The Malvern of Madison Website Privacy Policy

Welcome
Hello and welcome to the Malvern of Madison website (the "Site"). The Malvern Club Inc. (the "Club") provides this service to you subject to the following conditions. If you visit the Site, use any of its features, send us an email, respond to a Survey, or subscribe to the Newsletter, you accept these conditions.

The Club operates this Site for Homeowner Association (the "HOA") related purposes only. This Privacy Policy explains how information is collected and used.

Information We Collect
We collect information you voluntarily provide when you:

• Contact us by email or through the Site
• Participate in Club surveys
• Subscribe to Club newsletters or communications

This information may include your name, email address, phone number, and survey responses.

How Information Is Used
Information is used solely to:

• Operate and maintain the Site
• Respond to inquiries
• Administer surveys
• Send Club newsletters and notices
• Meet legal or recordkeeping obligations

Personal information is not sold and is used for Club purposes only.

Information Access and Sharing
Access to personal information is limited to authorized members of the Club or individuals assisting the Board with Club operations.Information is not shared with third parties except as required by law or as necessary to support basic Site, survey, or communication functions.

Newsletters (Mailchimp)
The Club uses Mailchimp.com to distribute Club newsletters and email communications. When you subscribe, Mailchimp collects and stores your email address and any information you choose to provide, along with limited technical data related to email delivery. This information is used solely to distribute Club communications and manage subscriptions. Access to the Club's Mailchimp account is limited to authorized Board members. Mailchimp's handling of information is governed by its own privacy policy.

Surveys (Google Forms)
The Club may conduct surveys distributed through newsletters or posted on the Site. Survey forms are created using the Club's Google.com account, and responses are collected, stored, and tabulated within that same account. Survey responses are used solely for Club purposes and are accessible only to authorized Club Board members. Google's handling of information is governed by its own privacy and security policies.

Cookies and Tracking
The Site does not use cookies, tracking pixels, or analytics tools.

However, the Site is hosted by ExactHosting.com, which may use limited cookies or collect technical information (such as IP address or browser type) for website functionality, security, and performance. These practices are governed by ExactHosting.com's own policies and are outside the HOA's control. You may manage cookies through your browser settings.

Data Security and Retention
Reasonable safeguards are used to protect personal information. Information is retained only as long as necessary for Club operations or legal requirements.

Your Rights
You may request access to, correction of, or deletion of your personal information, subject to applicable law. Virginia residents may have additional rights under Virginia privacy law.

Children's Privacy
The Site is not intended for children under 13, and we do not knowingly collect personal information from children.

Contact

• ✅ The Malvern Club, Inc
• ✅ Email: malvernhoa@malvernofmadison.org
• ✅ Address: 905 Malvern Drive, Madison, VA 22727

Updates
This Policy may be updated periodically. Changes will be posted on this page.

• 📅 Updated: January 17, 2026