number, and role (e.g., board member, manager) for individuals who create or are added to a MyRecordSite account.
- Association information: association name, address, unit/parcel count, association type, and similar details provided when setting up an association's account.
- Owner/user information: information provided by owners or members seeking Owner Access, such as name, email, and unit/parcel identification, and information association administrators enter about owners for eligibility purposes.
- Uploaded content: documents and records that association administrators upload to the platform, including any personal information those documents may contain.
- Billing information: subscription and billing details. Full payment card and bank account details are collected and processed directly by our payment processor, Stripe; we do not store complete card or bank account numbers ourselves.
- Technical and log information: device, browser, IP address, and usage information collected automatically when you use the platform, for security and operational purposes.
- Communications: information you provide when you contact us for support or other purposes.
We collect only the categories described above. MyRecordSite does not currently use non-essential advertising or analytics tracking cookies. The service uses cookies and similar technologies that are necessary for authentication, security, association-application access, and core platform functionality.
2. How We Use Information
We use the information described above to: operate and provide the MyRecordSite platform; authenticate users and enforce access controls; provide association websites and Owner Access; process billing and payments; communicate with you about your account or support requests; maintain security and troubleshoot issues; comply with applicable legal obligations; and improve the platform.
3. Service Providers
We use third-party service providers to operate MyRecordSite, including hosting and application infrastructure providers (such as Supabase and Vercel), our payment processor (Stripe), and, when configured, a transactional email provider. These providers process information on our behalf and only as necessary to provide their services to us.
4. Payment Information
Subscription payments are processed by Stripe. When you provide payment information, it is transmitted directly to Stripe in accordance with Stripe's own privacy and security practices. We receive limited information from Stripe necessary to manage your subscription (such as payment status and a reference to your payment method), but we do not store your complete card number, bank account number, or similar full payment credentials.
5. Public vs. Protected Information
MyRecordSite is designed so that some association content - such as content an authorized association administrator chooses to publish to the association's public website - is intentionally made publicly available. Other content, including protected Owner Records, is available only through authenticated, protected areas of the platform to authorized owners and administrators. Your association's administrators control what is published publicly versus made available only to authenticated users. Not everything uploaded to MyRecordSite is private - visibility depends on the publication choices your association makes.
6. Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information on the platform, including access controls, authentication, and encryption where appropriate. No system can guarantee absolute security, and we do not represent that MyRecordSite is invulnerable to unauthorized access. We do not publicly disclose the specific technical details of our security implementation.
7. Data Retention
While your account is active, we retain account, association, and record information for the life of the account. We do not delete your association's records at the time a subscription is cancelled or an account is suspended. Following the effective date of cancellation or termination, your association's data will be retained in a read-only state for an ordinary period of 90 days, during which your association may access and export its data and may request reactivation of the account. After that 90-day period, your association's data becomes eligible for permanent deletion; permanent deletion requires our approval and does not occur automatically. We will not permanently delete data that is subject to a legal hold or other legal retention obligation of which we are aware. We may retain information longer where required by law, reasonably necessary to resolve disputes or enforce our agreements, or where appropriate in connection with your association's own legal obligations. Your association remains responsible for determining and satisfying its own statutory record-retention obligations.
8. Your Choices and Rights
You may review and update certain account information directly within the platform. Requests to access, correct, or delete personal information may be directed to us using the contact information below. Please note an important distinction: personal information about an individual user (such as an administrator's or owner's own contact details) is different from an association's official records, which may belong to the association and be subject to the association's own retention obligations under applicable law - we may not be able to delete association records simply because an individual user requests it, and such requests may need to be directed to the association itself.
9. Children's Privacy
MyRecordSite is a business and community-association service intended for use by adults acting on behalf of associations, management companies, and property owners. It is not directed to children, and we do not knowingly collect personal information from children.
10. Security Incidents
If we experience a security incident affecting personal information in a manner that requires notification under applicable law, we will provide notice as required by that law, including, where applicable, Florida's information security and breach notification requirements (§501.171, Fla. Stat.).
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will provide reasonable notice of material changes.
12. Contact
Questions about this Privacy Policy, including requests to access, correct, or delete personal information, can be directed to support@myrecordsite.com.