1. Who we are

Corevilla is a property-management software service operated from Malta.

For personal data that Corevilla collects for its own business purposes, such as account registration, subscriptions, customer support and service security, Corevilla acts as the data controller.

Corevilla Malta contact@corevilla.com

2. Corevilla and landlord responsibilities

Corevilla allows landlords, property managers and organisations to enter and manage information concerning properties, units, tenants, contracts, payments and maintenance.

The landlord or organisation using Corevilla normally determines why this information is collected and how it is used. The landlord or organisation is therefore normally the data controller for this information.

Corevilla processes that information on behalf of the landlord or organisation and normally acts as a data processor.

Tenants who have questions or wish to exercise rights concerning information entered by their landlord should normally contact their landlord first. Corevilla will provide reasonable assistance to the landlord in responding to valid data-protection requests.

3. Personal data we collect

Depending on how Corevilla is used, we may process the following categories of personal data:

Account information, including name, email address, login details, account type and organisation.
Contact information, including telephone number, postal address and communications with Corevilla.
Subscription and billing information, including subscription status, billing history and payment references.
Property-management information entered by landlords, including property, unit, contract, rent, deposit and payment records.
Tenant information entered by landlords or tenants, including identity and contact details, tenancy details, documents and payment submissions.
Maintenance information, including maintenance requests, messages, photographs and attachments.
Technical and security information, including IP address, device or browser information, login activity, audit records and diagnostic information.
Cookie and analytics information where analytics cookies have been accepted.

4. How personal data is collected

Personal data may be collected:

When you register for a Corevilla account.
When an organisation invites you to Corevilla.
When a landlord enters tenant or tenancy information.
When you use the tenant or landlord portal.
When you submit payments or maintenance information.
When you contact Corevilla for support.
Automatically through security logs and cookies.

5. Why we use personal data

We use personal data to:

Create, administer and secure user accounts.
Provide the Corevilla property-management service.
Process subscriptions and maintain billing records.
Send account, payment, maintenance and security notifications.
Provide customer support and respond to enquiries.
Detect, investigate and prevent misuse or security incidents.
Maintain audit records and service reliability.
Comply with applicable legal and regulatory obligations.
Analyse use of the website where the user has consented to analytics cookies.

6. Legal bases for processing

Depending on the circumstances, Corevilla relies on one or more of the following legal bases:

Performance of a contract: where processing is required to provide an account, subscription or requested service.
Legal obligation: where information must be retained or processed to comply with applicable law.
Legitimate interests: including protecting the service, preventing fraud, maintaining audit records and improving reliability.
Consent: where consent is required, including for optional analytics or marketing cookies.

Landlords and organisations using Corevilla are responsible for establishing an appropriate legal basis for personal data that they enter into and manage through the service.

7. Sharing personal data

Corevilla does not sell personal data.

We may share or make personal data available to service providers where this is necessary to operate Corevilla. These may include:

Cloud hosting and database providers.
Email delivery providers.
Payment and subscription providers.
Mapping and address-search providers.
Analytics providers, where analytics consent has been given.
Professional advisers and competent public authorities where legally required.

Providers are given access only where reasonably necessary for their services and are required to handle personal data appropriately.

8. International data transfers

Some service providers may process personal data outside Malta or the European Economic Area.

Where required, Corevilla will use an appropriate transfer mechanism, such as an adequacy decision, approved Standard Contractual Clauses or another safeguard recognised under applicable data-protection law.

9. Data retention

Personal data is retained only for as long as reasonably necessary for the purposes for which it was collected, including providing the service, meeting legal obligations, resolving disputes and maintaining security records.

Following subscription expiry or account closure, access may be restricted. Corevilla may retain the account and associated data for a limited period to permit reactivation, fulfil legal obligations, resolve disputes or maintain service security.

An inactive or unpaid account may subsequently be deleted by a Corevilla administrator. Account data is not necessarily deleted automatically after 30 days. Users should export any information they require before their access ends.

Landlords and organisations remain responsible for deciding how long tenant and tenancy information should be retained, subject to applicable law.

10. Data security

Corevilla uses appropriate technical and organisational measures intended to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.

These measures include account authentication, access controls, organisation-level data separation, encrypted network connections, activity logging and restricted administrative access.

No online service can guarantee absolute security. Users must protect their login credentials, use a strong password and notify Corevilla if they suspect unauthorised access.

11. Your data-protection rights

Subject to applicable law, you may have the right to:

Request access to your personal data.
Request correction of inaccurate or incomplete data.
Request deletion of personal data.
Request restriction of processing.
Object to certain processing.
Request data portability.
Withdraw consent where processing relies on consent.
Lodge a complaint with a data-protection authority.

These rights are not absolute and may be subject to legal exemptions.

Requests concerning data entered and controlled by a landlord should normally be directed to that landlord. For information controlled directly by Corevilla, contact: contact@corevilla.com .

12. Complaints

If you are dissatisfied with how your personal data has been handled, please contact Corevilla first so that we can investigate.

You also have the right to lodge a complaint with the Office of the Information and Data Protection Commissioner in Malta or, where applicable, another competent supervisory authority.

Malta IDPC: idpc.org.mt

13. Cookies and analytics

Corevilla uses essential cookies that are necessary for authentication, security and operation of the service.

Corevilla may also use optional analytics cookies to understand how the website is used. Optional cookies should only be placed after the user has provided consent, where consent is legally required.

More information will be provided in the Corevilla Cookie Policy.

14. Changes to this policy

Corevilla may update this Privacy Policy when the service, applicable law or data-processing practices change.

The latest version will be published on this page with an updated revision date. Where a change materially affects users, Corevilla may also provide notice through the service or by email.

15. Contact us

Questions or requests concerning this Privacy Policy or Corevilla’s use of personal data may be sent to:

Corevilla Malta contact@corevilla.com