Privacy Redaction & Dual-Tier Meeting Minutes

Minutes circulated to every owner can expose personal information: who is behind on fees, who is in a dispute, someone's phone number or medical situation. Privacy law generally limits how a corporation discloses that information (in British Columbia, the Personal Information Protection Act), so the copy owners receive should leave it out.

[!NOTE] Pastrata names a privacy statute only for buildings whose jurisdiction has one on file (in BC, PIPA), and never cites a section. Other buildings see the same screens with neutral wording, and should check their own legislation and bylaws for the rules that apply. Nothing here is legal advice.

Pastrata automates privacy protection by pairing an AI privacy scanner with an interactive side-by-side review diff and a dual-tier records repository.

Required Roles & Capabilities

Privacy redaction workflows are restricted to building managers and strata council officers:

The Automated AI Privacy Scanner

When meeting minutes are saved, Pastrata's automated privacy scanner looks for personal information:

• Fee Arrears: Unit numbers, owner names, and overdue amounts are flagged, with the suggested replacement [ARREARS REDACTED].
• Dispute Resolution & Bylaw Infractions: Resident names involved in disputes, noise complaints, or bylaw violations are replaced with neutral tokens such as Resident A or Complainant 1, and their units with [Unit Redacted].
• Personal Contact Information: Personal emails, phone numbers, licence plates and buzzer codes are flagged ([EMAIL REDACTED], [PHONE REDACTED], and so on).
• Sensitive Personal Information: Medical conditions, bankruptcy, job loss and family circumstances are replaced with [SENSITIVE PERSONAL INFORMATION REDACTED].

A suggested replacement says only what was removed. It never adds facts, such as that a matter was discussed in camera or that collection was authorized, so check the wording you publish and edit it if your council wants to say more.

Side-by-Side Minutes Privacy Review Diff

Before meeting minutes can be finalized or published to owners, council members must complete the privacy review workflow:

1. In the meeting dashboard (/[building]/meetings/[meetingId]/minutes), click Publish Minutes.
2. If PII findings are detected, the Privacy Review & Side-by-Side Diff modal opens automatically (prefixed with the privacy statute's short name, such as PIPA, where the building's jurisdiction has one).
3. Review the side-by-side diff comparing:
   • Council Master (Left): The unredacted record preserved for in-camera council governance.
   • Public Record (Right): The sanitized resident tier showing proposed redactions.
4. Review each PII finding chip:
   • Click Accept Redaction to adopt the suggested mask.
   • Click Keep Original if the text is legally exempt or required for public strata disclosure.
   • Click Edit Mask to supply a custom replacement label.
5. Review the Council privacy affirmation confirming that council has reviewed the minutes and their redactions to protect personal information.
6. Check the affirmation checkbox to unlock the Approve & Publish button.
7. Click Approve & Publish.

Dual-Tier Record Architecture

Upon council approval, Pastrata atomically creates two separate versions of the record:

                  Meeting Minutes Approval
                             │
            ┌────────────────┴────────────────┐
            ▼                                 ▼
Council Master Record               Public Resident Record
• Access: Council & PM only         • Access: All Verified Owners
• Watermark: CONFIDENTIAL MASTER    • Redactions applied
• Stored in confidential archive    • Published to Records Vault
• Step-up audit logging required    • Continuous records access

• Council Master (accessLevel: COUNCIL): Preserved indefinitely for legal, dispute, and auditing purposes. Imprinted with a diagonal "CONFIDENTIAL - COUNCIL MASTER ONLY" watermark.
• Sanitized Record (accessLevel: OWNER): Published directly to the Statutory Records Vault and community feed. Accessible to all verified unit owners.

Step-Up Council Master Audit Access

When a council member or property manager requires access to an unredacted master record (for example, during a tribunal or court proceeding, or a financial audit). Council master records and their unredacted originals are available only to members whose role holds PRIVACY_REDACTION_MANAGE in the building:

1. Locate the document in the Records Vault (/[building]/records-vault).
2. Click Unredacted Master.
3. A confidentiality dialog explains that the record holds confidential personal information and that every access is logged as a security safeguard.
4. Enter the legitimate governance justification (e.g., Legal dispute hearing review).
5. Check the affirmation confirming the access is authorized.
6. Click Confirm & Download.
7. The system issues a short-lived download URL and permanently logs privacy.unredacted_record.accessed in the strata corporation's immutable AuditEvent log.