Privacy notice
Last updated 15-09-2026. This notice explains what personal information Townhouse Strata Pty Ltd (trading as Duplex Strata) collects through this website and the owner portal, why, and what you can do about it. We follow the Australian Privacy Principles in the Privacy Act 1988 and the record-keeping rules in the Strata Schemes Management Act 2015 (NSW).
What we collect
Strata roll details — the Act requires the owners corporation to keep a strata roll for each lot: owner name, address for notices, email, phone, and details of any mortgagee, tenant or managing agent. You give us this when you sign up and keep it current in the portal.
Documents — the strata plan, by-laws, insurance certificates, minutes, invoices, receipts and other records you upload. Some of these contain personal information about you, your neighbour or third parties.
Decisions — how and when each owner voted on a written resolution, with the date, time and sign-in details, because the Act requires the owners corporation to keep a record of its decisions.
Sign-in and usage — email address, one-time codes (stored only as a one-way hash), session tokens, IP address and browser type, and a log of actions taken in the portal.
Payment — card payments are taken by Stripe. We never see or store your full card number; Stripe gives us a customer reference and payment status only.
Waiting list and enquiries — name, email, address or plan number and anything you tell us.
Why we collect it
To carry out the functions of a strata managing agent for your scheme: keeping the roll and records, issuing and recording resolutions, checking insurance, preparing budgets, answering Section 184 certificate requests when a lot is sold, and communicating with you. We also use it to run and secure the portal, to bill for the service, and to respond to your enquiries. We do not sell personal information or use it for unrelated marketing.
Who sees it
Your neighbour. A two-lot scheme has one shared strata roll and one shared set of records. The other owner can see your roll entry (name, notice address and contact details) and the scheme's documents, resolutions, insurance and budget, just as you can see theirs. This is how the Act's record-keeping works; it is not optional.
People entitled under the Act. An owner, mortgagee or prospective buyer who makes a formal request and pays the prescribed fee may inspect the records or receive a Section 184 certificate. We release only what the Act requires.
Our service providers. Cloudflare (hosting, database and file storage — data stored in Australia where that option is available), Stripe (payments), Resend (transactional email), and Microsoft 365 (our email). Each is bound by its own privacy terms and can only use your information to provide the service to us.
Where the law requires it — for example a tribunal, court or Fair Trading request.
How long we keep it
The Act sets minimum retention periods for strata records (generally seven years, and permanently for some documents such as the strata plan and by-laws). We keep records for as long as we are the scheme's agent and hand them to the owners corporation or its next agent when our appointment ends. Sign-in codes are deleted after use or expiry; session and activity logs are kept for up to two years for security.
Security
Sign-in is by one-time email code, not a password. Data is encrypted in transit and at rest with our hosting provider. Staff access is limited to the people who manage your scheme. No system is perfectly secure; if a breach is likely to cause you serious harm we will notify you and the Office of the Australian Information Commissioner as the law requires.
Your rights
You can view and update your own roll entry in the portal at any time, and download a full export of your scheme's records. You can ask us to correct anything that is wrong. You can ask what personal information we hold about you and we will tell you within 30 days. Because most of what we hold is a legal record of the owners corporation, we generally cannot delete it on request while the record must be kept — but we will explain why in each case.
Cookies
The portal uses one cookie to keep you signed in. The public website does not use tracking or advertising cookies.
Complaints and contact
Email [email protected] or call (02) 4971 0363 and ask for the licensee in charge. We aim to respond within five business days. If you are not satisfied you can complain to the Office of the Australian Information Commissioner (oaic.gov.au) or, about our conduct as an agent, to NSW Fair Trading.