Practical guide
Managing access control in a condominium
Access control in a condominium covers who enters the building, when, and through which means: the main door, the vehicle gate, the garage, common areas. It is not only a matter of physical security but also of privacy, since cameras and entry systems process personal data belonging to residents, their guests and suppliers. The property manager must balance two needs: protecting shared assets and residents on one side, respecting the condominium bylaws and data protection rules on the other. This guide explains how to organize keys and badges, when the assembly must approve a new system, what the rules say about video surveillance at entrances, and how to keep an orderly access log with the support of management software such as AmministraPro.
Keys, badges and remotes: who decides and who manages them
Replacing or upgrading entry systems, such as moving from a mechanical key to an electronic badge or transponder, changes common parts of the building and generally requires assembly approval with the majority required for building improvements, unless the condominium bylaws already assign ordinary management of access devices to the property manager.
Once the system is approved, the property manager handles the practical rollout: collecting requests for duplicates, keeping an updated list of who received keys or badges and for which unit, and arranging replacements in case of loss or when a unit changes ownership. It is good practice to record every handover with a date and signature, so there is a clear reference if a dispute arises over entrance security.
In larger buildings it is worth distinguishing access levels: main entrance, staircases, cellars, technical areas. Not everyone needs access to every space, and limiting what each badge can open reduces both theft risk and disputes between residents.
Video intercoms and standard intercoms: minimum requirements and freedom of choice
Installing or upgrading the intercom system, including a switch to a video intercom, is a typical improvement that the assembly can approve with the ordinary majority required for maintenance and upgrade works on common parts. A different case arises when a single resident wants to install an additional device at their own expense on their own private entrance: here the general rules on individual improvements apply, and the change must not compromise the building's appearance or security.
When the video intercom includes any recording function, even temporary, the system must be treated as a full video surveillance installation, with the consequences described in the next section.
Video surveillance of entrances and GDPR
Cameras pointed at the main door, the vehicle gate, or condominium entrances process personal data, both of residents and of third parties passing through the area, such as guests, couriers and suppliers. Installation therefore requires assembly approval with the majority required for building improvements, together with a clearly visible notice informing people that cameras are present, as required by general data protection rules that also apply within condominiums.
Camera footage should be limited strictly to common areas, avoiding as much as possible the filming of entrances belonging exclusively to third parties or public streets beyond what is strictly necessary. It is advisable to identify someone responsible for managing the footage, define who can access recordings and for what purpose, and set a retention period proportionate to the security purpose, without keeping footage longer than necessary.
The UNI 10801 technical standard, while not a legal obligation, is the industry reference for designing and managing video surveillance systems and is often cited in specifications to ensure adequate quality standards for equipment installed on common parts.
The access log: why keep one and how to organize it
An access log for the condominium, even a simple one, helps the property manager respond promptly if disputes arise over who entered at a given time, keep track of key and badge handovers over time, and document maintenance or replacement of entry systems.
The log should include at least: date of handover or change, the unit involved, type of device issued (key, badge, remote), the recipient, and any revocation in case of a unit sale or a reported loss. Keeping this on paper is possible but exposes the record to loss and makes it hard to consult over the years.
Condominium management software such as AmministraPro allows this log to be digitized and linked to the resident and unit records already stored in the platform, so every handover, revocation or replacement stays tracked alongside the building's administrative history, without loose sheets that need manual updating.
Condominium bylaws: the foundation of everything
Many of the practical rules on access control, such as door closing times, how to request duplicates, and who bears the cost of a lost key, naturally belong in the condominium bylaws, which can regulate the use of common parts while respecting the rights of every resident. Updated bylaws reduce occasions for conflict and give the property manager a clear reference point for operational questions.
Frequently asked questions
Who decides whether to install a video surveillance system at condominium entrances?
The decision belongs to the condominium assembly, which must approve it with the majority required for improvements to common parts. The property manager cannot install a video surveillance system on their own initiative without prior approval, precisely because it involves processing personal data concerning all residents and any third party accessing the building.
Is it mandatory to post a notice about cameras at the condominium entrance?
Yes. Wherever cameras record common passage areas, a clearly visible notice must inform people of the camera's presence, in line with general data protection disclosure requirements. Missing this notice exposes the condominium to complaints regardless of whether the system itself works correctly.
Can a resident install a personal video intercom without the assembly's permission?
A resident may install a device at their own expense on their own private entrance, provided it does not alter the building's appearance, does not compromise the security of common parts, and does not record areas outside their exclusive property. If the change instead concerns the shared intercom system, assembly approval is required.
How long can condominium camera recordings be kept?
Recordings should be kept only for as long as necessary to achieve the security purpose for which the system was installed, following the proportionality principle in data protection rules. There is no single fixed number of days set by law for every case: the condominium's internal rules, defined with the support of whoever manages the system, should set a retention criterion consistent with the stated purpose.
What is the best way to track who holds condominium keys or badges?
The most reliable approach is a digital log linked to the unit records, showing the handover date, the assigned device, and the recipient, updated whenever a unit changes hands or a device is reported lost. Platforms such as AmministraPro make it possible to integrate this log with everyday condominium management, avoiding separate spreadsheets that get lost or fall out of date.
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