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This privacy policy (“Privacy Policy”) describes how Sentry Management, Inc. (“Sentry”) and its affiliated companies may collect, use and share information that we have obtained through your use of the (“Website”), online services, including Sentry’s proprietary community management CommunityPro® portal (the “CommunityPro® Portal”) and other related services (collectively, the “Services”). By using or accessing the Services you are consenting to the practices and policies described in this Privacy Policy and the other terms and conditions of this Privacy Policy.  “You” or “your” means and refers to you as a user of the Services. “We,” “our,” “us” or “Sentry” refers to Sentry Management, Inc., our affiliated companies and our Services.


Our Privacy Policy is designed to provide transparency into our privacy practices and principles, in a format that our visitors and users of our Services can navigate, read and understand. We are dedicated to treating your personal information with care and respect. Please review the following Privacy Policy and contact us at 1-800-932-6636 if you have any questions or concerns.

If you are accessing the CommunityPro® Portal as an authorized end user (“End User”) in any of the following groups: (i) as an employee of Sentry (“Employee Users”); (ii) as a board member (“Board Member Users”) on behalf of an association that has entered into a Management Agreement with Sentry (an “Association Client”); (iii) as a homeowner owning property in an association  (or an authorized agent of such homeowner) (“Homeowner Users”) where the association has entered into a Management Agreement with Sentry; (iv) as a Community web admin (“CWA” or “Community Web Admin User”); or (v) as a third party vendor or professional (“Vendor Users”), your use or access of the Services is subject to the applicable terms of the Sentry End User License Agreement (“EULA”), which EULA is hereby incorporated by reference. You can review and access the EULA when you log-in to the CommunityPro® Portal or other Services, or when your account is registered by Sentry and your credentials are provided to you. The EULA provisions applicable to your End User role, and where it is shared or posted with you, will vary based on your End User role.


This Privacy Policy describes:

  1. Types of Information We Collect
  2. How We Collect Information
  3. How We Process Your Information and Our Lawful Basis for Doing So
  4. How We Share Your Information
  5. How We Protect the Privacy of Children Online
  6. Your Access to and Control Over Your Information
  7. Persons Covered by the GDPR (General Data Protection Regulation); Additional Jurisdiction Specific Rights
  8. California Privacy Rights – Notice to California Residents
  9. Consent
  10. Sensitive Data
  11. Information Retention
  12. Security
  13. Third-Party Services
  14. Email and Marketing Communications
  15. Changes to our Privacy Policy
  16. Contact Us


Within the last twelve months we have collected the following types of personal information from users of our Services for business or commercial purposes:

  • Personal identifiers, such as your name, physical address, email address, phone number, IP address, device identifiers, and identifiers associated with cookies;
  • Commercial information such as records of purchase and transaction histories, company name, and units managed in your portfolio;
  • Information described in subdivision (e) Section 1798.80 of the California Civil Code such as your name, address and telephone number; insurance information; financial information; account information such as account balances, association charges and other account ledger information.
  • Financial information, such as credit card, ACH, bank account information and other banking information (through our third party payment processor only);
  • Electronic network activity, such as information about how you use, access, or interact with the Services;
  • Information related to maintenance and/or service requests;
  • Professional or employment-related information such as the company or Association for which you are an authorized End User and your title or position;
  • Geolocation information, such as city and state you provide, or location information derived from your interactions with the Services, subject to the settings on your device or browser;
  • User Data and Information (defined below) provided directly by End Users while using the Services;
  • Supplemental information provided by you as an End User while using the Services;
  • Records of communications with our customer support team for training and quality assurance purposes; and
  • Inferences regarding your preferences or other characteristics.


Information Provided Directly by You.

You actively provide information to Sentry in various ways while using our Services. For example, you share information when you:

  • Create an account as an authorized End User of the CommunityPro® Portal on our Website or other Services;
  • Purchase or download documents through our Services;
  • Request information about our Services through our Request a Proposal link;
  • Sign-up for our newsletter;
  • Submit a service request for maintenance;
  • Upload User Data and Information to the CommunityPro® Portal or other applicable Services;
  • Send Sentry an Email;
  • Call Sentry;
  • Send mail or packages to Sentry that includes information for use in our online Services;
  • Visit Sentry’s office in person and provide information for use in our online Services; or
  • Request customer service or contact us by sending us a message through our “Contact Us” link on our Website.

Automatically Gathered Information.

Sentry automatically tracks certain information about you based upon your behavior while using the Services. This information is used to better understand and serve you by responding to your particular interests and needs.

Usage Details.

When you access and use the Services, we may automatically collect certain details of your access to and use of the Services, including traffic data, date and time you access the Services, the number of links you click within the Services and any third party website and sections within the Services that you access.

Device Information.

When you access the Services, we may collect information about your device and internet connection, including the device’s unique device identifier, IP address, geolocation, operating system, type of mobile device you use, browser type and network information.

Use of Cookies (or mobile cookies).

Our Services may use cookies to enhance the user experience while using our Services. Cookies are pieces of information that some apps and websites transfer to the computer or mobile device that is browsing that app or website and are used for record-keeping purposes by many apps and websites. Use of cookies makes web browsing easier by performing certain functions such as saving your passwords, saving personal preferences regarding your use of the website, and ensuring that you don’t see the same advertisement repeatedly. It may be possible to refuse to accept cookies by activating the appropriate setting on your device. However, if you select this setting you may be unable to access certain parts of our Services.

By using or accessing or continuing to use or access our Services, you are agreeing to our use of cookies. We may choose to use any or all of the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our Services. They may include, for example, cookies that enable you to log into secure areas of our Services.
  • Analytical/performance cookies. These allow us to recognize and count the number of visitors and to see how visitors move around our Services when they are using them. This helps us to improve the way our system works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognize you when you return to our Services. This enables us to personalize our content for you and remember your preferences.
  • Targeting cookies. These cookies record your visit to our Services, the pages you have visited and the links you have followed. We may use this information to make our Services and the advertising displayed more relevant to your interests.

Please note that third parties (including, for example, advertising networks, payment processors and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.

Use of Web Beacons.

A “web beacon,” “clear GIF,” “web bug,” or “pixel tag” is a tiny graphic file with a unique identifier that is similar in function to a cookie, but allows us to count the number of users that have visited certain pages or screens of our Services, and to help determine the effectiveness of promotional or advertising campaigns, and for other related app statistics.



We use your personal information to:

  • create and maintain your End User CommunityPro® Portal account;
  • provide the functionality, Materials and Services requested or purchased, including, but not limited to, facilitating HOA management, tracking billing accounts and payment amounts, maintaining association budgets, preparing financial reports, communication updates, processing work orders;
  • process payments (only directly through our third party payment processor);
  • fulfill your orders and requests for Materials and Services;
  • provide users with customer service and technical support;
  • provide users with a tailored experience when using our Services;
  • enhance functionality of our Services;
  • protect the security and integrity of our Services and help prevent fraud;
  • conduct analytics; and
  • send notifications pertaining to orders or requests.


We may process personal information for one or more of the following reasons:

  • a legitimate business interest, such as providing the services requested and providing you with access to and use of the Services;
  • compliance with a legal obligation;
  • to protect your vital interests or the vital interests of another person or entity; and/or
  • other specific purposes for which you have given consent to the processing of your personal information.

Information Provided at Time of End User Registration.

To access and use certain of the Services, you may be required to register a unique username and password, by entering your name, e-mail address, phone number, and mailing address, and other information that assists Sentry in providing access to the CommunityPro® Portal and Services signed up for by you, or by the Association Client for which you are acting as an authorized End User. This information is necessary for Sentry to provide you with access to and use of the Services.

Information Provided By Potential Clients to Request a Proposal.

Individuals, communities, associations or other organizations seeking to more information about Sentry’s association and community management services may submit a proposal for additional information, by using Sentry’s Request a Proposal link on the Website. Users will be required to submit the name and zip code of their association/community, their first and last name and email address and may elect to provide their telephone number, street address, city, state, number of units, need for on-site services and a personal message.

Supplemental Information Provided While Using the Services.

Supplemental information may be requested and provided by users through the Services to facilitate the offering of Services and functionality requested or purchased by you or the Association Client for which you are an authorized End User of, including the following:

  • As an authorized End User, certain information related to you, Association Clients, other End Users or third-parties may be provided by you, Association Clients, other End Users, third parties or collected from publicly available information and uploaded into our CommunityPro® Portal and Services (“User Data and Information”).
    • User Data and Information includes information that we obtain or receive from you, related to the Sentry Association Client of which you are an authorized End User, information related to Sentry Association Client associations, communities and organizations, information related to the homeowners that reside within the Sentry’s Association Client’s associations,  communities and organizations, as well as permanent records and other Association Materials provided by you or a Sentry Association Client.
    • User Data and Information may also include information uploaded or provided by Employee Users or other End Users regarding A/P, A/R, banking and financial reporting, as well as vendor management orders, violation history, work orders, account ledgers, information and balances, voting documents and other materials.
    • User Data and Information may further include information uploaded or provided by you while purchasing Resale Materials.
    • User Data and Information includes data in electronic form input or collected through the CommunityPro® Portal including without limitation, information uploaded or provided by you into the CommunityPro® Portal (from various sources including public records, board documents and from other management companies), information communicated through or pulled from web input and from our ticketing system, public records, information readily and openly available online regarding property owners, their property, and their contact information such as their mailing address, email address and telephone number, other personal information.
    • We may collect and process the User Data uploaded or provided by you, in order to provide the Services requested or purchased by you, or the Sentry Association Client for which you are an authorized End User of.
  • Handling contact and support requests. If you send us an email through our “Contact Us” link to request user support, or if you contact us by other means including, but not limited to, via phone, we process your personal information to the extent it is necessary for our legitimate interest in fulfilling your requests, providing the Services to you and communicating with you.

Payment Information.

To facilitate processing payments, you may need to provide or submit a payment method and the following information: name, billing address, credit card or banking information, and such other applicable information as requested by our third party payment processor(s). You will provide this information directly to our third party payment processor(s), and not to Sentry. If your payment method information changes (e.g., card number, account number, routing number, expiration date, CVV), then our third party payment servicer may request additional information from you. At no time will Sentry be in possession or control of your payment information.

Providing and Promoting our Website and Services and its Security.

We process your personal information by tracking your use of our Services, creating aggregated non-personal data, verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies to the extent it is necessary for our legitimate interest in promoting the safety and security of the Services, and in protecting our rights and the rights of others.

We process your personal information to analyze trends and to track your usage of and interactions with our Services to the extent it is necessary for our legitimate interest in developing and improving our Services and providing our users with relevant content and service offerings, or where we seek your consent. We process device and usage data which in some cases may be associated with your personal information, to analyze trends and assess and improve the overall user experience to the extent it is necessary for our legitimate interest in developing and improving the services.

Geo-location Information.

When you use certain of our Services, we may collect information about your precise or approximate location as determined through your IP address, GPS, or nearby devices (Wi-Fi access points, cell towers, etc.) to provide the Services.

Marketing and Communications.

From time to time your personal information, such as your name, phone number, email address or mailing address, may be used to contact you with Sentry promotional materials, newsletters, information pertaining to your homeowners association, or other information that may be of interest to you based on your preferences. You may be contacted by the phone number or e-mail address you provide to us. We may contact you in this way based on our legitimate interest in undertaking marketing activities to provide you with the most up-to-date information on our Services and other products and services you may be interested in based on your preferences. By providing your contact information you have opted-in to receive direct marketing and commercial information by means of allowable electronic communications. You can withdraw your consent to receive any direct marketing communication from us by contacting 1-800-932-6636 or following the unsubscribe instructions in our email communications.

Non-Personal Information.

We collect and create de-identified and aggregated information and other non-personal information, which is not related to an identified or identifiable natural person (“Non-Personal Information”). You agree that Sentry owns, without restriction, all Non-Personal Information and that you have no rights in or to any Non-Personal Information. Because Non-Personal Information cannot be used to personally identify you, you agree we may use such information for any lawful purpose.



We do not sell, share, or otherwise transfer your personal information to third parties, except for sharing your personal information with our third-party service providers and partners in furtherance of Sentry’s Business Purposes as described below. We may also share your personal information when we believe sharing is necessary to comply with applicable law, enforce our policies, or protect our or others’ rights, property, or safety.

For individuals that register as End Users of the CommunityPro® Portal or other Services, or are provided access and login credentials, you consent to Sentry’s collection and use of the Information provided by you in order to advance Sentry’s purposes, including, but not limited to: (a) maintain and service your CommunityPro® Portal accounts or other Service accounts; (b) process and fulfill the orders, transactions and request for Services, which includes but is not limited to: (i) processing User Data and Information; (ii) fulfilling your requests, such as providing services requested through work orders; (iii) generating report, letters, minutes and other information relevant to your homeowners association; and (iv) facilitating general administration of third party vendors; (c) the provision of services by Sentry consistent with those agreed to by the Association Client and Sentry under a separate Management Agreement (when applicable), including but not limited to, the sharing and disclosure of Information as authorized under the Management Agreement or upon your request; and (d) provide similar services to you (collectively “Sentry’s Business Purposes”).

We may share your personal information with other trusted third-party companies and individuals to provide and improve the Services, facilitate and complete transactions, requested services, process payments, analyze use of our Services, perform analytics and produce statistics on the Services, or deliver other requested services and features to you. These third-party service providers may include, but are not limited to, payment processors, internet service providers, and mail/parcel delivery service providers. These third-party service providers are contractually bound to only process the limited personal information we provide them to perform specific tasks at our direction. These third-party providers are bound to maintain the personal information they receive from Sentry in accordance with this Privacy Policy.

As a general rule, beyond the uses set forth above that assists us in carrying out Sentry’s Business Purposes and provide the Services requested by you, we will not sell your personal information to third parties without your permission.

Legal Requirements.

As we may determine in our sole discretion, we may disclose personal information if required to do so by applicable law, including, without limitation, responding to a subpoena or request from law enforcement, court, or government agency, or in the good faith belief that such action is necessary to: (i) comply with a legal obligation; (ii) protect or defend our rights, interests or property or that of third parties; (iii) prevent, investigate, or identify possible wrongdoing in connection with the Services; (iv) act in urgent circumstances to protect the personal safety of customers, guests, or the public; or (v) protect against legal liability.

We have disclosed the following categories of personal information to third parties for our operational business purposes within the preceding 12 months:

Categories of Personal Information Categories of Third Parties
Identifiers – Name, email address, phone number, account name, address This information is shared with third party payment processors and third party mailing and shipping service providers.

This information may also be shared with third party professional service providers such as attorneys and CPAs when authorized or requested by you.

Commercial Information – Account balances, association charges, account ledger information. This information is shared with third party payment processors.

Categories of Personal Information

Identifiers – Name, email address, phone number, account name, address

Categories of Third Parties

This information is shared with third party payment processors and third party mailing and shipping service providers.

This information may also be shared with third party professional service providers such as attorneys and CPAs when authorized or requested by you.

Categories of Personal Information

Commercial Information – Account balances, association charges, account ledger information.

Categories of Third Parties

This information is shared with third party payment processors.

All third parties that we share information with for our business purposes are required to maintain their own privacy and security measures. Your information will be treated in accordance with such third-party’s privacy policies.


Our Services are not intended for minors or children under 16 years of age and no part of our Services are designed or intended to attract anyone under the age of 16. We will never ask for or knowingly collect information from children, if you are a child under the age of 16, you are not permitted to use the Services. Consistent with the Children’s Online Privacy Protection Act, we will not knowingly collect any information from children under the age of 16. If you think that we have collected personal information from a child under the age of 16 through our Services please contact us at 1-800-932-6636 and we will dispose of the information.


You have options about the various ways we collect, use and store your personal information.

Log-in/Contact Us.

If you have created an account through the use of our Services, you may log in to your account to enter and update your own contact information. You can also contact us through one of the options provided in the Contact Us section at the bottom of this Privacy Policy.


You may have certain additional rights relating to your personal information, subject to local data protection laws. If you are located in the European Union (EU) or European Economic Area (EEA), the following rights under the General Data Protection Regulation (GDPR) are available to you.  Depending on your jurisdiction, and the laws applicable to you, your rights may include the following:

Accessing Personal Information.

You can request details of your personal information we hold and a copy of such information. We will confirm whether we are processing your personal information and provide additional details including what kind of information we have about you, where we collected it, how we use it (including the legal basis for our processing), how long we expect to keep it, the categories of third parties with whom we share your information, details of any automated decision making or profiling and the safeguards regarding data transfers, subject to the limitations set out in applicable laws and regulations. If you ask us, we will provide you with a copy of your personal information free of charge. We may charge you a fee to cover our administrative costs if you request multiple copies of the same information or if the requests are manifestly unfounded or excessive.

Editing and updating Personal Information.

If you find that your personal information needs to be edited or updated, you can ask us to update it by contacting us. Please make sure to provide us with all the information we need to be able to address your request, including both the old and new information.

Deletion, Erasure or Rectification of Personal Information.

At your request, we will delete or rectify your personal information if: (i) it’s no longer necessary to retain your personal information; (ii) you withdraw the consent which formed the basis of your personal information processing; (iii) you have successfully objected to the processing of your personal information (see below); (iv) your personal information was processed unlawfully;  (v) we are required to delete your personal information to comply with any of our legal obligations; or (vi) the information is inaccurate and needs to be corrected. We will review requests on a case by case basis and we might not be able to comply with your request if we need to process your personal information: (i) for exercising the right of freedom of expression and information; (ii) to comply with our legal obligations; (iii) to establish, exercise or defend a legal claim; or (iv) to perform a task in the public interest. If we are unable to comply with your request for any of the forgoing reasons, we will notify you of the reasons why your request was rejected.

Choosing to delete your personal information may impact your ability to use our Services and online features, including closure of your online account, termination of your status as an authorized End User of the CommunityPro® Portal.

Restriction on Processing of Personal Information.

You have the right to request us to limit the processing of your personal information if: (i) you dispute the accuracy of your personal information; (ii) your personal information was processed unlawfully and you request a limitation on processing, rather than a deletion of your personal information; (iii) we no longer need to process your personal information, but you need your personal information in connection with a legal claim; or (iv) you object to the processing of your personal information based on our legitimate interests pending verification as to whether we have an overriding legitimate ground for such processing. To the extent needed, we may still keep some of your data to ensure we comply with your request to limit processing, or for other legal purposes.

Objecting to Certain Types of Processing Including Automated Decision Making.

Where we process your Personal Information based upon our legitimate interests, you have the right to object to this processing on grounds relating to your particular situation if you feel it impacts your fundamental rights and freedoms. Where we process your personal information based upon our legitimate interests and where decisions are made by automated processing which has a legal or other significant effect on you, you may also object to such automated decision making.

Portability of Personal Information.

You can request us to send you your personal information in a structured, commonly used, machine-readable format so that it can easily be transferred and used by a third party.

Withdrawing Consent.

We primarily rely on legitimate business interests to process your personal information, but to the extent we use consent to process your personal information, you have the right to withdraw any consent you may have given us at any time. We will comply with your request promptly. If you withdraw your consent, we might not be able to provide some of our Services to you.

Filing a Complaint with a Data Protection Authority.

We will try to resolve any problems that you have but you are always able to contact your local data protection authority for assistance or to make a complaint.

How to Exercise Your Rights.

If you wish to exercise any of these rights, please email We will respond to your request within 30 days of accepting it. Before accepting your request, we may need to ask for some identifying documentation from you, to make sure we don’t inadvertently provide your personal information to someone else. If you are not in the EU or EEA, or other jurisdiction that provides these rights as a matter of law, you can still apply for any of these rights, and we will comply where the request is reasonable in our discretion.


Individuals who are residents of California and have provided their personal information to us may request information regarding our disclosures, if any, of their personal information to third parties for a third party’s direct marketing purposes. To learn more about your additional California privacy rights, please click here: CALIFORNIA PRIVACY RIGHTS – HOA Management Company (

Do Not Track Signals.

Your web browser may let you choose your preferences as to whether you want to allow websites to collect personal information over time about your online activities across different websites or online services. At this time, our Services do not respond to “Do Not Track” options which you may have seen in your web browser regarding the collection of your information, and our Services may continue to collect information in the manner described in this Privacy Policy.


When you provide us with personal information through our Services, through the mail, or over the phone, we imply that you consent to our collecting it and using it to carry out Sentry’s legitimate Business Purposes.

IMPORTANT: Except as stated herein as necessary to carry out Sentry’s Business Purposes and to provide the Services, we do not sell your personal information to any third parties, including but not limited to advertisers, strategic partners or vendors.


We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.


Sentry has a legal duty to keep various records, for different periods of time, depending on their content and the state to which they pertain. Sentry will retain your personal information only for so long as is necessary to implement, manage, and provide the services requested by you or the Association Client, or as required to comply with our legal and regulatory requirements, rules and obligations, which may vary based on the state in which you reside. When Sentry no longer needs, nor is no longer required to maintain the information, Sentry will remove it from its system.


Sentry uses technical, administrative, and physical measures to protect your personal information against accidental or intentional destruction, loss, alteration, unauthorized disclosure, or access and against other unlawful forms of collecting and processing. Sentry follows industry standards and practices to help protect the confidentiality and integrity of your personal information that is collected and processed. Please review Sentry’s Data Security and Privacy Protocol for more information regarding Sentry’s security protocol by clicking here: DATA SECURITY AND PRIVACY PROTOCOL – HOA Management Company (


In general, the third-party providers used by us, if any, will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions. For these providers, we recommend that you read their privacy policies so you can understand the manner in which your Information will be handled by these providers.

Our Services may contain links to other websites, applications, and services maintained by third parties in which case the privacy policy of such third party applies and this Privacy Policy does not apply. The information practices of such other services are governed by the third-party privacy policies, which we encourage you to review to better understand those third parties’ privacy practices.

In particular, remember that certain providers may be located in or have facilities that are located a different jurisdiction than either you or us. Therefore, if you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.


Sentry uses analytic tools to analyze the performance of our Website and Services as well as how visitors use our Website and Services including:

Google Analytics – For more information on Google Analytics cookies and privacy policies, visit . To opt-out of being tracked by Google Analytics across all websites visit This will allow you to download and install a Google Analytics cookie-free web browser.


We are committed to being compliant with the Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003 (“CAN-SPAM Act”). All e-mails you receive from Sentry are intended to fully comply with the CAN-SPAM Act. You can withdraw your consent to receive any direct marketing communication from us by contacting or following the opt-out instructions in our email communications.


We reserve the right to change the terms of this Privacy Policy at any time by posting those changes to this Privacy Policy, so that you are always aware of our processes related to collection, use and disclosure of your personal information. For significant changes, we will notify you by posting a prominent notice on our Website indicating when the Privacy Policy was most recently updated.  Please consult this portion of the Website regularly for important changes to the Privacy Policy as they occur.


Call our customer support line: 1 (800) 932-6636

Sentry Management, Inc.
Attn: Risk Management
2180 West SR 434, Suite 5000
Longwood, Florida 32779



Last Updated: October 25, 2022


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