This policy explains how SmartStrata collects, uses, stores, and protects personal data processed through the platform for property administration, billing, communication, and related operational purposes.
SmartStrata is currently operated while its formal Malaysian operating entity is pending incorporation. This policy may be updated from time to time as the product, operating structure, or legal requirements evolve.
This Privacy Policy applies to residents, parcel owners, tenants, committee members, property management staff, and other authorized users who access SmartStrata, or whose personal data is processed through SmartStrata for property administration purposes.
In most cases, the Joint Management Body (JMB), Management Corporation (MC), or appointed property management company for a property is the party deciding why and how personal data is processed for that property.
SmartStrata acts as the platform operator and service provider, supporting the property’s operational, billing, communication, and record-keeping workflows.
Depending on the modules enabled and your role, SmartStrata may process:
Name
Email address used as a unique login identifier
Password in hashed form only, and never in plain text
Contact number for operational and emergency communication where applicable
Unit number or parcel identifier
Unit share count for maintenance fee calculation where configured by the property
Parking administration records, including vehicle identifier, lot allocation, sticker serial number, parking validity period, and status
Billing address and mailing address for billing, registered correspondence, and property administration
Basic security and session logs necessary to secure and operate the platform
SmartStrata does not currently process NRIC data, biometric data, facial recognition data, or AI-based resident message analysis as part of its current scope.
To create and manage user accounts and role-based access
To authenticate users and maintain platform security
To manage resident, parcel owner, committee, and staff records
To generate invoices, payment vouchers, statements, and related financial records
To support property operations such as notices, billing, parking administration, and registered correspondence
To maintain accurate historical records for legal, operational, audit, and dispute resolution purposes
SmartStrata does not sell personal data.
Personal data may be disclosed only where necessary to:
The relevant property’s authorized JMB, MC, or management company personnel
Service providers supporting the platform, such as hosting or email infrastructure
Authorities, advisers, or professional parties where required by law or reasonably necessary to protect legal rights
SmartStrata is hosted in Singapore using AWS infrastructure in the ap-southeast-1 region.
As a result, personal data processed through SmartStrata may be stored or processed in Singapore for system hosting, backup, availability, and operational continuity purposes.
Personal data is retained only for as long as reasonably necessary for the purposes set out in this policy, including property operations, billing integrity, historical record keeping, audit, legal compliance, and dispute management.
If a resident or parcel owner sells a unit or ceases to be associated with a property, the account or record may be marked inactive while selected historical records are kept where necessary for administrative continuity and lawful record retention.
A resident, parcel owner, or authorized user may request access to, correction of, or deletion of personal data, subject to applicable legal, operational, accounting, and audit requirements.
Where full deletion is not possible, SmartStrata or the relevant property management may retain only the minimum data necessary to comply with legal obligations, preserve accounting records, or establish and defend legal claims.
Password hashing and secure authentication practices
Role-based access controls
Encrypted connections where supported
Logging, monitoring, and reasonable access restriction practices
This Privacy Policy may be updated from time to time to reflect operational, legal, or product changes. The latest version will be published on this page together with the updated effective date.
For privacy-related questions or requests, please contact the SmartStrata team or your relevant property management office.
Operator: SmartStrata
Operating entity: Pending incorporation in Malaysia
Email: privacy@smart-strata.com
Contact your property management office or reach out to the SmartStrata team for privacy-related enquiries.