Purpose of a Unit Owner Database
A unit owner database is an essential record for condominium corporations. It contains key information about owners, their contact details, and their legal rights related to the condominium corporation.
Why Maintaining an Accurate Database is Important:
Tracking Ownership Changes:
The database ensures that records reflect the current owners, avoiding confusion when sending notices or collecting fees.
Maintaining Contact Information:
Essential for sending legal notices, fee payment reminders, and updates on condominium business.
Determining Voting Rights:
Ownership details confirm eligibility for voting at Annual General Meetings (AGMs) and Special Meetings.
Condo Fee and Special Assessment Management:
Accurate records ensure proper billing and collection of monthly fees, special levies, and arrears.
Legal Compliance:
Under the Condominium Property Act (CPA), a condominium corporation must maintain a record of owners and make certain information available upon request.
Data Collection and Privacy Compliance
Information That Must Be Collected:
Under Alberta’s Condominium Property Regulation, a condominium corporation must keep a register of unit owners, including:
Name and address for service.
Unit number and legal description.
Voting rights and mortgagee information (if applicable).
Information That Cannot Be Collected or Shared Without Consent:
Personal financial details (e.g., banking information, credit history).
Emergency contacts (unless voluntarily provided by the owner).
Personal email addresses and phone numbers (unless required for condominium business).
Privacy Regulations and Protecting Unit Owner Data
Personal Information Protection Act (PIPA) applies to condominium corporations, restricting how personal information is collected, used, and disclosed.
Corporations must:
Store owner information securely.
Limit access to authorized individuals only.
Only share information required for condominium business or as mandated by legislation.
Case Study: Risks of Poor Database Management
Scenario:
A condominium corporation fails to update its unit owner database after multiple ownership changes. As a result:
Notices for an upcoming AGM are sent to previous owners, leaving new owners uninformed.
A vote on a special assessment is held without proper quorum due to missing ownership records.
A legal dispute arises when a new owner contests a late fee, arguing they never received payment notices.
Analysis:
What errors in database management contributed to the legal dispute?
How could proper record-keeping have prevented these issues?
What steps should the condominium manager take to correct the database and avoid similar problems?
