Privacy Policy

Our Commitment

At Instant Strata, we're committed to protecting your privacy and being transparent about how we handle your data. We've designed this privacy policy to be clear and straightforward, avoiding the typical legal jargon that makes most privacy policies difficult to understand.

Our strata management platform is used by strata managers, scheme committees, lot owners, and authorised representatives of the scheme. This policy outlines how we collect, use, protect, and respect your data.

Data Collection

What information we collect

We collect different types of information depending on how you use our service. When you use Instant Strata, we collect information necessary to provide and improve our strata management platform. For registered users, we collect account information, scheme and lot details, documents, and usage patterns. We handle all this information with care and security.

Types of data we collect

• Account data: Name, email, phone, organisation, role
• Scheme & lot data: Property details, lot ownership, committee membership
• Document & content data: Bylaws, minutes, invoices, notes, documents you upload
• Technical data: IP address, browser, device, operating system
• Usage data: How you interact with our platform, features used
• AI assistant data: Prompts, queries, responses, and conversations; procedures, workflows, and processes you use with the AI; files you share
• Security data: Authentication logs, access records

Data Usage

How we use your information

We use your data to provide, improve, and secure our service while respecting your privacy.

Primary uses

• Service delivery: To provide our strata management platform: process scheme data, send levy notices, manage meetings, store documents, and deliver AI-assisted responses.
• Service improvement: To analyse usage patterns, improve accuracy, develop new features, and optimise performance.
• AI assistant improvement: To review conversations, usage patterns, procedures, and workflows used with the AI assistant; to understand how the AI is used for strata management tasks; and to create synthetic or derived training data to improve the AI's ability to fulfil its strata management functions. We take steps to reduce the amount of personal information in data used for AI improvement before use (e.g. de-identification where practicable). Our authorised personnel may review conversations for these purposes.
• Security & compliance: To protect our service, detect and prevent abuse, ensure security, and meet legal and strata regulatory obligations.

AI Assistant and Model Improvement

Our service includes an AI assistant to help with strata management tasks. We are transparent about how we use your interactions with the AI to improve our product and the assistant's capabilities.

How we use AI-related data

We collect and review conversations you have with our AI assistant, together with the procedures, workflows, and processes you use when interacting with it. We do this to better understand usage patterns, improve the AI's ability to perform strata management tasks, and develop new features. We may use conversations and derived insights to create synthetic or anonymised training data that helps improve the AI assistant over time.

Before using data for AI improvement, we take steps to reduce the amount of personal information in our training and analysis datasets where practicable (e.g. through de-identification). A limited number of authorised personnel may review conversations for product improvement, safety, and support purposes. We do not use your content to market our services or create advertising profiles.

Third-party AI services

Our AI assistant may use third-party AI models and infrastructure. Where we do, we share only the minimum data required and ensure processors are bound by confidentiality and data protection obligations consistent with this policy.

Data Sharing

We do not sell, rent, or give away your personal information to third parties for marketing. We may share data only where necessary to deliver our services, for example with your strata committee members, authorised suppliers (e.g. payment processors), or when required by law. Third-party processors are bound by data protection agreements.

Our infrastructure and data storage are primarily in Australia. Where we use services outside Australia, we ensure appropriate safeguards (e.g. adequacy decisions, standard contractual clauses) are in place.

Data Protection

How we protect your data

We implement robust security measures to protect your data and maintain your privacy.

Security measures

• Encryption: Data encrypted in transit and at rest
• Access controls: Strict access controls and authentication
• Regular audits: Security audits and updates
• Data minimisation: We only collect data necessary for our service
• Secure storage: Data stored in secure cloud environments
• Incident response: Procedures to respond to any security incidents

Data Retention

We retain your data for as long as your account is active or as needed to provide our service, comply with legal obligations (including strata record-keeping requirements), resolve disputes, and enforce our agreements. When you request deletion, we will delete or anonymise your data within a reasonable period, except where retention is required by law.

Your Rights

Your data protection rights

Under data protection laws (including the Australian Privacy Principles and, where applicable, GDPR), you have rights regarding your personal data. These include the right to access, correct, delete, or object to certain processing of your data, as well as the right to data portability.

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your data where we no longer need it or processing is unlawful
• Object: Object to processing for marketing or on grounds relating to your situation, including processing of your AI assistant conversations for model improvement where applicable
• Portability: Receive your data in a structured, machine-readable format

You can manage much of your data through your account settings. For other requests, contact us at info@instantstrata.com. We will respond within a reasonable timeframe. You may also have the right to lodge a complaint with a supervisory authority (e.g. the Office of the Australian Information Commissioner).

Changes to this Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the effective date on this page or by email where appropriate. Your continued use of Instant Strata after changes constitutes acceptance. We recommend reviewing this policy periodically.