What is collected
Booking reference, stay dates, applicant names and contact details, address, electronic consent, signatures, non-sensitive vendor handoff/status metadata, and workflow status. Dates of birth, Social Security numbers, government-ID numbers or images, employer data, references, bank data, and background or screening report contents are deliberately not collected through this portal. If the association requires such material, submit it only through its designated secure vendor channel.
Why and with whom
The information is used only to prepare and quality-check the coordination package and, after an explicit owner release, submit it to Condominium Associates / Palma del Mar No. 2. Cloudflare provides the portal and encrypted application storage. OpenAI processes only the purpose-bound, minimized coordination data and generated document text in the United States for automated completeness and consistency review. Google Gmail is used only for an owner-approved submission email. Infrastructure credentials and sensitive vendor material are not included in the AI review.
Retention and security
Active case data is not publicly indexed and private pages are marked no-store. New access links use high-entropy bearer tokens. Active guest case data is deleted from the portal 90 days after checkout unless a concrete legal dispute or mandatory recordkeeping requirement requires a documented exception. Temporary AI-review files are deleted after processing. Minimal non-sensitive audit metadata may be retained.
Your choices
Do not enter information for another adult or sign on their behalf. To request access, correction, deletion, or an alternative to the portal and automated review, contact Owner through the existing Airbnb conversation before submitting data.
Last updated: 21 August 2026