There privacy management in condominium communications has become a topic of in recent years great relevance, both for condominium owners and administrators. Growing sensitivity to the protection of personal data, combined with new regulations, has forced ever-increasing attention to the protection of residents' information. But how does all this translate into the daily practice of a condominium? We see.
What the law says
The 2012 condominium reform and the General Data Protection Regulation (GDPR) introduced stringent rules for the management of personal data. For example, article 63 of the implementing provisions of the Civil Code obliges the administrator to communicate the data of the defaulting condominium owners (names and respective thousandth shares) to the creditors, only upon specific request of the latter. However, this information cannot be disclosed to third parties or posted on condominium noticeboards accessible to all.
Secure and confidential communications
Traditionally used for the dissemination of warnings, the condominium noticeboards represent a real challenge in terms of privacy. The publication of sensitive datalike condominium arrears, is prohibited. Instead, only generic notices can be posted, such as those relating to system malfunctions or deadlines for payment of installments. In the case of more detailed communications, administrators must adopt methods that ensure confidentiality. The use of condominium websites accessible only via login, reserved for registered condominium owners, can be effective. In this way, sensitive information remains protected and accessible only to those directly involved.
Assemblies and privacy
Another crucial moment for information management is the condominium meetings. During the meetings, it is possible to freely discuss issues that concern individual condominium owners, including cases of arrears. Even in these circumstances, however, it is essential respect confidentiality. Participation is limited to condominium owners, with exceptions in which third parties are invited to report on specific management issues.
Risk of defamation
It is good to keep in mind that inadequate information management can lead to legal consequences. The dissemination of personal data with harmful intent can be configured as defamation, even if the information spread is true. The Court of Cassation ruled on the matter, underlining that the truth of the facts does not justify the diffusion if this is aimed at damaging the honor and reputation of an individual. Therefore, it is essential that administrators handle communications carefully, avoiding any form of undue exposure of condominiums.
Best practices for administrators
To ensure correct privacy management, condominium administrators should adopt some good practices, such as: communicate confidentiallyusing secure digital tools for the dissemination of sensitive information; limit access to dataensuring that only condominium owners have access to information concerning them; train and informeducating condominiums on the regulations
in force and on the importance of protecting personal data; consult legal expertsturning, in case of doubt, to professionals to ensure that all communications comply with the law.