Archive lease agreements.
Redact resolutions.
Manage HOA-compliant.
Docuflair for property management: audit-proof archiving of lease files and HOA resolutions, PII redaction of owner and tenant data for inspection by involved parties, multi-property multi-tenancy. 100% on-premises.
Between inspection rights and data protection — paper cannot solve this.
HOA resolutions & inspection rights
HOA resolutions and owners' meeting minutes are subject to the right of inspection under § 18 WEG. Inspection by individual owners conflicts with GDPR protection of the other parties.
Tenant files & long-term retention
Tenant files with termination, eviction or rent-reduction disputes must be retained for 30+ years during ongoing litigation — legally sound, searchable and confidential.
Hundreds of properties, no overview
Hundreds of properties times hundreds of documents: without a digital archive, no fast access during follow-up queries, advisory board meetings or audits.
MaBV for asset management
Management contracts with asset management authority fall under § 10 MaBV — 5 years of mandatory retention of all money flows, annual statements and reserve movements.
How Docuflair supports property management
Audit-proof HOA and tenant files
Archive lease agreements, service charge statements, HOA resolutions and owners' meeting minutes audit-proof with SHA-256 hash. Retention configurable per document type up to 30+ years.
More on ArchivePII redaction for inspection requests
On inspection requests from third parties (other owners, authorities, lawyers), personal data of unrelated parties is redacted automatically — the inspection version is separate from the unchanged archive original.
More on RedactResolution routing with role hierarchy
Workflow from draft resolution via advisory board approval to adoption and implementation. Roles for managers, advisory board, owners and external auditors. Gap-free audit trail.
More on WorkflowMulti-property multi-tenancy
Every property, every HOA is its own tenant with strict data separation and dedicated permissions. Ideal for property managers with 50+ to several hundred properties and varied case handler responsibilities.
More on Access ControlProperty and HOA management in 5 steps
Create the property or HOA
Set up a new managed property or HOA as its own tenant. Role-based permissions for managers, advisory board, case handlers and owners.
Scan documents
Digitise lease agreements, resolutions, minutes and statements, and index them with metadata (property, unit, period).
Redact resolutions & contracts
Before handover to owners, advisory board or third parties, automatically redact PII of unrelated parties. The original stays in the archive.
Grant inspection rights
Owners receive role-based access to relevant documents. Every access is logged in the audit trail.
Archive in an audit-proof manner
SHA-256 hash secures integrity. Retention per document type, automatic erasure deadline monitoring, GDPR-compliant final destruction.
Typical scenarios in property management
HOA management with 50+ associations
Mid-sized HOA management with 50 to 150 managed associations. Focus: clean tenant separation, reliable resolution archiving, legally sound inspection grants for owners.
- One HOA — one tenant
- Digital & searchable resolution book
- Answer inspection requests in minutes
Rental management with 500+ properties
Larger property management company with several hundred rental properties and high document volume. Lease agreements, service charges, terminations, eviction actions — all filed in a legally sound way and quickly available when disputes arise.
- Central property file per unit
- 30+ year retention during litigation
- Integration with Immoware, Karthago & co.
Facility management (in-house property)
Large group with its own property management: company real estate, operating cost statements, lease agreements, maintenance records. Focus: integration into the existing ERP landscape and audit-proof archiving for the group audit.
- ERP integration via REST API
- GoBD-compliant 10-year archiving
- Group audit ready at any time
The key modules for property management
Top 3 core products plus complementary modules for the daily work of a property manager
Docuflair Archive
Audit-proof long-term archiving with SHA-256, retention rules per document type, GoBD-compliant.
Learn moreDocuflair Workflow
Resolution routing and approval processes with role hierarchy for managers, advisory board and owners.
Learn moreDocuflair Redact
PII redaction for inspection requests — mask third-party data automatically, original stays unchanged in the archive.
Learn moreLegal bases that Docuflair supports
WEG §§ 26–28
German Condominium Act (WEG): manager duties, resolution book, inspection rights — all mapped with audit trail and role-based access.
MaBV
Brokerage Regulation (MaBV): for management contracts with asset management authority, 5 years of mandatory retention of all money flows.
GDPR
PII redaction on inspection grants, GDPR-compliant erasure after the retention period, structured handling of access requests.
German Civil Code (BGB) tenancy law (§§ 535 ff.)
Manage lease agreements, terminations, eviction actions and rent-reduction records in a legally sound way; retain for 30+ years during ongoing disputes.
Frequently Asked Questions
Answers to the most important questions for property management
How do I fulfil access rights under § 18 WEG without breaching third-party data?
§ 18 sect. 4 WEG grants every condominium owner a right to inspect the administrative records. Docuflair Redact detects personal data (names, addresses, contact details, bank details) of other owners or third parties automatically and redacts them before inspection. Original documents remain unchanged in the archive for the administration; the inspection version is a separate export with documented timestamp and recipient.
How long do HOA resolutions need to be retained?
HOA resolutions and owners' meeting minutes must in principle be retained until the end of the management activity plus an appropriate follow-up period — in practice at least 30 years because of potential challenges and follow-up proceedings. If resolution-book disputes are ongoing, the period is extended accordingly. Docuflair Archive sets retention rules per document type automatically and documents every change with a SHA-256 hash.
Can Docuflair manage several properties/HOAs with strict separation?
Yes. Docuflair is fully multi-tenant: every property, every HOA or every owner receives its own tenant with dedicated role management, its own audit trail and strict data separation. A case handler in the property management company only sees the units they look after; management can obtain a consolidated view across all tenants.
Does Docuflair support integration with property management software (Immoware, Karthago)?
Docuflair provides open interfaces (REST API, file exchange, CMIS, SFTP) and has already been connected to industry-standard property management systems such as Immoware24, Karthago, DOMUS or Wodis Sigma. The specific integration (bidirectional, unidirectional, metadata synchronisation) depends on the target system and its available interfaces and is agreed with your IT in the preliminary discussion.
How does legally sound destruction after the retention period work?
Docuflair monitors retention and erasure deadlines per document type automatically. After expiry, documents are moved into an erasure workflow: the administration receives an approval request, and on confirmation the irreversible deletion is carried out including a log entry (time, executing user, SHA-256 hash of the deleted file). This covers both the data protection right to erasure under GDPR Art. 17 and the duty of evidence towards the property management supervisory authority.
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Document management for the group — ideal when property management is part of a larger enterprise architecture.
For enterpriseArchive lease agreements. Redact resolutions. Manage HOA-compliant.
A 15-minute demo — we show you how Docuflair archives HOA resolutions audit-proof, answers inspection requests in a GDPR-compliant way and manages hundreds of properties with strict separation.