San Vitores Gardens Maintenance Privacy Policy

Effective Date: August 10, 2026

San Vitores Gardens (“SVG”) respects the privacy of unit owners, tenants, residents, guests, contractors, vendors, and other individuals who communicate with San Vitores Gardens regarding maintenance, repairs, safety, property management, or other community-related matters.

This Privacy Policy explains how information submitted through WhatsApp, telephone, email, online forms, photographs, and other communications may be collected, used, stored, and processed as part of the San Vitores Gardens maintenance and property-management process.

1. Information We May Collect

When you contact San Vitores Gardens regarding a maintenance request, repair, complaint, safety concern, or other property-related matter, we may collect information such as:

Your name and contact information. Unit number or location associated with the request. Whether you are an owner, tenant, resident, guest, contractor, vendor, or other person associated with the property. The content of messages sent through WhatsApp, email, text message, telephone, or other communication methods. Photographs, videos, documents, or other files voluntarily provided in connection with a maintenance or property-related matter. Date and time of the request or communication. Description of the maintenance problem, repair request, incident, complaint, or safety concern. Information concerning the status, assignment, scheduling, and completion of maintenance work. Communications between San Vitores Gardens personnel, property management, contractors, vendors, unit owners, and residents when reasonably necessary to address the reported matter.

We seek to collect only information reasonably necessary to manage the property, respond to requests, document maintenance activities, and protect the San Vitores Gardens community.

2. WhatsApp Communications

San Vitores Gardens may use WhatsApp as a convenient method for owners, tenants, residents, guests, contractors, and other authorized persons to report maintenance problems and communicate regarding property-related matters.

When you send a message to the designated San Vitores Gardens WhatsApp or agent account, information associated with that message may be transmitted through WhatsApp and processed through automated systems used by San Vitores Gardens to organize and manage maintenance requests.

These systems may record information from the message in a maintenance tracking system or other property-management record.

Examples include reporting:

“Water leaking from the ceiling in Unit D21.”

or

“Pool light near the shallow end is not working.”

Information from the message may be used to create or update a maintenance record.

3. How We Use Information

Information collected through the San Vitores Gardens Maintenance system may be used to:

Receive and document maintenance requests. Identify the location and nature of a reported problem. Create maintenance work records. Assign or coordinate repairs with maintenance personnel, contractors, vendors, or property management. Contact owners, tenants, residents, or guests regarding reported issues. Track whether maintenance work is pending, scheduled, in progress, or completed. Maintain records of repairs and property conditions. Document recurring maintenance problems. Respond to emergencies, safety concerns, property damage, or security issues. Provide information to the San Vitores Gardens Board of Directors or property management when reasonably necessary. Maintain administrative, financial, insurance, legal, or property-management records when appropriate.

Information collected through the maintenance system will not be sold to third parties for advertising or marketing purposes.

4. Automated Processing

San Vitores Gardens may use third-party technology and automation services to help process maintenance communications.

For example, a WhatsApp maintenance message may be automatically transmitted to a maintenance tracking system so that information such as the unit number, maintenance issue, date reported, status, and related notes can be recorded.

Automation is intended to improve recordkeeping and response to maintenance requests. Automated processing does not eliminate the ability of San Vitores Gardens personnel to review, correct, or update maintenance records.

5. Photographs and Videos

Owners, tenants, residents, guests, contractors, or others may voluntarily provide photographs or videos showing maintenance problems, property damage, leaks, equipment failures, safety concerns, or other conditions.

These materials may be retained with the related maintenance record when reasonably necessary to document the condition, coordinate repairs, obtain estimates, support insurance matters, or maintain property records.

Individuals should avoid sending photographs, videos, or documents containing unnecessary personal or sensitive information.

6. Information Sharing

San Vitores Gardens may share relevant information with persons or organizations reasonably necessary to address a property-related matter, including:

The San Vitores Gardens Board of Directors. The resident manager or authorized property-management personnel. Maintenance personnel. Contractors and repair companies. Vendors and suppliers. Unit owners when a matter concerns their unit or responsibilities. Insurance providers or claims representatives when appropriate. Government authorities, emergency services, or law enforcement when required by law or reasonably necessary for health, safety, security, or protection of property. Professional advisers, including attorneys or accountants, when appropriate.

Only information reasonably relevant to the particular matter should be shared.

7. Information Concerning Guests

Guests may occasionally communicate with San Vitores Gardens regarding maintenance, safety, access, or property-related concerns.

Information regarding guests will generally be used only for the purpose for which it was provided, for maintaining appropriate property records, or when reasonably necessary for safety, security, maintenance, or legal purposes.

8. Third-Party Services

San Vitores Gardens may use third-party services to operate its maintenance communication and tracking system, including messaging, automation, spreadsheet, cloud-storage, email, and related technology providers.

These services may process information according to their respective privacy and security policies.

Use of WhatsApp is also subject to the privacy practices and terms established by WhatsApp and its parent company, Meta.

9. Data Security

San Vitores Gardens will take reasonable administrative and technical measures to protect maintenance information from unauthorized access, disclosure, alteration, or loss.

However, no electronic communication, cloud service, messaging application, or computer system can be guaranteed to be completely secure.

For that reason, users should not send passwords, banking information, Social Security numbers, government identification numbers, medical records, or other highly sensitive personal information through the maintenance WhatsApp account.

10. Data Retention

Maintenance records may be retained for a reasonable period when necessary for:

Property maintenance history. Warranty or repair records. Contractor documentation. Accounting and expense records. Insurance matters. HOA or condominium records. Dispute resolution. Legal or regulatory obligations. Establishing the history of recurring property problems.

Information that is no longer reasonably necessary may be deleted or archived according to San Vitores Gardens' recordkeeping practices.

11. Access, Correction, and Deletion Requests

Individuals may request access to, correction of, or deletion of personal information associated with the San Vitores Gardens Maintenance system.

Requests should identify the person making the request and provide enough information to locate the relevant records.

San Vitores Gardens may retain information when reasonably necessary for legitimate property-management purposes or when retention is required or permitted by law, including records involving maintenance history, financial transactions, insurance matters, disputes, legal claims, or regulatory requirements.

12. Emergencies

The San Vitores Gardens WhatsApp maintenance system should not be relied upon as the sole means of reporting an immediate emergency.

For situations involving immediate danger to life, fire, serious injury, suspected criminal activity, or another emergency requiring immediate assistance, individuals should contact the appropriate emergency services.

After emergency assistance has been requested, San Vitores Gardens management may also be notified when appropriate.

13. Changes to This Privacy Policy

San Vitores Gardens may update this Privacy Policy periodically to reflect changes in its maintenance procedures, technology, legal requirements, or property-management practices.

The effective date at the beginning of this policy will indicate the most recent revision.

14. Contact and Data Deletion Requests

Questions regarding this Privacy Policy, the San Vitores Gardens Maintenance system, or requests concerning personal information may be directed to:

San Vitores Gardens Tumon, Guam Attn: Resident Manager / Property Management. [email protected]