Access
Role based
Security and Compliance
Security and compliance support for serious strata meetings.
Give strata managers a clearer way to prepare notices, confirm eligibility, manage voting, protect records and review activity history. eVotters supports the operating discipline behind compliant meetings, while your authorised team remains in control of legal, by-law and procedural decisions.
Secure record
Notice
Timing checked
Voting
Eligibility visible
Audit
History retained
1
Notice
2
Access
3
Vote
4
Record
Governance map
Security becomes stronger when the workflow is visible.
eVotters should help a strata team see the moving parts of a meeting: who can access records, whether notices were prepared correctly, how votes and proxies are tracked, and what evidence is available after the meeting.
Controlled access
Meeting information should only be available to people who need it. eVotters is structured around authorised users, role-based permissions and controlled access to meeting, owner, proxy and voting records.
Audit-ready activity history
A governance platform needs to show what happened, not just the final outcome. eVotters is designed to preserve activity trails across notices, voting, proxies, attendance, reports and meeting records.
Voting record integrity
AGM and EGM voting needs more structure than email threads or spreadsheets. eVotters helps teams organise motions, voting status, eligibility context, results and post-meeting records in one workflow.
Privacy-conscious workflows
Strata meetings involve personal and operational information. eVotters separates public website enquiries from platform records and uses structured permissions so sensitive meeting information is handled with care.
Signal 1
Secure communications evidence
Notices and reminders are more useful when the team can see what was sent and what happened next. eVotters supports communication records across email and WhatsApp-style workflows, including delivery and read-status concepts where configured.
- Email notices and reminders
- WhatsApp-style owner messaging
- Delivery and read-status reporting
Signal 2
AI with human review
AI can help strata managers review meeting data faster, but it should not make final decisions. eVotters positions AI as an assistant for summaries, follow-up prompts, participation patterns and next AGM planning, with authorised human review before use.
- Draft summaries
- Follow-up prompts
- Participation observations
Signal 3
Notice timing by region
Meeting notice periods vary by jurisdiction, meeting type and customer rules. eVotters should support configurable notice windows instead of assuming one national rule. For example, NSW AGM notice is commonly referenced as at least 14 days, while Queensland AGM timing commonly refers to at least 21 days after notice is given.
- Configurable notice windows
- Meeting-type settings
- Agenda and attachment checks
Signal 4
Customer-controlled data use
Customer and meeting data should be used to operate, support and improve the authorised service workflow. eVotters should not use customer meeting data for personal purposes, sell it, or repurpose it for unrelated marketing without the customer's approved basis.
- Service-use boundary
- No personal use of customer records
- No sale of meeting data
Signal 5
Region-aware data hosting
Some buyers may require data to remain in Australia or another agreed region. eVotters should make hosting region, backup region and any cross-border processing clear during onboarding and align those settings with the customer agreement where available.
- Hosting region by agreement
- Backup region visibility
- Customer-specific requirements
Signal 6
Retention and deletion controls
Meeting records can have different retention needs depending on the customer, scheme and legal context. eVotters should support clear retention, archive, export and deletion handling based on customer configuration and contractual requirements.
- Retention settings
- Archive and export process
- Deletion request handling
Signal 7
Hosting and recovery approach
Buyers need clarity on where records live, how backups are handled and how the service can recover from an incident. Hosting location, backup cadence, recovery process and retention settings should be confirmed during onboarding and reflected in the service agreement.
- Hosting configuration to be confirmed
- Backup planning
- Recovery process
Signal 8
Incident and breach readiness
A serious platform needs a practical escalation path. eVotters should document how security incidents are assessed, how customers are notified, who coordinates the response and how records are preserved for review.
- Incident assessment process
- Customer notification pathway
- Access review
Signal 9
Compliance workflow support
eVotters helps your team follow the correct meeting process by keeping notice timing, agenda items, voting settings, eligibility context and final records in one reviewable workflow. It gives managers structure and evidence while your authorised team applies the rules for the state, scheme and meeting type.
- Configurable notice timing
- Agenda and document checklist
- Eligibility and proxy review
Signal 10
Security review before launch
Before major sales outreach, prepare a security pack buyers can review: hosting details, data flow, access model, backup approach, incident response process, privacy policy, terms, AI guardrails and implementation checklist.
- Security overview document
- Data flow summary
- AI guardrails
Questions worth answering early.
How does eVotters support compliant meeting administration?
eVotters gives authorised teams structured workflows for notice timing, agenda preparation, eligibility review, voting records, audit history and final meeting records, so the correct process is easier to follow and review.
Can notice periods be configured by region?
Yes. Notice timing should be configured around the customer's jurisdiction, meeting type and internal process. The website should avoid presenting one notice period as a national rule.
How does eVotters use customer meeting data?
Customer meeting data should be used to operate and support the authorised service workflow. It should not be sold or used for unrelated personal purposes, and detailed handling should be covered by the privacy policy and customer agreement.
Can data be hosted in a specific region?
Region requirements should be discussed during onboarding. Where available, hosting, backup region and cross-border processing settings should be documented in the customer agreement.
Can eVotters support secret voting?
The website should describe secret voting as available where configured and suitable for the meeting workflow, subject to customer setup and legal review.
What should be prepared for enterprise buyers?
A security pack should include hosting details, data flow, access controls, backup and recovery approach, incident response, privacy policy, terms and AI usage guardrails.
Does eVotters replace professional advice?
No. eVotters is designed to support organised meeting workflows. Legal, governance and professional advice should be obtained where required.
Ready for a simpler way to run strata meetings?
See how eVotters can help your team prepare, conduct and complete meetings with greater clarity.