Legal

Data Processing Agreement

("Agreement")

This Data Processing Agreement ("DPA") forms part of the agreement between Neighbourly Hub ("Processor") and The Registered Complex / HOA / Strata Entity ("Controller") (each a "Party", collectively the "Parties").

1. Purpose

This DPA governs the processing of personal data by Neighbourly Hub on behalf of the Controller in connection with the use of the Neighbourly Hub platform.

This Agreement is intended to ensure compliance with the Data Protection Act.

2. Definitions

  • "Personal Data": Any information relating to an identifiable individual
  • "Processing": Any operation performed on personal data (collection, storage, use, etc.)
  • "Controller": The Complex determining purpose and means of processing
  • "Processor": Neighbourly Hub processing data on behalf of the Controller

3. Scope of Processing

Neighbourly Hub shall process personal data for the purpose of:

  • Providing the platform
  • Managing resident and unit records
  • Tracking payments and generating reports
  • Supporting maintenance and booking workflows
  • Ensuring system functionality and security

Processing includes:

  • Storage
  • Organisation
  • Retrieval
  • Transmission (where required)

4. Nature and Categories of Data

4.1 Categories of Data Subjects

  • Residents
  • Property owners
  • Administrators
  • Authorized users

4.2 Categories of Personal Data

  • Names and contact details
  • Unit/apartment information
  • Payment and account records
  • Maintenance and booking records
  • System activity logs

5. Controller Obligations

The Controller shall:

  • Ensure lawful collection of personal data
  • Establish a valid legal basis for processing
  • Provide privacy notices to data subjects
  • Ensure data accuracy
  • Define retention periods
  • Control access to the platform

6. Processor Obligations

Neighbourly Hub shall:

  • Process personal data only on documented instructions
  • Not use personal data for its own purposes
  • Implement appropriate technical and organisational measures
  • Ensure confidentiality of personnel
  • Assist the Controller with data subject requests (where reasonable)

7. Security Measures

Neighbourly Hub shall implement:

Technical Measures

  • Encryption in transit (HTTPS)
  • Authentication controls
  • Role-based access

Organisational Measures

  • Restricted administrative access
  • Monitoring and logging
  • Secure deployment processes

8. Sub-processors

Neighbourly Hub may engage sub-processors, including Render.

Neighbourly Hub shall:

  • Ensure sub-processors meet appropriate security standards
  • Enter into contractual agreements with sub-processors

The Controller authorises the use of such sub-processors.

9. International Transfers

Personal data may be processed outside Jamaica. Neighbourly Hub shall ensure:

  • Appropriate safeguards are in place
  • Transfers are limited to necessary processing

10. Data Breach

Neighbourly Hub shall:

  • Notify the Controller without undue delay upon becoming aware of a breach
  • Provide details of the breach and mitigation steps

The Controller shall be responsible for:

  • Notifying affected individuals
  • Reporting to regulatory authorities

11. Data Subject Rights

Neighbourly Hub shall, where reasonably required, assist the Controller in responding to:

  • Access requests
  • Correction requests
  • Deletion requests

The Controller remains responsible for responding to such requests.

12. Data Retention & Deletion

Upon termination of services, Neighbourly Hub shall:

  • Delete or return personal data (as instructed)
  • Retain data only where legally required

13. Audit and Compliance

Neighbourly Hub shall make available information necessary to demonstrate compliance. Formal audits shall:

  • Be reasonable in scope
  • Not disrupt operations
  • Be subject to confidentiality

14. Liability

Neighbourly Hub shall not be liable for:

  • Data entered incorrectly by the Controller
  • Unlawful collection of data by the Controller
  • Misuse of data by authorised users
  • Decisions made using platform data

Liability shall be limited to the maximum extent permitted by law.

15. Term

This DPA remains in effect for as long as the Controller uses the Neighbourly Hub platform.

16. Governing Law

This Agreement shall be governed by the laws of Jamaica.

17. Acceptance

By registering and using the Neighbourly Hub platform, the Controller:

  • Confirms authority to act on behalf of the Complex
  • Agrees to this Data Processing Agreement