Privacy Policy

1. Who we are

Dominium is a condominium management product built and operated by Neural AI Ltd, a company registered in Malta, with its office at Block LS3, Malta Life Sciences Park, San Gwann SGN 3000, Malta ("Dominium", "we", "us").

This policy explains how we handle personal data when you visit condominiumsoftware.mt, contact us, or use the Dominium web platform and mobile app. We process personal data in line with the EU General Data Protection Regulation (GDPR) and the Maltese Data Protection Act (Cap. 586).

2. Our role: controller or processor

Our role depends on whose data it is:

• Website visitors, prospects and our direct customers. When you contact us, book a demo or sign up as a customer, we are the data controller for your data.
• Residents and unit owners using Dominium. Your condominium administrator, block manager or HOA decides what data goes into Dominium and why, so they are the data controller. We act as their data processor and only process that data on their documented instructions, under a data processing agreement.

If you are a resident and have a question about your data in Dominium, such as your balance, unit details or communications, please contact your administrator first. We will help them respond to your request.

3. Data we collect through this website

Contact and demo request form

When you submit the form on our contact page we collect:

• your name and email address
• your company or organisation (optional)
• your phone number (optional)
• your message
• the page you submitted the form from and the page that referred you to it

We use this information to reply to you, arrange a demo and follow up on your enquiry. It is stored in our customer relationship management (CRM) system.

Technical data

Like any website, our hosting provider processes technical data such as your IP address, browser type and the pages you request. This is needed to deliver the site, keep it secure and protect it against abuse. We do not use this data to build profiles about you.

Fonts

This website loads fonts from Google Fonts. When it does, your browser connects to Google's servers, which receive your IP address.

4. Data in the Dominium platform and mobile app

When an administrator uses Dominium, the platform and mobile app may process:

• Account data: name, email address, phone number and login credentials of administrators and residents
• Property data: the condominiums, units and owners or tenants linked to them
• Financial data: service charges, invoices, payments and balances, including data synchronised with connected accounting or banking tools that the administrator chooses to enable
• Communications: notices, messages, issue reports and any photos or files attached to them
• Device data (mobile app): device type, operating system version and a push notification token so we can send you notifications
• Usage and diagnostic data: logs and error reports that help us keep the service running and fix problems

We use this data only to provide, secure, support and improve the service for the administrator. We do not sell personal data, and we do not use platform data for advertising.

5. Legal basis for processing

Where we are the controller, we rely on:

• Contract: to provide the service to our customers and take steps you ask for before entering into a contract, such as arranging a demo
• Legitimate interests: to respond to enquiries, follow up with prospects, and keep our website and systems secure
• Legal obligation: to keep accounting and tax records as required by Maltese law
• Consent: where we ask for it, for example for optional marketing emails. You can withdraw consent at any time.

Where we act as processor, the administrator is responsible for having a legal basis for the processing.

6. Who we share data with

We share personal data only with service providers who help us run Dominium, and only as far as they need it. They include:

• Cloudflare, for website hosting, content delivery and security
• Zoho, for our CRM, using its EU data centre
• Cloud hosting providers, for the Dominium platform
• Apple and Google, for delivering mobile app push notifications
• Accounting and banking integrations such as Xero, QuickBooks, Zoho Books and Fyorin, but only when an administrator chooses to connect them

We may also disclose data if the law requires it, or to protect our rights, our users or the public.

7. Where your data is stored

We host the Dominium platform and store customer data within the European Union. Some of our providers, such as Cloudflare, Google and Apple, operate globally and may process limited data outside the EU. When they do, we rely on safeguards recognised under the GDPR, such as the EU–US Data Privacy Framework or the European Commission's Standard Contractual Clauses.

8. How long we keep data

• Enquiries and demo requests: up to 24 months after our last contact with you, unless you become a customer
• Customer and platform data: for the duration of the customer's contract. Afterwards we return or delete it as the data processing agreement requires.
• Accounting records: for as long as Maltese law requires
• Server and security logs: for a short period, normally no more than 90 days

9. Security

We use appropriate technical and organisational measures to protect personal data. These include encryption in transit, access controls, the principle of least privilege, and regular backups. No system is completely secure, but we work to protect your data and will notify affected parties and authorities of a personal data breach as the law requires.

10. Cookies

This marketing website does not use advertising or analytics cookies. Our hosting provider may set strictly necessary cookies for security, such as bot protection. The Dominium platform uses essential cookies or local storage to keep you signed in. If we ever add non-essential cookies, we will ask for your consent first.

11. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you
• have inaccurate data corrected
• have your data erased
• restrict or object to certain processing
• receive your data in a portable format
• withdraw consent at any time, where we rely on consent

To exercise these rights, email [email protected]. Residents can also ask their administrator. We will reply within one month.

Deleting your app account: you can ask for your Dominium resident account and its associated data to be deleted by emailing us from the address linked to your account. Some records, such as financial records, may have to be kept by your administrator for legal reasons.

You also have the right to complain to Malta's supervisory authority, the Information and Data Protection Commissioner (IDPC). We would appreciate the chance to address your concern first.

12. Children

Dominium is not directed at children under 16, and we do not knowingly collect their personal data.

13. Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last changed. If we make a significant change, we will tell our customers directly.

14. Contact us