Who is this article for

All Cohabit users — owners, committee members, strata managers, experts and team members — who want to understand how their data is used and protected.

What this article covers

What data Cohabit collects
How that data is used
How access and privacy are managed
Your responsibilities and choices

What data Cohabit collects

Cohabit stores and processes data to help you manage and understand buildings, including:

Building data
Addresses, plans, building details, features, condition and compliance records.
User and contact data
Names, email addresses, roles (owner, committee member, manager, expert), organisation details.
Documents and records
Insurance policies, valuations, certificates, reports, meeting minutes and other uploaded files.
Usage data
Basic information about how the platform is used (e.g. logins, navigation and actions) to improve the product, troubleshoot issues and maintain security.

How your data is used

Cohabit uses this data to:

Provide building intelligence, health scores and insights
Facilitate communications between owners, committees, managers and experts
Keep track of compliance and renewals
Operate, maintain and improve the platform
Monitor and secure the system against abuse or unauthorised access

Cohabit does not use your data for unrelated third-party marketing.

How privacy and access are managed

Access control

Role-based permissions determine what each user can see and do.
Strata managers and admins can control which team members access which buildings.
Owners and committee members see information relevant to their building(s).

Internal access

Only authorised Cohabit staff can access data where necessary to provide support, operate the system or improve the service.
Staff access is restricted and logged according to internal policies.

Data protection

Data is encrypted in transit and at rest.
Security measures (covered in System Security) help prevent unauthorised access or disclosure.

Your responsibilities and choices

You play an important role in protecting your own privacy:

Keep your login details confidential
Use strong passwords and enable additional verification if available
Log out on shared devices
Only upload documents that are relevant and appropriate for building management
Check who in your organisation has access to a building’s information

If you are an admin or strata manager, you should regularly review user access to ensure only the right people see sensitive data.

Data rights and requests

If you have concerns about your data, you can:

Ask your organisation admin to review or adjust your access
Contact Cohabit to:
- Enquire about what data is held about you
- Request correction of incorrect personal information
- Request removal or de-linking of your personal data where appropriate and legally permissible

Some data (for example, information required for legal or regulatory reasons) may need to be retained for a certain period.

FAQs

Who can see my personal details in Cohabit?

Typically, your details are visible to your organisation (e.g., strata manager, relevant building contacts) and Cohabit support where needed. Exact visibility depends on your role and building access.

Can owners see each other’s personal details?

Owner visibility is constrained by the platform’s design and your manager’s configuration. Typically, contact details are shared where necessary for building governance and communication, not for general browsing.

Can I ask for my data to be removed?

Yes, you can request removal or de-linking of your personal data, subject to any legal or operational requirements. Contact Cohabit support to discuss your options.