Understanding Florida Condo Website Law

In Florida, state statutes now require certain associations to post specific documents on their websites or through dedicated applications. In this blog post, we will delve into the Florida state statutes (Chapter 718.111) related to Condo website requirements and explore how Neighborhood.Online can assist Condo Associations in ensuring compliance and creating a seamless online experience for their members. 

Are HOA’s required to have a website?

According to Becker Lawyers - Unlike the Florida Condominium Act, which requires condominiums of a certain size to keep and maintain a website, the Florida Homeowners’ Association Act does not at this time require that homeowners associations of any size have and maintain a website.

Public Accessible and Password Protected Web Portal

Florida an association managing a condominium must ensure that their website or application is accessible through the Internet while maintaining a separate protected electronic location for unit owners and employees. The association must provide the unit owner with a username and password and access to the protected sections of the association’s website that contain any notices, records, or documents that must be electronically provided.

Neighborhood.Online's customizable web portal enables an association managing a condominium to create a dedicated space for protected information, such as meeting agendas and minutes, financial statements, and more. With our secure platform, an association managing a condominium can foster open communication, bring neighborhoods online, while safeguarding confidential data.

Posting Digital Copies of Essential Documents

One of the key provisions of Florida's law mandates associations with 150 or more units to post digital copies of specific documents on their websites or applications. The purpose of this requirement is to enhance transparency and accessibility for unit owners and employees of the association. A current copy of the following documents must be posted in digital format on the association’s website:

• The recorded declaration of condominium of each condominium operated by the association and each amendment to each declaration.
• The recorded bylaws of the association and each amendment to the bylaws.
• The articles of incorporation of the association, or other documents creating the association, and each amendment thereto. The copy posted pursuant to this sub-subparagraph must be a copy of the articles of incorporation filed with the Department of State.
• The rules of the association.
• Any management agreement, lease, or other contract to which the association is a party or under which the association or the unit owners have an obligation or responsibility. Summaries of bids for materials, equipment, or services must be maintained on the website for 1 year.
• The annual budget and any proposed budget to be considered at the annual meeting.
• The financial report and any proposed financial report to be considered at a meeting.
• The certification of each director is required.
• All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated condominium association or any other entity in which an association director is also a director or officer and financially interested.
• Any contract or document regarding a conflict of interest or possible conflict of interest.
• The notice of any unit owner meeting and the agenda for the meeting, no later than 14 days before the meeting. The notice must be posted in plain view on the front page of the website, or on a separate subpage of the website labeled “Notices” which is conspicuously visible and linked from the front page. The association must also post on its website any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least 7 days before the meeting at which the document or the information within the document will be considered.
• Notice of any board meeting, the agenda, and any other document required for the meeting, which must be posted no later than the date required.

In addition to the crucial aspects of transparency and accessibility, the Florida state statutes concerning associations managing condo website law also emphasize the protection of personal data of unit owners. It is essential for associations to understand and comply with these data privacy measures to ensure the confidentiality and security of sensitive information. 

Here's a breakdown of the provisions related to protecting personal data:

Restricting Access to Personal Information

Florida law explicitly lists the types of personal identifying information that must remain restricted from being accessible to unit owners and the general public. This includes social security numbers, driver's license numbers, credit card numbers, email addresses, telephone numbers, facsimile numbers, emergency contact information, and addresses of unit owners beyond what is required for fulfilling the association's notice requirements.

Redaction of Protected Information

To protect personal data from inadvertent disclosure, Florida law requires associations to redact any protected or restricted information from documents before posting them on their websites or applications. This ensures that sensitive details, such as social security numbers or financial records, are not visible to unauthorized parties.

Liability Protection for Data Disclosure

Associations and their agents are granted liability protection if they inadvertently disclose information that is protected or restricted under the law, provided the information was voluntarily provided by an owner and not requested by the association. This protection prevents associations from being held accountable for unintentional data disclosure.

Conclusion

Complying with Florida's website law goes beyond mere transparency and accessibility—it also entails protecting personal identifying information. Neighborhood.Online not only helps associations meet the requirements of posting documents and enhancing communication but also offers robust data protection measures. With our platform, associations can confidently safeguard sensitive information while fostering a seamless and secure digital experience for their members. Neighborhood.Online's Data Protection Measures

Homeowners can trust that their private data is safeguarded on our platform.