Effective Date: 22 may, 2024

Assurance Property Management (“we”, “us”, “our”) is committed to protecting your personal information and ensuring transparency about how we collect, use, and safeguard your data. This Privacy Policy outlines our practices in accordance with applicable laws in Ontario, Canada, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

1. WHAT INFORMATION WE COLLECT
   
   We collect the following personal information from current and prospective tenants, as well as users of our services:

• Full name
• Phone number
• Email address
• Government-issued identification (e.g., driver’s license)
• Credit reports and financial history
• Employment history and income verification
• Police background checks
• Maintenance request information
• Payment and billing information
• Communication records with us

2. HOW WE COLLECT INFORMATION
   
   We gather personal information through various means, including:

• Tenant application and screening processes
• Communication via phone, email, or in-person
• Maintenance request forms (online or paper-based)
• Third-party background and credit check services
• Payment portals (once launched)
• Website and digital forms (to be introduced)

3. USE OF INFORMATION
   
   Your personal information is used for the following purposes:

• Assessing eligibility for tenancy
• Conducting credit, background, and employment checks
• Managing tenancy agreements and communications
• Responding to maintenance and service requests
• Processing rent and fee payments
• Maintaining building safety, regulatory compliance, and legal obligations

4. CONSENT
   
   By providing your personal information, you consent to its collection, use, and disclosure as outlined in this policy. For sensitive information (e.g., background checks), we will obtain express consent before proceeding.
   You can withdraw consent at any time, subject to legal or contractual restrictions. Withdrawal of consent may affect our ability to provide some services.
   
   
5. DISCLOSURE OF INFORMATION
   
   We may share your personal data with:

• Credit bureaus and background check agencies
• Payment service providers
• Law enforcement or regulatory bodies where legally required
• Legal or financial consultants (in the case of disputes or enforcement)
  We do not sell, rent, or trade personal information to third parties.

6. STORAGE AND SECURITY OF INFORMATION
   
   We maintain secure storage systems and employ safeguards such as:

• Encryption and firewalls
• Restricted access protocols
• Secure cloud services (when implemented)
• Staff training on data protection
  We strive to protect your data from unauthorized access, loss, misuse, or alteration.

7. RETENTION OF INFORMATION
   
   Personal data is retained only as long as necessary for the purposes described or as required by law. Once no longer needed, data is securely deleted or anonymized.
   
   
8. YOUR RIGHTS
   
   You have the right to:

• Access your personal information
• Correct or update inaccurate data
• Withdraw consent (where applicable)
• Lodge a complaint with the Office of the Privacy Commissioner of Canada

9. USE OF COOKIES AND WEBSITE TRACKING
   
   Once our website is live, we may use cookies and similar tracking technologies. These help us understand site usage, improve functionality, and enhance user experience.
   Cookies may collect:

• IP addresses
• Device/browser types
• Pages visited and duration
• Referring URLs
  Users can manage cookie preferences via browser settings. Consent for cookies will be requested through a banner or pop-up when visiting our site.

10. TENANT PORTALS AND DIGITAL INTERACTIONS
    
    Our upcoming tenant portal will require account creation. We collect login credentials and usage logs. Users are responsible for maintaining password confidentiality.
    All digital interactions are encrypted and monitored to ensure secure communications.
    
    
11. CHILDREN’S PRIVACY
    
    Our services are not intended for individuals under 18. We do not knowingly collect data from minors. If such data is inadvertently collected, it will be deleted promptly upon notification.
    
    
12. INTERNATIONAL DATA TRANSFERS
    
    Currently, we store data in Canada. If any personal information is processed or stored outside Canada in the future, we will implement protections and inform affected individuals as required by law.
    
    
13. BREACH NOTIFICATION POLICY
    
    In case of a data breach involving your personal information, we will notify you and the relevant authorities in accordance with PIPEDA. We will act swiftly to contain and remediate the breach.
    
    
14. THIRD-PARTY LINKS AND INTEGRATION
    
    Our services may link to or integrate with third-party platforms (e.g., payment processors, credit check tools). We are not responsible for their privacy practices. Please review their policies before submitting your data.
    
    
15. AUTOMATED DECISION-MAKING
    
    If we use automated tools for decisions (e.g., for screening applications), you will be informed. You may request a manual review if a decision significantly affects your eligibility or access to services.
    
    
16. UPDATES TO THIS POLICY
    
    We may revise this Privacy Policy as our services evolve. Any updates will be posted on our website with the effective date. Continued use of our services after updates constitutes acceptance of the revised policy.
    
    
17. CONTACT US
    
    If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, contact:

Assurance Property Management

Email: youremail@address.com
Phone: 425-334-5956
Location: Ontario, Canada