Privacy Policy

Last updated: April 2026

1. Who we are

Aedile Table B ("we", "us", "our") is a communal fee management platform for apartment buildings. We are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and applicable local data protection laws.

2. Data we collect

We collect and process the following personal data:

Account information: Full name, email address, phone number, preferred language
Building data: Property addresses, unit areas, ownership/tenancy records
Financial data: Communal fee charges, payment records, bank IBAN (for payment instructions only)
Communications: Messages sent through the in-app messaging system
Uploaded documents: Building insurance, contracts, verification documents
Usage data: Login timestamps, actions performed (via audit log)

3. Legal basis for processing

We process your data under the following legal bases:

Contract performance (Art. 6(1)(b) GDPR) — to provide the communal fee management service
Legal obligation (Art. 6(1)(c) GDPR) — to comply with financial record-keeping requirements
Legitimate interest (Art. 6(1)(f) GDPR) — for platform security, fraud prevention, and service improvement
Consent (Art. 6(1)(a) GDPR) — for optional email notifications and analytics cookies

4. How we use your data

Calculate and distribute communal fee shares based on property areas
Generate PDF statements and financial reports
Send transactional emails (charge notifications, payment reminders, account verification)
Provide in-app messaging between building members and committees
Maintain an audit trail of financial actions for accountability

5. Data sharing

We share personal data only with:

Building committees: Committee members see owner/renter data for units in their building
Service providers: Only if you submit a quote or are assigned to a job
Infrastructure providers: Vercel (hosting), Resend (email delivery), Vercel Blob (file storage) — all GDPR-compliant, with data processing agreements in place

We do not sell your personal data to any third party.

6. Data retention

Account data: Retained while your account is active, plus 6 months after deletion request
Financial records: Retained for 7 years as required by EU financial regulations
Audit logs: Retained for 3 years
Messages: Retained while the related building account is active

7. Your rights

Under GDPR, you have the right to:

Access your personal data — use the data export feature at /api/me/export
Rectification — update your profile information at any time
Erasure — request account deletion by contacting us
Portability — download your data in JSON format via the export feature
Object — opt out of non-essential communications
Restrict processing — contact us to limit how we use your data

8. Cookies

We use the following cookies:

Essential: Session authentication cookie (required for the platform to function)
Analytics: Only with your consent — used to understand how the platform is used

You can manage cookie preferences via the banner shown on your first visit.

9. Security

We protect your data with encryption in transit (TLS), hashed passwords (bcrypt), role-based access controls, rate limiting, and comprehensive audit logging.

10. Contact

For privacy-related inquiries or to exercise your rights, contact us at: privacy@aedile.io