Your society’s data is your society’s.

A society code only lets someone ask to join; nothing of the society shows until the office approves. The home’s owners are asked whether they know the person; repeated and wrong attempts are limited; requests expire after 30 days. Residents imported from the society’s register are let in with no request at all. A home’s tenant, or its owner when the home is not let, can add their own family at once, with the person’s mobile and email; the office is told and can remove them.

• The Ekvasa team has no standing access to a society’s records. It opens them only in a support session: recorded, time-limited, and told to the society’s admins at once. A police or court order is separate: it goes through the legal process, never used for support.
• A session that only looks is read-only and starts at once. A session that makes changes also starts at once, with no one’s approval, but only in the areas the Ekvasa team chose, for two hours at most in all (it can be extended once, by up to an hour), and your admins are told every time one starts. Your admins cannot end a session; they can report it, and a report goes to every Ekvasa Super Admin and to a separate Ekvasa mailbox. Another Super Admin can end any session.
• In any session the team can also open the society’s members directory, exactly as its members see it (only those who chose to be listed, and the numbers they chose to show), and its documents shelf; each document it opens is recorded. It never changes a member’s own listing choices. A session that makes changes in the Documents area can add, change and remove documents, as an admin can, and each one is recorded.
• Emergency access, for people at risk or a society that cannot use the service, lasts 60 minutes and is never extended. It also opens what is closed in every other session: letting a visitor in or out at the gate and answering an SOS. Your admins get a notice, push, email and a text message, and Ekvasa explains it to your society within 72 hours, which your admins can accept or dispute.
• Some things stay closed in every session, emergencies too: private chats (only a lawful written order opens them; a message someone reports reaches Ekvasa only as Sealed chats says, never through a session), posting in chats as the office, and approving the society’s expenses. The Ekvasa team never uses anyone’s login and never posts as someone else.
• Accounts. Outside a session the Ekvasa team can find an account and see its name, email, mobile, how it signs in, and the societies, homes and roles it has; each look is recorded with its purpose. It can correct a name, email or mobile, reset a gate login’s PIN, sign an account out, switch off one of its logins or block it, each with a recorded reason, and it tells the person in the app, and by email where the account has one. An email address changes only when the person confirms, or after 72 hours’ notice to them. A PIN it resets can only be used to choose a new one, and that account’s chats stay closed for 72 hours.
• Societies. Outside a session the team can also step an admin down, change a society’s name, address, language and joining code, and suspend a society. Where a society has no admin left, it can appoint one in a support session, only on a committee resolution or a registrar’s or authority’s letter it has seen, and the society’s other role holders and its former admins are told. It can remove a suspended society only after sending its admins a copy of the society’s data and giving 30 days’ notice (72 hours if the society confirms in writing that it has its copy); an open legal request stops a removal. People’s own accounts stay. Each step is recorded; stepping an admin down, a suspension and a removal are told to the admins, and a new joining code or language to the office.
• Every session is recorded and kept for a year. Your admins see each one, with who opened it and why, the files opened through the console, the changes made and the pages opened in the console, and can report it. The database records the session, the files opened through the console and the changes; the console records the pages opened. Everything else the team does to an account or a society goes into a separate record that cannot be edited, kept for three years.

You can ask what Ekvasa holds about you and ask us to correct it. You can delete your account yourself, in the app or at /delete-account (records the society must keep by law, such as receipts, stay with the society). Write to privacy@ekvasa.com; we answer within 30 days.