Last updated: 9 October 2026
Who we are
The Trilogy Limassol Seafront Management Committee ("the Committee", "we") runs this residents' portal and is the data controller for the personal data processed through it. The Committee is elected by the owners to manage the common areas of the Trilogy Limassol Seafront complex (East, West and North Towers) on their behalf.
This notice explains how we use personal data of owners, tenants and anyone who requests access to the portal or contacts us through it.
Contact for any privacy question: trilogy@committee.cy
What personal data we collect
We collect only what we need to verify residents, run the portal and answer messages.
| Source | Data |
|---|---|
| Access request | Full name, email address, whether you are an owner or tenant, each apartment or office you own or rent (tower, type and number), and for tenants the name of the apartment owner |
| Your account | Password (stored encrypted, never visible to us), date your email was confirmed, date you gave your consent, your account type, any phone numbers and additional email addresses you add on your Profile, your email notification choices, and for tenants the date access ends |
| Contact form | Your name, property, reply email, phone number if you give it, topic, subject and message |
| Using the portal | Sign-in records, IP address and browser details kept in our hosting provider's security and server logs |
| Proxy forms (online or PDF) | For the owner (or company and its signatory) and the appointed proxy: full name, ID / passport number, address, telephone, email, units covered, title deed reference if given, voting instructions, duration of the authority, place and date of signing. A copy of the completed form is sent to the proxy so they can accept the appointment. |
| Room bookings (Cinema and Boardroom) | Room, date, start and end time, any note you add, and who made the booking. Other residents only see that a time is booked, not who booked it. |
| The Trilogy app and phone notifications | Whether and when you use the portal as an app installed on your phone, and the type of device (iPhone, Android or other). If you turn on phone notifications, a technical address for each device, which lets us send it a notification. Notifications sent through Apple or Google contain no content: your phone collects the text from our own site. |
| Representatives of owners | If you request access as an owner's representative: your details, the name of the owner you represent, the units concerned, any end date of the authorisation, and a copy of the letter or proxy form signed by the owner (a proxy form may include ID or passport numbers). The copy is stored privately and seen only by the Committee. |
We do not ask for ID documents, bank details or sensitive data through the portal. Please do not include health or other sensitive information in contact form messages unless it is needed to deal with your request.
Why we use it and our legal basis
We process your data under the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Cyprus Law 125(I)/2018 that implements it.
| Purpose | Legal basis (GDPR Article 6) |
|---|---|
| Creating and running your portal account: checking that you are an owner or tenant, giving owners access to owner-only material such as AGM papers, budgets and accounts, and keeping your units up to date | Your consent (6(1)(a)), given when you request access |
| Sending email and phone notifications about new information on the portal, and counting how many residents use the app | Your consent (6(1)(a)). You choose which emails you receive on the Notifications page |
| Answering messages sent through the contact form | Your consent (6(1)(a)), given when you send the message |
| Recording your CCTV preference, including any opt-in for coverage of the area at your apartment door, and managing your room bookings | Your consent (6(1)(a)). You can change or withdraw it at any time |
| Recording proxy appointments, checking them before owners' meetings, and counting proxy votes | Legitimate interests (6(1)(f)) in running owners' meetings properly and keeping reliable records of votes |
| Keeping the portal secure and preventing misuse | Legitimate interests (6(1)(f)) |
| Keeping records needed for disputes or legal claims | Legitimate interests (6(1)(f)) in establishing, exercising or defending legal claims |
| Checking that a representative is authorised by the owner, and giving them the same access as the owner | The representative's consent (6(1)(a)), and legitimate interests (6(1)(f)) in making sure only properly authorised people see owners' information |
Where we rely on your consent, you can withdraw it at any time (see Your rights). Where we rely on legitimate interests, we have balanced them against your rights. You can object at any time (see Your rights).
We do not sell your data, use it for marketing, or make decisions about you by automated means.
Who can see your data
- Committee members who need it for their role, for example to approve access requests or answer your message.
- Our website hosting and email provider, Odyssey Systems Ltd, which stores and sends data on our behalf under a data processing agreement.
- Our legal advisers, auditors or accountants, only where needed for their work for the Committee.
- Courts, the police or public authorities, only where the law requires it.
Other residents cannot see your account details or your messages.
We keep your data within the European Economic Area. If a provider ever stores data outside it, we will make sure appropriate safeguards are in place, such as the European Commission's standard contractual clauses.
How long we keep it
| Data | How long |
|---|---|
| Owner accounts | While you own an apartment in the complex; deleted within [30 days] of us learning of the sale |
| Tenant accounts | 12 months from approval, renewable; deleted within [30 days] after access ends or the tenancy ends |
| Requests that are not confirmed or not approved | Deleted after [3 months] |
| Contact form messages | [2 years] from our last reply, or longer if needed for a dispute or legal claim |
| Server and security logs | As set by our hosting provider, normally no more than [12 months] |
| Proxy forms | Meeting-specific proxies: [12 months] after the meeting. Ongoing proxies: while in force, then [12 months] after they are revoked. Longer if needed for a dispute about a meeting or vote. |
| Room bookings | [6 months] after the booking date, then deleted |
| Owners' letters and proxy forms for representatives | While the representative's access is active, then [12 months] after it ends, then deleted |
AGM minutes, accounts and other Committee records are kept separately from your portal account, for as long as they are needed to manage and account for the complex.
How we protect it, and cookies
- The whole portal is private. Only residents approved by the Committee can sign in, after confirming their email address.
- Owner-only material, including AGM minutes, budgets and accounts, is hidden from tenants.
- Documents on the portal can only be opened by signed-in residents.
- Passwords are stored encrypted, and the site uses a secure (HTTPS) connection.
- Fonts are stored on our own server, so your visit is not shared with Google or other font services.
Cookies. The portal only uses the cookies WordPress needs to keep you signed in and remember basic settings. We do not use analytics, advertising or tracking cookies, so we do not ask for cookie consent. You can delete cookies in your browser at any time, but you will then need to sign in again.
Your rights
You have the right to:
- see the personal data we hold about you and get a copy;
- have it corrected if it is wrong or incomplete;
- have it deleted, where we no longer need it or have no legal reason to keep it;
- restrict how we use it while a concern is being looked into;
- object to our use of it where we rely on legitimate interests;
- receive data you gave us in a common electronic format (data portability);
- withdraw your consent at any time. This does not affect anything we did before you withdrew it. Because your portal account relies on your consent, withdrawing it means we will close your account; you will still receive essential notices by email or post.
To use any of these rights, email trilogy@committee.cy. We will reply within one month. We may ask you to confirm your identity first. Closing your portal account does not affect records we need to keep for owners' meetings and votes, such as proxy forms.
If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the Commissioner for Personal Data Protection in Cyprus: www.dataprotection.gov.cy.
Changes to this notice
We may update this notice, for example if the portal gains new features. The date at the top shows when it was last changed. We will tell residents about important changes through a notice on the portal.
Trilogy Limassol Seafront Management Committee · trilogy@committee.cy