What must be redacted from Florida HOA records?

The PII categories that must be permanently removed before any records are disclosed.

Summary

Before providing access to official records, HOAs must redact all personally identifiable information (PII) as defined in § 720.303(5)(g)6. Failure to redact exposes the association and individual board members to liability under both the HOA statute and Florida's data breach notification laws.

This requirement applies to all records inspection — whether digital copies, physical copies, or records posted on a website.

What the statute requires

§ 720.303(5)(g)6 identifies the following personal information that is not accessible to members and must be excluded from disclosed records:

Social security numbers

Full or partial SSNs appearing on any document

Driver license numbers

Any driver license or state ID numbers in records

Credit card numbers

Full or partial card numbers on payment records

Electronic mailing addresses

Email addresses not voluntarily provided for association use

Telephone and fax numbers

Phone numbers and facsimile numbers of members

Emergency contact information

Any emergency contact details in member files

Other personal identifying information

Any addresses beyond the mailing/property address, and other personal identifiers excluding name and parcel designation

Medical records of parcel owners are separately protected under § 720.303(5)(g)5. The statute uses "not accessible" language — this information must never be included in records provided to members, whether by redaction or by exclusion.

What this means in practice

Before disclosure

Every document must be reviewed for PII before being provided to a member or posted publicly
Redaction must happen before disclosure — you cannot provide records and ask the member to "not share" the PII
The requirement applies regardless of format — paper copies, digital PDFs, or website postings

Permanent removal

Redaction must be permanent — blacking out text in a PDF viewer is not sufficient if the underlying text remains selectable
Vendor invoices, assessment records, and collection correspondence often contain PII that is not immediately obvious

Liability

Board members who approve disclosure of un-redacted records face personal liability under § 720.303(4)

Manual redaction is error-prone. A single missed social security number on page 47 of a financial report creates liability for every board member who approved the disclosure.

How Snap§720 helps

Automated PII detection scans every page of every uploaded document — no manual review needed
Redaction is permanent — PII is removed from the file itself, not just covered with a black box
Works across multi-page documents with the same accuracy on page 1 as page 50
Published documents are guaranteed PII-free before members or the public can access them

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Official sources

Florida Statute § 720.303 — Official Records (2024)

This guide is for informational purposes only and does not constitute legal advice. Consult a qualified attorney for guidance specific to your association.