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Data processing agreement

Last updated 25 October 2026

This agreement is the UK GDPR Article 28 contract between a building manager and Erdoby's, the operator of CommonCouncil at commoncouncil.app. It applies when the manager creates or administers a community. The manager is the controller of that community's personal data. CommonCouncil processes it on the manager's instructions. A company number and postal address are not printed on this page.

Sign-in codes for an account are a separate purpose. Erdoby's decides that processing so the person can sign in, and describes it in the privacy page. This agreement covers the community record: membership, announcements, votes, tickets and the emails the service sends for that community.

Subject matter and duration

The subject matter is hosting and operating that community. Processing lasts while the community is in use. When the manager asks us to close it, we delete that community's personal data, unless a law requires a copy to be kept. There is no delete button in the product. The request goes to the support form linked below.

Nature and purpose

We store the community record, show it to the people the product allows to see it, and send the invites and ticket emails the product sends. Using those features is the manager's documented instruction. We do not sell that record, and we do not use it to advertise.

If a law requires us to process it for another reason, we will tell the manager unless the law forbids that notice. If we are aware that an instruction would break UK GDPR, we will tell the manager.

Data and people

  • Residents, managers and contractors in the community.
  • Name, email address and flat number, where the service holds them.
  • Announcements, votes, tickets, comments and invite details.
  • Document titles and the links a manager adds.
  • Photos and documents people upload, within the limits below.

A document link is a title and a link. That file stays on Google Drive, Dropbox, or the manager's own server. A manager can also upload a small document, and a member can attach a photo, PDF or Word document to a ticket. Those uploads are JPG, PNG, WebP, PDF or Word (.docx), up to 10 MB each and 200 MB for the building. This page does not state where those files are stored.

People who can see the record

Access to the database is limited to operating the service. Anyone we authorise to handle the record must keep it confidential.

Security

The public site is served over HTTPS. A community page requires a signed-in member of that community. Sign-in codes are stored as hashes and expire after 10 minutes. Residents see a name and flat number, not another resident's email. Admins of that community can see email addresses. This page does not claim a security certification.

Sub-processors

The manager gives a general authorisation for the providers below. They handle community personal data so the service can run. We remain responsible for that processing. Written terms with each provider are required for the work they do. Those provider contracts are not attached to this page.

  • Vercel hosts the website and the application. Personal data entered into the service passes through that hosting.
  • MongoDB stores the database records.
  • Resend sends the community emails, including invites and ticket updates.
  • Cloudflare R2 stores uploaded files. This page does not state which Cloudflare location holds them.

This page does not state a country of storage. These providers may process personal data outside the UK, depending on the account settings. A transfer outside the UK needs a UK GDPR transfer tool. That tool is not described here.

Before a new sub-processor handles community personal data, we will update this list. The manager can object by asking us to stop, using the support form. We will then stop on request and delete as set out above. Google Analytics is not in this list. It is not used to process the community record, and it does not run inside the signed-in product.

Rights, breaches and questions from the ICO

If a resident asks the manager for a copy, a correction or deletion, we will help the manager carry that out for data held in the community. The manager can also ask us to do it.

If we become aware of a personal data breach affecting the community, we will tell the manager without undue delay after becoming aware. We will also help with information the manager reasonably needs for a security report, an impact assessment, or a question from the Information Commissioner's Office about this processing.

Showing what we do

We will answer a reasonable written request about how this community's data is processed. This page is part of that information. We do not offer an on-site audit of Vercel, MongoDB or Resend.

Contact

Requests under this agreement go to support.ekofi.com/commoncouncil. Admins can also open Support from inside the app. This agreement is governed by the law of England and Wales.