Your Privacy Rights
From January 1, 2004, all organizations engaged in commercial activities must comply with the PI Protection and Electronic Documents Act and the Canadian Standards Association Model Code for the Protection of PI that it incorporates. These obligations extend to Brydges Property Management. The Act gives you rights concerning the privacy of your PI.
Brydges Property Management is responsible for the PI we collect and hold. To ensure this accountability, we have developed this policy, and trained our staff about our policies and practices.
Why does Brydges Property Management Need PI
Brydges Property Management provides property management services to a wide range of clients and associated individuals. We require some PI to provide these services to our clients and associated individuals.
What PI do we collect?
PI is any information that identifies you, or by which your identity could be deduced. If we did not collect and use your PI, we could not provide our clients and associated individuals with our services.
PI that we collect from clients and associated individuals includes, but is not necessarily limited to, the following:
Name, home address, home telephone, business telephone and/or cell phone numbers
Condominium name and address
Banking information (from cheques and from Pre-Authorized Payment Forms)
How doe we collect your PI?
We collect information only by lawful and fair means and not in an unreasonably intrusive way. Wherever possible we collect PI directly from clients and associated individuals at the start of their association with us and through annual or service-related activities. Additional information may be obtained through correspondence and/or e-mail.
In most cases, we shall ask our clients and associated individuals to specifically consent, if we collect, use, or disclose PI. Normally, we ask for consent in writing but in some circumstances, we may accept oral consent. Sometimes, consent may be implied through a client’s or associated individual’s conduct, for example when PI is provided in correspondence and/or e-mail.
Use of Information
We use PI to provide our services to clients and associated individuals. Without this information, we would not be able to provide property management services to our clients and associated individuals.
Brydges Property Management does not disclose your PI to any third party (other than required financial institutions for processing of Pre-Authorized Payments). We do not provide a client’s or associated individuals’ mailing list to other organizations or businesses.
Disclosure of PI
Under certain circumstances, Brydges Property Management will disclose PI:
when we are required or authorized by law to do so, for example, if a court issues a subpoena;
when a client or associated individual has consented to the disclosure;
to up-date owners’, tenants’ or residents’ lists for the information of the Board of Directors elected by or representing the clients or associated individuals;
where it is necessary to establish or collect condominium fees or rent;
In these instances we will only disclose such PI as is required in the circumstances.
Since we use PI to provide services to clients and associated individuals, it is important that the information be accurate and up-to-date.
Is PI Secure?
Brydges Property Management takes all reasonable precautions to ensure that PI is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect PI are:
employee training in the storage, safe guarding and use of PI;
restricted file access to PI;
deploying technological safeguards such as security software and firewalls to prevent hacking or unauthorized computer access; and internal password and security policies.
Access to PI
A client or associated individual may ask for access to any PI we hold about them.
Summary information is available on request. More detailed requests that require archive or other retrieval costs may be subject to a reasonable fee.
We also reserve the right to confirm the identity of the person seeking access to PI before complying with any access requests. Please submit an access request in writing or e-mail to our privacy officer as identified in paragraph 18.
If Brydges Property Management holds information about a client or associated individual that is established to be not accurate, complete and up-to-date, we will take reasonable steps to correct it.
Can a Client or Associated Individual be denied Access to Their PI?
In most cases, clients and associated individuals will have access to the PI Brydges Property Management stores about them. However, there may be rare occasions when a clients’ or associated individuals’ rights to access PI are denied, for example the PIPEDA indicates that:
the rights to access PI are not absolute;
denial of access is required or authorized by law;
when granting access would have an unreasonable impact on other people’s privacy;
when to do so would prejudice negotiations with a client or associat4d individual;
to protect Brydges Property Management’s rights and property; or
where the request is frivolous or vexatious.
If Brydges Property Management deny a request for access to, or refuse a request to correct information, we will endeavour to explain why.
Can a client or associated individual request anonymity.
Whenever it is legal and practicable, we may offer the opportunity to deal with general inquiries without requiring a name (for example, when accessing general information on our website).
On occasion Brydges Property Management may request information from the files of consumer agencies or file complaints with those agencies, such as where a client or associated individual has failed to pay a debt owed to Brydges Property Management.
Communicating With Us By E-Mail and/or Fax
E-Mail and Fax are not a 100% secure medium, and clients and associated individuals should be aware of then when contacting us to send personal or confidential information or requesting us to respond by e-mail.
Request for Information Access and/or Corrections
If you have any questions, or wish to access your PI, please write to our Privacy Contact, Nina Kehler, at:
Brydges Property Management
2-1271 Sargent Ave., Winnipeg, MB R3E 0GE
If you are not satisfied with our response, the Privacy Commission of Canada can be reached at:
112 Kent Street
Ottawa, Ontario, K1A 1H3
We may seek external advice, where appropriate, before providing a final response to individual complaints.
If you apply to Brydges Property Management for a job, we need to consider your PI, as part of our review process. We normally retain information from candidates after a decision has been made, unless you ask us not to retain the information. If we offer you a job, which you accept, the information will be retained in accordance with our privacy procedures for employee records.
On our website, like most other commercial websites, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable PI.
BRYDGES PROPERTY MANAGEMENT “The Property Managers”