Privacy Policy

The data controller responsible for the processing of your personal data is:

• Domevia, Lda.
• Email: suporte@domevia.ai

We collect and process the following categories of personal data when you use Domevia:

• Email address (used for authentication and notifications)
• Display name (visible to other condominium members)
• Phone number (optional, for contact purposes)
• Unit or apartment number (to identify your residence within the condominium)
• Role within the condominium (owner or management)
• Email notification preferences

We do not collect sensitive personal data (special categories under Art. 9 GDPR). Authentication credentials are managed securely by our authentication system and are not directly accessible.

Your personal data is processed for the following specific purposes:

• Account authentication and secure session management
• Condominium management: creating, tracking and resolving work items, notices, documents, and contacts
• Sending transactional email notifications about work item updates and notices to relevant administrators and maintenance staff
• Enabling messaging-based communication with residents through third-party platforms operated by Meta Platforms, Inc.
• User invitation system: administrators invite new users by email to join their condominium

We process your personal data under the following legal bases as defined by the GDPR:

• Contract Performance (Art. 6(1)(b)): Processing necessary for the performance of the condominium management service you have registered to use, including account creation, work item management, and document storage.
• Legitimate Interest (Art. 6(1)(f)): Processing necessary for the legitimate interests of condominium administration, such as tracking maintenance issues, communicating notices, and ensuring building safety. Our interest is balanced against your rights and does not override your fundamental freedoms.
• Consent (Art. 6(1)(a)): Where applicable, your explicit consent for optional processing activities such as email notifications and messaging communication. You may withdraw consent at any time via your account settings.
• Legal Obligation (Art. 6(1)(c)): Processing necessary to comply with legal obligations, such as maintaining condominium administration records as required by applicable Portuguese property law.

We share your personal data with the following third-party processors, each bound by data processing agreements in compliance with Art. 28 GDPR:

• Resend — Email delivery service used for transactional notifications (work item updates, notice alerts, user invitations). Processes: email address, display name.
• Meta Platforms, Inc. — Messaging platform used for resident communication. Processes: phone number, condominium data queries (read-only). Subject to Meta's Data Processing Terms.
• Cloud Infrastructure Provider — Hosting, database, and authentication infrastructure. Processes: all personal data listed above, stored securely with encryption at rest and in transit.

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

Some of our third-party processors may transfer data outside the European Economic Area (EEA). When this occurs, we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission (Art. 46(2)(c) GDPR) and adequacy decisions where applicable (Art. 45 GDPR).

We retain your personal data only for as long as necessary to fulfil the purposes described above:

• Account data: retained for the duration of your active account. Upon account deletion, personal data is erased within 30 days, subject to legal retention obligations.
• Legal records: condominium administration records may be retained for up to 10 years as required by Portuguese property management law.
• System logs: access and security logs are retained for a maximum of 12 months for security and debugging purposes.

As a data subject, you have the following rights under the GDPR:

• Right of Access (Art. 15): You may request a copy of the personal data we hold about you.
• Right to Rectification (Art. 16): You may request correction of inaccurate personal data. You can update your display name, phone number, and unit directly in your account settings.
• Right to Erasure (Art. 17): You may request deletion of your personal data, subject to legal retention obligations.
• Right to Restriction (Art. 18): You may request restriction of processing in certain circumstances, such as when you contest the accuracy of data.
• Right to Data Portability (Art. 20): You may request your personal data in a structured, commonly used, machine-readable format.
• Right to Object (Art. 21): You may object to processing based on legitimate interest. We will cease processing unless we demonstrate compelling legitimate grounds.

To exercise any of these rights, please contact us at suporte@domevia.ai. We will respond to your request within 30 days.

You also have the right to lodge a complaint with a supervisory authority. In Portugal, the relevant authority is the Comissão Nacional de Proteção de Dados (CNPD) — www.cnpd.pt.

Domevia may use automated tools that provide responses to resident queries based on condominium data. This is an informational service only and does not involve profiling, scoring, or any automated decision-making that produces legal effects or similarly significantly affects you (Art. 22 GDPR).

Domevia does not use tracking cookies, advertising cookies, or third-party analytics cookies. We use only essential session tokens stored in local storage for authentication purposes. These are strictly necessary for the service to function and do not require consent under the ePrivacy Directive.

Domevia is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child under 16 has provided us with personal data, we will take steps to delete such data promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting a notice within the application. The date at the top of this page indicates when the policy was last revised.

If you have any questions about this Privacy Policy, your personal data, or wish to exercise your rights, please contact our Data Protection Officer:

suporte@domevia.ai