Privacy

What we hold

• Your email address, so we can keep your account, send a confirmation code once when you create a password account, and send a sign-in or password code when you ask for one.
• A password, if you set one. We store it scrambled. We do not keep the password as you typed it.
• Your name and flat number, if you give them when you join a block.
• What you post in a community: announcements, votes, tickets and comments.
• Invite links an admin creates, and the email on a personal invite.
• A contractor's name and email, if an admin adds them to a ticket.
• If you request a plan: your name, work email, role, the business legal name, business type, business address, Companies House number if you give one, VAT number if you give one, any other detail you give so we can check the business, building name, resident count and any note. That request is emailed to us so we can confirm the business and invoice it, not individual residents. It is not stored in the product database.

A document link is a title and a link. That file stays on Google Drive, Dropbox, or the manager's own server. People can also upload a photo, PDF or Word document: on a ticket, or a document a manager adds for the building. Those files are JPG, PNG, WebP, PDF or Word (.docx), up to 10 MB each and 200 MB for the building.

Sign-in codes

We email a 6-digit code. We store a hash of that code, not the code itself. It expires after 10 minutes, and a new code replaces the old one.

Who can see it

People in the same community can see your name and flat number, and the posts you make there. They do not see your email address. Admins of that community can see email addresses, so they can manage membership and invites. Someone outside the community cannot open it.

A public invite link does not let a person in by itself. An admin approves them first. An invite sent to a named email is for that person.

Why we hold it

We hold this information to run the account you asked for, to show a community to its members, and to send the emails that make that work: sign-in codes, password codes, invites, and ticket updates. We do not sell personal information.

Who helps us run it

These providers handle personal data so the service can run. This page does not state a country of storage. That depends on each provider account, and a transfer outside the UK needs its own UK GDPR safeguard.

• Vercel hosts the website and the application.
• MongoDB stores the database.
• Resend sends the emails, including sign-in codes, password codes, invites, ticket updates and pricing requests.
• Cloudflare R2 stores uploaded photos and documents. This page does not state which Cloudflare location holds them.
• Google Analytics measures visits to the public pages only after you accept analytics cookies. Leaving the banner, or pressing Reject, keeps it unloaded. It does not run inside the signed-in product. You can change or withdraw that choice in the Cookies section below.

If you administer a community, you decide why that community's personal data is used. The data processing agreement sets out CommonCouncil's processing for you, including Vercel, MongoDB, Resend and Cloudflare as sub-processors.

Cookies

A sign-in cookie keeps you signed in. It is set when you sign in, and the account needs it.

Analytics cookies stay off until you press Accept. If you press Reject, or leave the banner without choosing, Google Analytics does not load and does not set a cookie. The choice is stored in this browser and applies on every page until you change it here. Withdrawing consent stops analytics on the next load and clears analytics cookies already set. Analytics runs on the public pages only. It does not run inside the signed-in product. We do not use advertising cookies.

How long we keep it

We keep your account and the community record while the community is in use. Sign-in codes are removed when they expire or are replaced. If you want your account deleted, ask us and we will remove it unless we have to keep something for a legal reason.

The building manager's own data

If you manage a block, you decide what goes into that community. You need your own reason for holding residents' details, and your own explanation to them. CommonCouncil is the tool. It is not your privacy notice, and it is not legal advice.

Your rights

You can ask for a copy of your information, ask us to correct it, or ask us to delete it. You can also complain to the Information Commissioner's Office at ico.org.uk.

Contact

For a privacy request, use the support form at support.ekofi.com/commoncouncil. Admins can also open Support from inside the app. CommonCouncil is operated by Erdoby's, at erdobys.com.