Privacy Policy

Effective October 23, 2026

Desert Realty Association Management, LLC (“DRAM,” “we,” “us”), manages community associations on behalf of their boards of directors. This policy explains what personal information we hold, where it comes from, how we use and protect it, and who we share it with.

It covers this website, the homeowner portal, the board approval pages, and the email, phone and voicemail channels we use to communicate with homeowners, board members and vendors.

1. Who we act for

We hold most homeowner information on behalf of the association that engaged us. The association’s board of directors may access its members’ records, and Arizona law and the association’s governing documents determine some of what must be kept and who may inspect it.

2. Information we collect

Provided by the association or from public and closing records

• Name, mailing address, property address and unit or lot number
• Email addresses and phone numbers
• Ownership and move-in dates, and how you prefer to receive statements
• Assessment, account and payment history for your property

Provided by you

• Your homeowner portal account and the details you update there
• Emails you send us, and your replies to messages we send
• Voicemails left at our office, including the recording and an automated transcript
• Documents and photos you submit, such as architectural requests or maintenance reports
• Votes, comments and attachments on board approval requests (board members)

Payment records

We receive records of payments made to the association’s bank accounts (such as payer, amount, date and reference) so that payments can be credited to the correct account. This website does not collect or store payment card numbers.

Collected automatically

• Session cookie: keeps you signed in while you use the portal and expires when you sign out or close your browser.
• “Remember me” cookie: stores your user ID, never your password, for up to one year, and only if you choose that option at sign-in.
• Trusted device cookie: lets a board member skip the one-time sign-in code on a device they have already verified, for up to 30 days.
• Email delivery and open status: for messages we send, our email provider reports whether each message was delivered and whether it was opened. We use this to confirm that required notices reached you.
• Server logs: IP address, browser type and the pages requested, kept for security and troubleshooting.

We do not use advertising cookies, third-party analytics or tracking for marketing.

3. How we use information

• To manage the association: billing, collections, maintenance, architectural review, violation enforcement and record-keeping
• To communicate with you, including notices required by your governing documents or by law
• To respond to your questions, requests and voicemails, and to track them through to resolution
• To support board decisions and approvals
• To keep the website and our systems secure

4. Who we share it with

We do not sell or rent personal information, and we do not share it for anyone else’s marketing. We share it only:

• With your association’s board of directors and its authorized committees
• With other members of the association, where Arizona law or the governing documents give them a right to inspect association records
• With service providers who run parts of our systems for us (cloud hosting and file storage, email delivery, email security filtering, telephone and voicemail), only as needed to provide that service
• With the association’s bank, accountants, auditors, attorneys and collection agents, when acting for the association
• When required by law, subpoena or court order, or to protect the rights, property or safety of the association, its members or others

5. How we protect it

• All connections to this website are encrypted in transit (HTTPS/TLS).
• Staff access is role-based. Homeowners, board members and staff each see only what their role allows.
• Homeowner portal passwords are stored as salted one-way hashes, never in readable form.
• Board approval links require a one-time code sent to the member’s address on file, so a forwarded email cannot be used by someone else.
• Association documents and voicemail recordings are kept in private storage and served only to signed-in, authorized users. They are never placed at public web addresses.
• Significant changes to records are logged with who made them and when.
• Credentials for connected services are kept on the server and are never sent to your browser.

No system is perfectly secure. If we learn of a breach affecting your personal information, we will notify you and the association as required by Arizona law.

6. How long we keep it

We keep association records for as long as we manage the association and as long as the governing documents, tax and accounting rules, and Arizona law require. When a record is no longer active, we usually deactivate it rather than delete it, so the association’s history stays complete. When we stop managing an association, its records are turned over to the association as its governing documents and the law provide.

7. Your choices

• You can review and update your contact details in the homeowner portal, or by contacting us.
• You can ask for a copy of the information we hold about you, or ask us to correct it.
• You can tell us whether you prefer statements by email or by mail.

Some notices are required by your governing documents or by law. We will continue to send those regardless of your preferences.

8. Children

This website is not directed to children under 13, and we do not knowingly collect information from them.

9. Changes to this policy

If we change this policy, we will post the new version here with a new effective date.

10. Contact us