On this page
The short version
Quorum helps owners corporation committees manage emails, votes and decisions in one shared place. This policy explains what personal information we collect, why, who can see it and how to ask us about it.
- We collect only what we need to run Quorum for your building.
- A building's emails, cards and votes belong to that building's owners corporation. We handle them to provide the service and for nothing else.
- Committee members in the same building can see each other's names, emails and votes.
- Quorum uses AI features that run through third-party providers. Our hosting platform stores data in the United States by default.
- We do not sell personal information and we do not send marketing emails.
- Questions, access requests and complaints go to support@quorum.email.
This policy applies from [date of publication] (version 1.0).
Who we are
Quorum is operated by Andrew Eramo, trading as Quorum, based in Melbourne, Victoria [ABN to be added when issued]. In this policy, "we", "us" and "Quorum" mean that business.
We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth), even where the law does not strictly require a business of our size to.
If we later move Quorum into a company, we will transfer your information to that company, which will be bound by this policy. We will email committee members before that happens.
What we collect
| Who you are | What we collect |
|---|---|
| Who you areSomeone who registers interest | What we collectYour email address and your building's address. Optionally your lot number, the number of lots and the number of committee members. |
| Who you areSomeone who asks a question on our website | What we collectYour email address and your question. |
| Who you areA committee member using Quorum | What we collectYour name and email address, how you sign in (Google or email), your notification settings, and what you do in the app: replies, comments and votes. |
| Who you areA building's shared inbox | What we collectEmails sent to your building's Quorum address, including sender names and email addresses, the message text and any attachments. Cards, comments, due dates and decisions the committee creates from them. |
| Who you areA lot owner who answers a committee survey | What we collectYour email address, lot number, answers and any comment. A random identifier stored in your browser, so we can count each device once. |
| Who you areSomeone who contacts support | What we collectThe details of your request, and any screenshots or files you send. |
| Who you areAnyone using our address lookup | What we collectThe address text you type, which is sent to Google to suggest matching addresses. |
We do not collect payment card details. We do not use advertising trackers or analytics tools.
How we collect it
Most information comes from you, or from your committee's activity in Quorum. Emails reach us when a strata manager, contractor or owner writes to your building's Quorum address.
Committee emails can contain sensitive details, such as disputes, arrears, health or financial hardship. We treat all committee content as confidential. Committees should share only what is needed to make a decision, and should not include sensitive details about individuals unless the matter requires it.
Why we use it
For each building, we act as a service provider to the owners corporation. The committee decides what goes into Quorum. We use that information to:
- run the shared inbox, cards, votes and surveys;
- send service messages, such as invitations, notifications and weekly wrap-ups;
- provide support and fix faults;
- keep Quorum secure and working;
- meet our legal obligations.
For people who register interest, we use your details to count interest for your building and to contact you about setting up Quorum for it.
We do not send marketing emails, we do not sell personal information, and we do not use committee content for our own purposes.
AI features
Quorum uses AI to help with tasks such as sorting emails, suggesting card titles, writing summaries and drafting survey context. When an AI feature runs, the relevant text, such as an email, is sent to an AI model provider through our hosting platform.
These providers are third parties. How they handle the information is governed by their terms and our hosting platform's terms, which we do not control and which can change. This includes whether information may be used to improve their models. You can read our hosting platform's current position on its privacy and security page and in its privacy policy.
We limit what AI features can read to the email content and card details needed for the task. Please keep this in mind when deciding what to put in a committee email.
Who can see your information
Inside your building. Every committee member can see the other members' names and email addresses, the shared inbox, and how each member voted. This is how Quorum keeps a clear record of decisions.
Lot owners who answer a survey. The committee sees combined results and how many lots have responded. It does not see your individual answers or your email address.
Our access. We look at a building's emails, cards or votes only when someone asks us for support, or when we need to fix a fault.
Service providers. We use providers to run Quorum: our hosting platform (Base44), Postmark for sending and receiving email, Google for sign-in and address suggestions, and AI model providers (see above). They may handle your information only to provide their service to us.
Strata managers. We do not share personal information about people who register interest with strata managers. We may tell a manager how many people from a building have registered, and the building's address.
When the law requires it. We may disclose information to a court, regulator or law enforcement agency where the law requires it, or to protect someone's safety.
Where your information is stored
Our hosting platform stores Quorum's data in the United States by default. Our email provider and AI providers may also process information in the United States or other countries.
Before we use a provider, we look for security certifications and data processing terms. We cannot control how overseas providers handle information, and Australian privacy law may not apply to them in the same way. By using Quorum, you accept this. If you do not, please contact us before you register.
How we keep it secure
- A building's information is available only to the committee members invited to that building.
- Sign-in uses Google or your email address, and access is checked on our servers.
- Files that members upload, such as support screenshots, are held in private storage.
- Our hosting platform publishes its security practices at its Trust Center.
No system is completely secure, and we cannot promise it never will be breached. We review our security as Quorum grows.
How long we keep it
| Information | How long |
|---|---|
| InformationA building's emails, cards, votes and survey responses | How longWhile the building uses Quorum. If it stops, we offer an export first, then delete everything after 1 year. |
| InformationSign-ups from people whose building has not started | How long12 months, then deleted. |
| InformationSupport requests | How longWhile the building uses Quorum, then deleted with the building's records. |
| InformationBackups | How longHeld by our hosting platform for a set period, then removed. |
If you ask us to delete your information sooner, we will do so unless we need to keep it for a legal reason or because it forms part of a committee's record.
Your rights
You can ask us to:
- give you a copy of the personal information we hold about you;
- correct information that is wrong;
- delete your information.
Email support@quorum.email. We will reply within 30 days. We may need to confirm who you are first. If the information is part of a building's committee record, we may need to check with the committee before changing it.
If you answered a survey as a lot owner, you can ask us to remove your response.
Cookies, browser storage and email
We do not use advertising or analytics trackers. Quorum uses your browser's storage to keep you signed in. Survey pages also store a random identifier so we can count each device once.
We send only service emails, such as invitations, notifications and weekly wrap-ups. If we ever add marketing emails, we will ask for your consent first and include an unsubscribe link.
Complaints, breaches and changes
Complaints. If you are unhappy with how we have handled your information, email support@quorum.email. We will investigate and reply in writing. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Data breaches. If we learn of a data breach, we will take reasonable steps to contain it and assess the risk, and we will tell affected committees and individuals where appropriate.
Changes. We may update this policy. We will post the new version here with its date, and email committee members about any material change.
Contact. Quorum, operated by Andrew Eramo, support@quorum.email.