Privacy Policy

Overview and Scope

Olympia Management Services (“Olympia,” “we,” “us,” or “our”) is committed to safeguarding the privacy, confidentiality, and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, protect, and otherwise process personal information in connection with our operations, including community association management, financial and accounting services, event coordination, commercial property management, and technology-enabled services provided directly or through third-party platforms, including the Village Management Software (“VMS”) platform.

This Privacy Policy applies to:

Visitors to our website;
Homeowners, residents, board members, committee members, vendors, and guests of communities we manage;
Clients, prospective clients, and business partners;
Users accessing association portals, applications, or digital tools administered by Olympia.

By accessing or using our services, website, or systems, you acknowledge that you have read, understood, and agree to this Privacy Policy.

2. Categories of Information We Collect

2.1 Information You Provide Directly

We may collect personal information that you voluntarily provide, including:

Full name, mailing address, email address, telephone number;
Account credentials, user IDs, and authentication information;
Association-related information (unit number, ownership status, board role, voting status);
Financial and transactional information (assessment payments, banking details, payment history, invoices, refunds);
Communications and correspondence with Olympia (emails, phone calls, service requests, forms);
Vendor and contractor information, including tax and payment data;
Emergency contact details when provided.

2.2 Information Collected Automatically

When you interact with our website or systems, including VMS-powered platforms, we may automatically collect:

Internet Protocol (IP) address;
Browser type, device type, operating system;
Date/time stamps, pages viewed, referring URLs;
Log files, diagnostic data, and performance metrics.

2.3 Cookies and Similar Technologies

We and our service providers use cookies, web beacons, local storage, and similar technologies to:

Enable core website functionality;
Remember user preferences;
Authenticate sessions;
Analyze usage patterns and improve services.

You may manage cookies through your browser settings; however, disabling cookies may limit certain features or functionality.

2.4 Information from Third Parties

We may receive information from:

Homeowner associations and boards;
Payment processors and financial institutions;
Service vendors and contractors;
Technology platforms such as VMS;
Public records or governmental entities, where permitted by law.

3. Purposes for Processing Personal Information

Olympia processes personal information for legitimate business purposes, including:

Delivering management, administrative, and financial services to associations;
Operating resident, board, and vendor portals;
Processing payments, assessments, refunds, and accounting activities;
Facilitating communications, notices, elections, and meetings;
Responding to inquiries, requests, and maintenance issues;
Managing vendor relationships and contractual obligations;
Improving service quality, system performance, and user experience;
Ensuring compliance with governing documents, contracts, and legal obligations;
Protecting the security and integrity of systems and data.

4. Legal Bases for Processing (Where Applicable)

Depending on jurisdiction, Olympia may process personal information based on one or more of the following legal grounds:

Performance of a contract or fulfillment of service obligations;
Compliance with legal or regulatory requirements;
Legitimate business interests, balanced against individual privacy rights;
Consent, where required or expressly obtained.

5. Information Sharing and Disclosure

We may disclose personal information under the following circumstances:

5.1 Service Providers and Business Partners

We share information with trusted third parties that perform services on our behalf, such as:

Payment processing and banking services;
Accounting, auditing, and legal advisors;
Technology providers, including the VMS platform;
Communication, hosting, and data storage providers.

These parties are contractually required to protect personal information and use it only for authorized purposes.

5.2 Associations and Authorized Parties

Information may be shared with:

Association boards or authorized representatives;
Committees or managing agents acting on behalf of the association;
Vendors or contractors as necessary to perform services.

5.3 Legal and Regulatory Disclosures

We may disclose information when required to:

Comply with applicable laws, regulations, or legal process;
Respond to subpoenas, court orders, or governmental requests;
Protect the rights, property, or safety of Olympia, associations, residents, or others.

5.4 Business Transfers

In the event of a merger, acquisition, restructuring, or sale of assets, personal information may be transferred as part of the transaction, subject to confidentiality protections.

6. VMS Platform and Integrated Technologies

Olympia utilizes Village Management Software (VMS) to support operational, financial, and communication services. Information processed through VMS may include personal, financial, and usage data necessary to provide association management functionality.

Data processed via VMS is subject to:

Contractual data protection obligations;
Access controls and role-based permissions;
Secure hosting and industry-standard safeguards.

Users may also be subject to VMS-specific terms and privacy practices in addition to this Privacy Policy.

7. Data Security Measures

Olympia employs reasonable and appropriate administrative, technical, and physical safeguards, including:

Access controls and authentication requirements;
Encryption where appropriate;
Secure hosting environments;
Internal policies governing data handling and confidentiality.

Despite these measures, no system can be guaranteed to be completely secure.

8. Data Retention

Personal information is retained only for as long as reasonably necessary to:

Fulfill operational and contractual obligations;
Comply with legal, regulatory, and accounting requirements;
Resolve disputes and enforce agreements.

Retention periods may vary depending on the nature of the information and applicable laws.

9. Individual Rights and Choices

Subject to applicable law, individuals may have the right to:

Request access to personal information;
Request correction of inaccurate or incomplete data;
Request deletion or restriction of processing;
Object to certain processing activities;
Request data portability.

Requests may be submitted using the contact information below and will be handled in accordance with applicable legal requirements.

10. Nevada Privacy Rights

This section applies to residents of the State of Nevada and is intended to comply with Nevada Revised Statutes (NRS) Chapter 603A, including NRS 603A.300–603A.360, as amended, and any implementing regulations (collectively, the “Nevada Privacy Laws”).

10.1 Scope of Nevada Privacy Laws

Under Nevada law, “covered information” generally includes personally identifiable information collected through an internet website or online service operated by Olympia Management Services and maintained in an accessible form, such as a first and last name in combination with identifiers including, but not limited to, a physical address, email address, telephone number, Social Security number, or other identifiers as defined by statute.

Olympia collects and processes covered information in connection with providing community association management, financial administration, communications, and technology-enabled services to associations, residents, board members, vendors, and authorized users.

10.2 Rights of Nevada Residents

Subject to applicable law, Nevada residents may have the following rights:

Right to Know and Access: The right to request confirmation of whether Olympia maintains covered personal information about you and to request access to certain categories of such information.
Right to Correction: The right to request correction of covered personal information that is inaccurate or incomplete, taking into account the nature of the information and the purposes for which it is processed.
Right to Deletion: The right to request deletion of certain covered personal information, subject to statutory exceptions, including information necessary to complete transactions, provide services, comply with legal obligations, detect security incidents, or protect against fraud or misuse.
Right to Opt Out of Sale: The right to opt out of the sale of covered personal information, as that term is defined under Nevada law.

10.3 No Sale of Personal Information

Olympia Management Services does not sell covered personal information, as the term “sale” is defined under Nevada Revised Statutes. Olympia does not exchange personal information for monetary consideration, license personal information to third parties, or otherwise engage in practices that would constitute a sale under Nevada law.

Because Olympia does not sell covered personal information, opt-out requests relating to the sale of personal information are honored by default.

10.4 Exercising Nevada Privacy Rights

Nevada residents may submit privacy-related requests by contacting Olympia Management Services using the contact information provided in this Privacy Policy. Requests must include sufficient information to allow Olympia to reasonably verify the identity of the requesting individual and the scope of the request.

Olympia will respond to verified consumer requests within the timeframes required by Nevada law and may deny requests where permitted or required by statute. Olympia reserves the right to retain information as necessary to comply with legal obligations, enforce agreements, resolve disputes, maintain security, and fulfill legitimate business purposes.

10.5 Authorized Agents

Nevada residents may designate an authorized agent to submit requests on their behalf, subject to verification requirements and written authorization acceptable to Olympia.

10.6 Non-Discrimination

Olympia will not discriminate against any individual for exercising rights under Nevada Privacy Laws. This includes, but is not limited to, denying services, charging different prices, providing a different level or quality of service, or imposing penalties solely because a privacy right has been exercised.

10.7 Limitations and Statutory Exceptions

Nevada Privacy Laws contain important limitations and exceptions. Certain information may be exempt from these rights, including information collected offline, information governed by federal law, and information necessary to comply with contractual, legal, regulatory, accounting, or recordkeeping requirements. Olympia’s obligations under Nevada law are subject to these statutory limitations.

This Nevada Privacy Rights section is intended to be interpreted consistently with Nevada law and does not create rights beyond those expressly provided by statute.

11. Children’s Privacy

Olympia’s services are not directed to children under the age of 18, and we do not knowingly collect personal information from children.

12. Updates to This Privacy Policy

Olympia may update this Privacy Policy periodically. Updates will be posted with a revised effective date. Continued use of services constitutes acceptance of the updated policy.

Contact Information

Olympia Management Services

11411 Southern Highlands Parkway, Suite 100
Las Vegas, NV 89141
Phone: (702) 361-6640

For privacy-related inquiries, requests, or concerns, please contact us using the information above.