Condominium Roster and the Tenant's Data

The condominium roster must also contain the tenant's data, because the tenant holds a personal right of enjoyment over the property. Article 1130 number 6 of the Italian Civil Code requires the manager to keep the condominium roster with the identity of the individual owners and of the holders of real rights and personal rights of enjoyment. It is the owner who must report the existence of the lease and the tenant's details, and every subsequent change, in writing.

What the roster contains

The roster gathers the information that allows identifying who has rights over the unit and who occupies it. In summary it includes:

• Identity of the owners and their tax code or residence data
• Cadastral data of the unit
• Identity of holders of real rights other than ownership, such as the usufructuary
• Identity of holders of personal rights of enjoyment, that is, the tenant
• Data on the safety conditions of the exclusively owned parts relevant to common safety

The roster is not a mere list of names: it serves correct management, communications and compliance with duties such as summoning the tenant when he has the right to vote on heating and air conditioning services.

Who reports the data and in what form

The duty to report the data falls on the owner, not on the tenant. It is the owner who informs the manager of the ongoing lease and passes on the tenant's identity. The communication must be made in writing, and every change, such as a new contract or the return of the property, must be reported promptly. In this way the roster remains a faithful mirror of the building's real situation.

What happens if the data is missing

If the owner does not provide or update the information, the manager reminds him to do so. Once the reminder has passed without effect, the manager may acquire the necessary information, charging the cost to the defaulting owner. The rule ensures the roster is always complete, because an incomplete roster prevents correct communications and valid notices. The cost of inaction therefore falls on the owner who does not cooperate.

Privacy of the tenant's data

The data collected in the roster are personal data and must be processed in compliance with EU Regulation 2016/679. The manager is data controller or processor depending on the arrangement and must collect only the data necessary for management, keep it securely and not disclose it beyond the purposes provided by law. The tenant's data cannot be used for purposes unrelated to condominium management or communicated to third parties without a legal basis. Data minimisation and security are principles to apply even in a small condominium.

Why an up to date roster benefits everyone

A complete register simplifies the manager's work and protects the owners. It allows those entitled to vote to be summoned correctly, communications to be addressed to the right people, and emergencies and safety to be handled. It also reduces disputes on the validity of resolutions, often tied to missing or wrong notices. Keeping the roster as a living document, not a formal formality, is the most efficient choice.

Managing the roster securely

Distinguishing owners, usufructuaries and tenants, recording changes with dates and keeping data in line with privacy law requires an orderly tool. With a platform like AmministraPro the manager keeps the condominium roster up to date, separates the roles of each unit and handles data in line with the processing purposes, so communications and notices go to the correct recipients: the features are on /funzioni and the plans on /prezzi.