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association data, inc. smartsource for home resale documents

Association Data, Inc. Privacy Policy

ADI realizes that online privacy is important to users of ADI SmartSource our website, especially when conducting business. This statement governs our privacy policies with respect to users of the ADI website.  The ADI definitions of the term “Personally Identifiable Information (PII)” is provided below.  Please familiarize yourself with these definitions.


“Community Association” - refers to a condominium, cooperative and planned community however structured in a given state whether part of a Master Association, a Community Services Organization, a Special Purpose District or simply a traditional stand-alone association.

“Core Report” – This includes the data necessary to populate the Core Report and it may include support documents necessary or required to accompany the Core Report.  Both the data and the support documents (if any) are provided by and updated as necessary by the Data Partner.

"Customer" - This refers to any Registered User who actually makes, or attempts to make, a purchase of a Core Report using the Site.

“Data” - refers the information necessary to populate a Core Report which may vary by the type of Core Report and the state in which the Data Partner and the community association is located.

"Data Partner" - This refers to a community association management company and self-managed association that has contracted with ADI to use ADI SmartSource technology to process and deliver Core Reports including Data and Documents necessary for sale, resale, financing or refinancing a home in a community association that the Data Partner manages.  

“Documents” - refers documents maintained by a community association with the assistance of the Data Partner that may be necessary or are required to facilitate the sale, resale, finance or refinance of a home in a community association.

"Our Company" - This refers to Association Data, Inc. also referred to as “us” and “we”

“Order” - refers to a Core Report together with its Data and Documents that is produced by a Data Partner and delivered to a Customer.  All Orders have a tracking number.  All Orders must be paid for at the time of the Order unless the Data Partner provides otherwise.  Refunds for Orders are only made at the discretion of the Data Partner.

"Personally Identifiable Information (PII)" - This refers to any information that identifies or can be used to identify, contact, or locate the person to whom such information pertains, including, but not limited to, name, address, phone number, fax number, email address, and credit card information. Personally Identifiable Information does not include information that is collected anonymously (that is, without identification of the individual user) or demographic information not connected to an identified individual.

"Registered User" - This refers to any Visitor that decides to register to use the Site to order Core Reports including the Data and Documents from the ADI Data Partner.

"Site" - This refers to the Association Data. Inc. ("ADI") e-commerce website at which is typically accessed through a link on a Data Partner’s website, but it can be accessed directly through the link above.

"Visitor" - This refers to any person who views the Site via their connection to the Internet.

What Personally Identifiable Information (PII) is collected?

From a Visitor to the ADI Site:  We do not collect any Personally Identifiable Information from Visitors to our Site unless they choose to contact us using the "Contact" system provided. Then we collect, at minimum, the name, phone number and email address of the person making the contact.  This information is never sold or distributed to third parties.

From a Visitor as Registered User:  Should a Visitor decide to become a Registered User, they must provide the following minimum information:

          1.            First & Last Name

          2.            Company Name (if applicable)

          3.            State and Street Address of Business (or Home Address, if an individual)

          4.            Primary Contact Phone Number

          5.            Primary Contact Email Address

          6.            Registrant Type (selected from a drop-down list)

The six information items above constitutes the only Personally Identifiable Information of a Registered User that is stored by ADI.  This information also is available to the ADI Data Partner that manages the given association in which the home is located.

From a Registered User as Customer:  Should a Registered User decide to place for an Order at our Site, the Register User becomes a "Customer", and must pay for that Order using a payment method acceptable to the Data Partner which can include using a credit card, similar online payment, check or payment at escrow.  All payment methods are determined by the Data Partner.  If a credit card is used, the Registered User must provide the following additional information which is not stored by ADI.   

          1.           Credit Card Type

          2.           Credit Card Number and Verification Code

          3.           Credit Card Expiration Date

          4.           Credit Card Account Holder Name

          5.           Credit Card Billing Address

The credit card payment itself is processed by a PCI Compliant third party.  The five information items above constitute the only Personally Identifiable Information of a Registered User, acting as a Customer, and it is not stored by ADI and it is not available to a Data Partner.  This information is stored by a PCI Compliant third party that acts a gateway for credit card processing.

From a Registered User as Customer as Part of Order Fulfillment

The last four digits of the credit card number (or comparable online payment information.  This data is used to process refunds and adjustment online payments.  This is only available to ADI and to our Data Partner for the given transaction.  The last 4 digits of the credit card are never given to any other parties.

How does the Site Use Personally Identifiable Information?

ADI uses Personally Identifiable Information, as described, to respond to Visitor's inquiries, to process, deliver and follow up on Orders for Core Reports placed by Data Partner Customers, for ADI Data Partners, and to send acknowledgements, receipts or invoices. Should some type of problem be encountered in the processing, delivery or payment of an order, we will use the Personally Identifiable Information to contact the Customer by mail, phone or email in an attempt to resolve the problem. Additionally, certain types of the Customer's information, as described, is typically included in the ADI Management Metrics Reports produced for the benefit of the Data Partner and made available only to them.

Who has access to Personally Identifiable Information?

Personally Identifiable Information is available as described to ADI employees and to specific employees of our Data Partners subject to their levels of access controls.           

If a Customer pays by credit card or a similar online payment method, the transaction amount and related information is transmitted to our credit card service provider and Gateway, and subsequently to other companies, including the credit card issuer and their contracted agents, but only as necessary to process the credit card transaction.

The credit card account and billing address information is never permanently stored on our system. It is only "passed through" to the PCI Compliant third party processor. We do retain the last four digits (only) of the credit card number and the date and amount of the transaction so that we can research transaction inquiries.

The Personally Identifiable Information collected from a Registered User, in Ordering and paying for a Core Report as described, that is collected by the Site which is normally used in creating paperwork needed for processing a Core Report, that information is normally included as part of the Core Reports we produce.  Some or all of this information may be distributed to a variety of parties involved in that transaction, including, but not necessarily limited to the following:

          • The controlling community association that is managed by the Data Partner;
          • The seller of the home in the association or the prospective buyer of the home;
          • That community association's management company, i.e., the Data Partner;
          • A lender, such as a bank, credit union or mortgage company;
          • A credit reporting agency;
          • A title or escrow company;
          • A home inspector or appraiser; and/or
          • A law firm, attorney or other professional involved in the closing.

ADI has no control of Personally Identifiable Information provided by our Data Partners that might be used to process a Report sent to these parties. You should independently check the Privacy Policies of these entities.  Aside from the above, we do not share Personally Identifiable Information with any other parties, unless required to do so by law, subpoena or other lawful order of a court of competent jurisdiction.  We do not sell, rent or otherwise distribute mailing lists, phone lists or email lists to third parties based on information collected from Visitors, Registered Users, the recipients of Orders and Data Partners.

How is Personally Identifiable Information Stored?

The Personally Identifiable Information (PII) collected by the Site is securely stored by ADI.  Access to this PII at ADI is strictly controlled by password restricted login and our system requires an encrypted connection. Information relating to a specific Order is permanently retained as part of our system until it is archived to some other data storage media. The archived data is retained for a minimum of seven (7) years. It may be permanently erased after that time, or further retained, at our option.

Can I have my Personally Identifiable Information removed from your system?

Once a Registered User becomes a Customer, there are no options for removing the Personally Identifiable Information from our system. It must remain in ADI for order fulfillment, billing, and historical research purposes. Visitors who have become Registered Users, but have not placed an Order, may contact us via our corporate Site or via U.S. Mail and request that their registration information be permanently deleted. You must provide the name and email addresses used when registering when making the request.

Are Cookies Used on the Site?

The Site employs cookies to retain your preferences for displaying information and enhancing your experience at our Site. No Personally Identifiable Information is included in the cookies. The use of cookies is not required, and you may disable their use by making appropriate entries in your browser's settings.

How do the Sites use login information?

Our Company uses login information, including, but not limited to, IP addresses, ISP's, and browser types, to analyze trends, administer the Site, and gather broad demographic information.

How does the Site keep Personally Identifiable Information secure?

All of ADI employees are familiar with ADI’s security policy and practices. The Personally Identifiable Information of our Data Partners, Registered Users and Customers is only accessible to a limited number of qualified ADI employees who are given a password in order to gain access to the information. We employ encryption protocols to protect information sent over the Internet.  We audit our security systems and processes on a regular basis.

While we take commercially reasonable measures to maintain a secure site, electronic communications and databases are subject to errors, tampering and break-ins, otherwise called “hacking.”  We cannot guarantee or warrant that such events will not take place and we will not be liable to Visitors, Registered Users, Customers or Data Partners for any such occurrences. You will find that almost all Internet e-commerce providers have this same policy.

How can Visitors correct any inaccuracies in Personally Identifiable Information?

Registered Users may update their Personally Identifiable Information by logging into the Site and clicking the "Edit Personal Settings" link that appears on the Main Menu page. They may also contact ADI via mail or email. Such requests must include the name and email address used when registering.

What happens if this Privacy Policy Changes?

ADI will let our Registered Users and Customers know about changes to our privacy policy by posting such changes on the Site.

Other Internet Based Links

Our Site contains links to other websites. For instance, see “Resources” above.  Please note that when you click on one of these links, you are moving to another website.  We encourage you to read the privacy statements of those linked sites as their privacy policies may differ from ours.

Thank you for using our website!

Association Data, Inc.