Privacy Policy

1. Information We Collect

Information provided by your community administrator

When a strata corporation or HOA signs up and onboards residents, the following data may be provided to us:

• Full name, email address, and phone number
• Unit number and building assignment
• Role within the community (homeowner, tenant, staff)
• Government-issued ID document (uploaded during account setup for identity verification)
• Financial information such as account balances, payment history, and ledger entries

Information you provide directly

• Account credentials (password - stored as a one-way hash, never in plain text)
• Visitor pass details (guest names, visit dates, access notes)
• Work order descriptions and maintenance requests
• Forum posts, replies, and community messages
• Amenity booking details

Information collected automatically

• IP address and browser type (for security and rate limiting)
• Login timestamps and session activity
• Audit log entries (who changed what, and when)

2. How We Use Your Information

We use the information we collect to:

• Operate and deliver the ResidentsCentral platform to your community
• Authenticate users and maintain account security
• Process financial transactions and maintain ledger records
• Send transactional notifications (package arrivals, visitor pass confirmations, payment reminders)
• Provide customer support to community administrators
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not use your personal information for advertising, and we do not sell it to third parties.

3. How We Share Your Information

We share personal information only in the following circumstances:

• With your community administrator - Strata managers and authorised staff within your portfolio can access resident data as required to operate the community.
• With service providers - We use trusted third-party providers for email delivery (Resend), cloud file storage, and hosting infrastructure. These providers process data only on our instructions and are contractually bound to protect it.
• For legal compliance - We may disclose information if required by law, court order, or to protect the safety of our users or the public.
• In a business transfer - If ResidentsCentral is acquired or merges with another company, your data may transfer as part of that transaction. We will notify affected communities in advance.

4. Data Retention

We retain personal data for as long as your community's subscription is active. Financial records are retained for a minimum of 7 years to comply with accounting regulations.

When a subscription ends, we provide a full data export within 5 business days. Data is permanently deleted from our systems 90 days after subscription termination, unless a longer retention period is required by law.

Audit logs are retained for the life of the subscription plus 12 months to support any post-termination disputes.

5. Your Rights

Under Jamaica's Data Protection Act 2020, administered by the Office of the Information Commissioner, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your personal information
• Object to certain types of processing
• Request a portable copy of your data
• Withdraw consent to processing, subject to legal or contractual restrictions

Because ResidentsCentral processes data on behalf of your community, most requests should be directed to your community administrator first. If you are unable to resolve your request through them, contact us directly at privacy@residentscentral.com.

6. Security

We take the security of your data seriously. Our platform employs industry-standard safeguards including encrypted connections, secure credential storage, automatic session expiry, and access controls. For a full overview, see our Security page.

7. Cookies

ResidentsCentral uses a small number of strictly necessary cookies to operate the platform:

• Session cookie - Keeps you logged in securely. Stored as an httpOnly cookie that cannot be accessed by browser scripts.
• CSRF protection cookie - Protects against cross-site request forgery attacks.

We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

8. Children's Privacy

ResidentsCentral is a professional platform intended for adults. We do not knowingly collect personal information from children under the age of 16. If you believe a child's information has been submitted, contact us at privacy@residentscentral.com and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify community administrators by email at least 30 days before the changes take effect. Continued use of the platform after that date constitutes acceptance of the updated policy.

10. Contact Us

For any privacy-related questions or requests, please contact our Privacy Officer:

• Email: privacy@residentscentral.com
• General enquiries: hello@residentscentral.com
• Mailing address: Syrius Technologies Limited, Jamaica

We will acknowledge receipt of your request within 2 business days and respond substantively within 30 days, as required under Jamaica's Data Protection Act 2020.