Kelwyn Manor Association
Privacy Policy
Last Updated: March 14, 2026
This Privacy Policy may be updated from time to time as the website evolves. When changes are made, the “Last Updated” date at the top of this page will be revised.
Introduction
Kelwyn Manor Association (“KMA”) is a neighborhood community organization serving residents of the Kelwyn Manor area in Arlington, Massachusetts. The association maintains this website to share neighborhood news, community resources, and information about local initiatives, events, and volunteer activities. The site is intended primarily for residents and neighbors to stay informed, communicate with one another, and support the ongoing stewardship of the Kelwyn Manor community and nearby Spy Pond area.
Website Administration
This website is maintained by volunteers of the Kelwyn Manor Association for the purpose of sharing community information and supporting neighborhood activities. Administrative access to the website is granted to designated association volunteers who assist with managing content, maintaining the site, or supporting community communications.
Children’s Information
This website is intended for use by residents and community members and is not directed toward children under the age of 13.
Account and User Information
Resident Accounts
Residents may create an account on this site in order to access resident-only information and manage their personal profile. When registering, users provide basic information such as their name and email address. This information is used solely to operate the website, manage access to resident features, and allow users to maintain their own profile information. Registered users can view and update their personal information at any time through the Manage Account feature.
Email Change Confirmation
If a user requests to change the email address associated with their account, the new email address must be confirmed before the change takes effect. The system temporarily stores the requested email address and sends a confirmation link to the new address. The change is applied only after the user confirms the request using that link. Confirmation tokens expire automatically after a limited time for security purposes.
Profile Photos (Avatars)
Users may upload a profile photo that is stored on this website and associated with their account. If a custom profile photo is not uploaded, WordPress may retrieve an avatar from the Gravatar service using an anonymized hash of the user’s email address. Uploading a local profile photo replaces the need to retrieve an avatar from Gravatar.
Community Content
Committee Posts, Notices and Comments
Authorized volunteers and committee members may publish announcements or notices through the website. These posts are used to share community information such as road updates, events, or neighborhood initiatives. Post authorship may be associated with the account of the user who created the notice.
When user profile avatars are displayed, an anonymized string created from your email address (also called a hash) may be sent to the Gravatar service to determine whether you are using it. If you upload a profile photo directly to this site, that image is stored locally and Gravatar may not be used.
When visitors leave comments, the site collects the information shown in the comments form, along with the visitor’s IP address and browser user agent string to help with spam detection.
Community Content Disclaimer
The Kelwyn Manor Association website may include announcements, comments, or other content submitted by residents or volunteers. Such content reflects the views of the individual author and does not necessarily represent the views of the Kelwyn Manor Association.
KMA does not independently verify the accuracy of all user-submitted information and is not responsible for statements made by individual contributors. The association reserves the right to review, edit, or remove content that violates community standards or is unrelated to the purpose of the website.
User-Generated Content
Portions of this website may allow registered users, residents, or authorized volunteers to publish posts, comments, or other content. The views and information expressed in such content are those of the individual author and do not necessarily reflect the views of the Kelwyn Manor Association.
The association reserves the right to review, edit, or remove content that violates community standards, is inappropriate, or is unrelated to the purpose of the site.
Media and Uploaded Content
Media
If you upload images to the website, you should avoid uploading images that contain embedded location data (EXIF GPS). Visitors to the website can download and extract any location data from images on the website.
Financial Links
Annual Dues Links
The website displays reminders or links related to annual association dues. These reminders appear to logged-in residents during specific times of the year.
The website does not process payments directly. Payment transactions occur through third-party services such as PayPal, Venmo, or Zelle, which operate under their own privacy policies. KMA does not receive or store payment card information or financial account details.
Technical Site Behavior
Cookies
If you leave a comment on our site, you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded Content from Other Websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Data Handling
Limited Use of Information
Personal information collected through this website is used only for the operation of the KMA website and related community communication. The association does not sell, rent, or commercially distribute personal information collected from users of this website.
Who we share your data with
KMA does not sell, rent, or trade personal information collected through this website.
Certain technical information may be shared with services necessary for the operation of the website. For example, if you request a password reset, your IP address may be included in the reset email as part of the security process.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Visitor comments may be checked through an automated spam detection service. In addition, when profile images are displayed, an anonymized hash of a user’s email address may be sent to the Gravatar service to determine whether a profile image exists for that account. These services may process limited technical information necessary to perform their functions.
Legal / Protection
Security
The association takes reasonable steps to protect user information and maintain the security of the website. However, no method of internet transmission or electronic storage is completely secure, and we cannot guarantee absolute security.
External Links
This website may contain links to external websites or services operated by third parties that are not controlled by KMA. KMA is not responsible for the privacy practices or content of those external websites. Users are encouraged to review the privacy policies of any external sites they visit.
Automated Data Collection
The KMA website is intended for personal use by residents and visitors seeking information about the community. The automated collection of information from this website, including scraping, harvesting, or extracting data using bots, scripts, or other automated tools, is not permitted without prior authorization from the Kelwyn Manor Association.
Relationship to Terms of Use
Use of this website is also governed by the KMA Terms of Use, which describe the rules and guidelines for using the website.
Contact Information
If you have questions about this Privacy Policy or about how personal information is handled on this website, you may contact KMA through the website contact form or by emailing the association administrators at support@kelwynmanor.org.