1. Purpose of This Policy

The purpose of this policy is to:

• Ensure that official records posted on the Association’s public website or within the secure Owner Portal comply with Florida law.

• Protect the personal, financial, and legally sensitive information of all parcel owners.

• Establish a consistent redaction process before any document is made accessible online.

2. Where Records Are Posted

The Association maintains two types of online record locations:

A. Public Website (General Access)

Only non-sensitive materials and legally allowed documents will be publicly viewable.
Public documents must be fully redacted before posting.

B. Owner Portal (Private, Password-Protected)

This section contains the Association’s official records, including unredacted versions where permitted by law.
Only verified parcel owners and authorized personnel may access this portal.

3. Information That Must Be Redacted

Before any document is uploaded to the public website, the following information must be removed, in accordance with Florida Statute 720.303:

A. Personal Information

• Owner names associated with parcel numbers

• Phone numbers

• Email addresses

• Home addresses (unless they are a matter of public record)

• Mailing addresses

• Emergency contact information

B. Financial Information

• Bank account numbers

• Routing numbers

• Assessment or account balances

• Tax ID numbers

• Payment histories

C. Legal & Sensitive Information

• Signatures

• Social Security numbers

• Driver’s license numbers

• Insurance policy numbers

• Legal correspondence involving specific owners

• Medical information

• Attorney-client privileged content

• Violations or compliance issues tied to a specific owner

D. Vendor & Contract Information

• Vendor personal addresses

• Vendor personal phone numbers

• Proprietary contract information not required for owner access

• Pricing or bid details that are confidential or under negotiation

4. Documents That Require Redaction Before Posting

Any document listed below must be reviewed and redacted if displayed publicly:

• Declaration of Covenants

• Bylaws & Amendments

• Articles of Incorporation

• Rules & Regulations

• Architectural Guidelines

• Policies & Procedures

• Upcoming Meeting Notices

• Any historical governing documents

• Community bulletins

5. Documents That Are Posted Only in the Owner Portal

The following records must NOT be posted publicly under any circumstances:

• Meeting minutes (approved)

• Agendas (with owner details)

• Financial reports and budgets

• Reserve studies

• Contracts and bids

• Insurance policies

• Vendor agreements

• Owner violation records

• Architectural review submissions

• Legal matters

These documents are posted inside the secure Owner Portal only.

6. Redaction Method

The Association will use one or more of the following approved redaction processes:

• PDF digital redaction (permanently removing content)

• Blackout masking applied before publishing

• Manual removal before converting to PDF

• Generation of a public “redacted copy” separate from original documents

Redactions must be permanent and irreversible, with the removed content unrecoverable.

7. Record Review Process

Before posting any document:

1. The document is reviewed by the Association Manager or designated Board Member.

2. Required redactions are applied following this policy.

3. A clean, redacted copy is saved separately for public access.

4. The full, unredacted document is stored securely in the Owner Portal.

5. Upload logs are maintained for compliance.

8. Record Retention

Fairway Villas will maintain official records for at least 7 years, or longer as required by Florida law.

Superseded or outdated documents may be archived but will remain available in the Owner Portal as required by statute.

9. Owner Requests for Official Records

Owners may request access to unredacted documents only through the Owner Portal and only to the extent allowed under Florida law.
Requests must be submitted in writing using the Association’s Records Request form.

10. Enforcement

Failure to comply with this policy may expose the Association to legal risk.
Therefore:

• Only authorized individuals may upload documents

• Any violation must be corrected immediately

• This policy may be updated as laws change

11. Policy Adoption

This Redaction Policy was adopted by the Board of Directors of Fairway Villas Property Owners Association, Inc.
It remains in effect until amended or replaced by majority Board vote.