Privacy Policy
How the Architectural Review Board collects, uses, and protects your information.
In short
The Little Rocky Run Homeowners Association uses this system only to run the architectural review process for our Centreville, Virginia community. We collect the information needed to process your application and keep an accurate record for your property. We do not sell your information, and we do not share it outside the ARB and HOA review process. All data is stored in the United States.
What we collect
We collect only what the architectural review process requires:
Resident contact information — your name, email address, mailing address, and phone number.
Property and ownership records — your property address, property type, and ownership history within Little Rocky Run.
Application details — the projects you describe, project dates, and the neighbor acknowledgements gathered for your application.
Uploaded files — the photos, plats, plans, paint samples, and supporting documents you attach to an application.
How we use it
Your information is used solely to administer the architectural review process — checking whether a project needs approval, processing and reviewing applications, recording the ARB's decisions, communicating with you, and managing enforcement and resale reconciliation as required by the Association's governing documents. We do not use it for advertising, and we do not sell it to anyone.
Who can see it
Access is limited to the people who run the review process: ARB staff (HOA employees), appointed ARB members who review and vote, and the Board of Trustees when an appeal or assessment is involved. Affected and adjacent neighbors see only the limited acknowledgement information needed to sign for an application. Your information is never shared beyond the ARB and HOA review process.
Where your data lives
All data — including uploaded photos and documents — is stored on servers located in the United States. We do not transfer your personal data outside the United States.
How long we keep it
Architectural review records are kept with the property, not the owner. The history of approvals, decisions, and exterior changes stays with the property so it remains accurate across a sale — this is required to administer the community standards and to comply with the Virginia Property Owners' Association Act. When you sell, the new owner inherits the property's record and your personal contact details are end-dated to the period you owned the home.
How we protect it
We take reasonable measures to keep your information secure:
Mandatory two-factor authentication (an authenticator app) is required for every account.
Encryption protects data in transit, and encryption keys are stored encrypted at rest.
Audited access — consequential actions are recorded in an audit log showing who did what and when.
Future use: anonymized decision guidance
To help homeowners get faster, more consistent answers, the ARB may in the future use the outcomes of decided applications to inform the assistant that answers "do I need approval?" style questions. If we do, the information used will be anonymized — it will reflect the type of project and the decision, and will never include names, addresses, contact details, or photos that could identify you or your home. We will update this policy before any such use begins.
Questions
If you have questions about this policy or about the information we hold for your property, please contact the Little Rocky Run ARB office.