Reservoir

1. About This Policy

At Reservoir, we are committed to protecting the privacy and security of our users' personal information. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you use our strata committee management platform.

Who we are:

Reservoir is a strata management application operated by Reservoir Labs (ABN 95 518 939 328) ("we," "us," or "our").

What this policy covers:

This policy applies to all users of the Reservoir platform, including committee members, building residents, and administrators.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

Name, email address, and contact details
Building/committee association details
Role within the strata committee (admin, committee member, resident)
Profile preferences and settings

Platform Content:

Meeting notes, agendas, and minutes
Action items and task assignments
Project documentation and updates
Maintenance requests and reports
Committee communications and messages
Document uploads (meeting materials, financial documents, building reports)

Financial Information:

Payment details for subscription services (processed securely through third-party payment processors)
Budget and financial data related to strata management activities

2.2 Information We Collect Automatically

Usage Data:

Login times and frequency of platform use
Pages visited and features accessed
Device information (browser type, operating system, IP address)
Location data (general geographic location for service optimization)

Technical Data:

Cookies and similar tracking technologies
Error logs and performance monitoring data
Security-related information (failed login attempts, suspicious activities)

2.3 Information from Third Parties

We may receive information from:

Google services (authentication, cloud storage, AI processing)
Firebase authentication providers
Payment processors (Stripe or similar)
Integration partners (calendar applications, document management systems)

3. How We Use Your Information

3.1 Primary Purposes

Platform Services:

Provide strata committee management tools and features
Facilitate communication between committee members and residents
Enable meeting scheduling, minute-taking, and action item tracking
Support project management and maintenance coordination
Generate reports and summaries of committee activities

AI-Powered Features:

Meeting transcription and summarization using Google Genkit/Gemini AI
Intelligent action item extraction and assignment
Automated agenda creation and meeting insights
Natural language interaction through our Domus AI assistant

Account Management:

Create and maintain user accounts
Verify user identity and committee membership
Provide customer support and technical assistance
Process payments and manage subscriptions

3.2 Secondary Purposes

Service Improvement:

Analyze usage patterns to improve platform functionality
Develop new features based on user needs
Conduct research and testing for product enhancement
Ensure platform security and prevent unauthorized access

Communication:

Send service notifications and platform updates
Provide customer support responses
Share relevant product announcements and feature updates
Conduct user surveys and feedback collection (with consent)

Legal Compliance:

Comply with Australian privacy laws and regulations
Respond to legal requests and court orders
Protect our legal rights and interests
Ensure compliance with strata management regulations

4. How We Share Your Information

4.1 Within Your Strata Community

Committee Members: Can access committee-related meetings, projects, and communications relevant to their role.

4.2 Third-Party Service Providers

We use trusted third-party service providers to help us operate the platform, including cloud hosting, AI services, payment processing, analytics, and communication services. These providers only access your information as necessary to perform their specific functions and are bound by strict confidentiality agreements. We recommend reviewing the privacy policies of these service providers for additional information about their data practices.

4.3 Legal Requirements

We may disclose your information when required by:

Australian law or regulation
Court orders or legal proceedings
Government agency requests (with appropriate legal basis)
Protection of our legal rights or user safety

5. Security and Storage

We implement industry-standard security measures to protect your personal information, including encryption for data transmission and storage, secure authentication systems, regular security audits, and automated backup procedures. Your data is primarily stored in secure Australian data centers, with some processing occurring through our trusted international service providers who maintain equivalent security standards.

We retain your information while your account is active and for legitimate business purposes. When you delete your account, we remove your personal information within 30 days, though complete deletion from backup systems may take up to 90 days.

6. Your Privacy Rights

Under Australian privacy law, you have the right to:

Access and correct your personal information
Request deletion of your data
Control how we use and share your information
Receive a copy of your data in a portable format
Opt out of marketing communications

To exercise these rights, contact us at privacy@reservoirapp.com or use the privacy settings within your account. We respond to privacy requests within 30 days.

7. Cookies and Tracking

We use cookies and similar technologies for essential platform functions (authentication, security), analytics (usage statistics, performance monitoring), and user preferences (interface customization, settings). You can control cookies through your browser settings, though disabling essential cookies may affect platform functionality.

8. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, new features, or legal requirements. For material changes, we provide 30 days advance notice via email and platform notifications. Minor updates are posted on our website with an updated "last updated" date.

9. Contact Information

Privacy Inquiries:

privacy@reservoirapp.com

Include "Privacy Inquiry" in the subject line for faster processing. We respond to most requests within 30 days.

If you're not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au

10. Australian Privacy Act Compliance

This Privacy Policy complies with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs). We are committed to transparent and fair handling of personal information, collecting only what's necessary for our services, ensuring information accuracy and security, and providing you with access and correction rights.

This Privacy Policy is effective as of 18 October 2025 and governs the collection, use, and disclosure of your personal information in connection with the Reservoir platform.

Document Version: 1.0

Next Review Date: 18 October 2026

Legal Review: Recommended before publication

Privacy Policy

Our Privacy Commitment

Security First

Transparency

Your Control

Australian Compliance