Effective 10/08/2026

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What we collect. When you join, renew, register for an event, or contact us, we collect your name, household address, email address, phone number, the names of any household members you choose to list, and a record of your dues and event payments. If you ask us to reimburse you, we also collect where to send the money (a Zelle phone number or email, or a mailing address) and your receipts.

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Why we collect it. We use it only for association business: keeping the membership roster, recording dues, sending newsletters and event notices, and contacting you about your membership. We don't use it for anything else.​

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Who we share it with. We do not sell, rent, or share member information with anyone. Board officers, and volunteers who help run the association, can see the parts their role requires. We use a few service providers to run the association, including Wix for our website, PayPal and Wix for online payments, Google for email, and IONOS for secure hosting of our records. They hold the information to provide their service to us. When you pay through PayPal, PayPal also handles your payment under its own privacy statement, which you agreed to when you opened your PayPal account.​

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How we protect it. Our records are kept in password-protected systems, sign-ins are monitored, and backups are encrypted. Access is limited to the people who need it, and each sees only their part.

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Your choices. You can ask to see the information we hold about you, correct it, or stop receiving emails. Emails sent from our member records end with a link where you can choose to get only membership emails, or none at all. Either choice also takes you off our quarterly wrap-up. For anything else, reply to any of our emails and ask. If you're no longer a member, you can ask us to remove your record. We'll remove your name, address, email address, phone number, notes, and messages from our records and from our website's contact list. We keep payment records, including any reimbursement we paid you, for as long as our financial records and tax filings need them. A payment record keeps the amount, the date, and the name and email shown by the bank or payment service. Our monthly bookkeeping reports, which list the members as of each month, are kept with those records. Our records also keep an internal log of changes that can't be edited, so earlier entries in it can still show your details; only the people who keep our books can see it. Encrypted backup copies made before your request are deleted within six months.

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Contact. Email info@brookhavenfields.org with any question or request.