The condominium register of owners: what it is, mandatory data and updates

The condominium register of owners (anagrafe condominiale) is the register in which the administrator collects and keeps up to date the data of those who live in and hold rights over the building: owners, holders of other rights in rem, tenants and every unit. It was introduced by the condominium reform and is now provided for by article 1130, number 6, of the Italian Civil Code. It serves to know at any time who the parties involved in the life of the condominium are, an essential fact for notices of meeting, cost allocations and communications.

What the register of owners is

The register of owners is one of the registers the administrator is required to keep. It gathers, in an orderly way, the personal and cadastral information relating to each unit and its holders, together with data on the safety conditions of the common parts. It is not a simple list of names: it is the tool that links each unit to the parties holding rights over it and to their contact details.

The mandatory data to record

Article 1130, number 6, states precisely what the register must contain. It includes the particulars of the individual owners and of the holders of rights in rem and of personal rights of enjoyment, together with their tax code and residence or domicile, the cadastral data of each unit and any data relating to the safety conditions of the common parts of the building.

• Particulars of owners and holders of rights in rem or personal rights of enjoyment.
• Tax code and residence or domicile of each holder.
• Cadastral data of every unit.
• Data relating to the safety conditions of the common parts.

Who keeps the register and with what responsibility

Keeping and updating the register falls to the administrator. This is a legal obligation, and failing to comply is among the serious irregularities that can justify the administrator's removal by the meeting or the court. The administrator must therefore not only collect the initial data, but keep it aligned with the changes that occur over time.

The owners' duty to report their data

Updating does not depend on the administrator alone: the law also places a duty on the owners. Any change in the data, for example a sale, an inheritance, a new lease or a change of residence, must be reported to the administrator in writing within sixty days. It is a precise deadline, designed to keep the register reliable and always current.

What happens if an owner fails to report changes

If the reports are missing, incomplete or do not arrive on time, the administrator does not remain passive. The law provides that, if the owner fails to act, the administrator requests the information needed to keep the register by registered letter. The costs incurred to obtain the missing data can be charged to the party who failed to comply with the reporting duty.

Why an up-to-date register matters

A correct register is the basis for many other obligations. It serves to properly call those entitled, to allocate expenses between owners and tenants according to ordinary or extraordinary use, to send communications to the right address and to manage arrears reliably. An inaccurate register, by contrast, can invalidate notices of meeting and generate disputes over resolutions.

The register of owners and data protection

The register contains personal data and must be handled in compliance with data protection law. The administrator collects and keeps the information solely for purposes connected with managing the condominium, limiting access to those who genuinely need it and adopting adequate security measures. The purpose of condominium management justifies the processing, but does not authorise further uses of the data collected.

Managing the register with software

Keeping the register in management software makes it possible to link each unit to its holders, cadastral data and contacts, updating changes in a single place and automatically generating notices and communications addressed to the correct domicile. This reduces the risk of errors and makes checking the data required by law immediate.

AmministraPro lets you manage the condominium register of owners with personal, cadastral and contact data always aligned, in compliance with data protection and in support of notices and cost allocations. You can see how it works on the features page or compare the plans in the pricing section.