Privacy Policy

Providing quality property management services to condominium corporations and life lease projects.

Brydges Property Management Inc. is a member of the Canadian Condominium Institute, Manitoba Chapter and adheres to and abides by the principles set out in the CCI Manitoba Chapter Privacy Policy. All employees associated with Brydges Property Management must sign an acknowledgement that they will comply with the requirements of the policy.

Brydges Privacy Policy is a formal statement of principles and guidelines that we have adopted for the protection of personal information we may collect in the course of providing property management services to our clients and associated individuals (condominium unit owners, life lease tenants, residential tenants and commercial tenants).

Our objective in developing this Privacy Policy is to promote responsible practices in the management of personal information (“PI”) in accordance with the provisions of the Personal Information Protection and Electronic Documents Act (“PIPEDA”). Our policy is organized according the principles of the Canadian Standard’s Associations Model Code, which forms the basis of that law.

Privacy Policy

Brydges Property Management recognizes the importance of privacy and the sensitivity of PI. We understand that we have an obligation to keep confidential all PI we received from our clients and associated individuals. We are committed to protecting any PI we hold. This Privacy Policy outlines how we manage your PI and safeguard your privacy.

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
E-mail address
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.

Consent

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.

Updating Information

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:

premises security;
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.

Correcting Errors

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).

Credit Bureau

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.

Changes to this Privacy Policy

Since Brydges Property Management regularly reviews all of its policies and procedures, we may change our Privacy Policy from time to time. These changes will be posted to our web-site as soon as is practical.

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
(204) 489-9510
ninak@brydgespm.com

If you are not satisfied with our response, the Privacy Commission of Canada can be reached at:
112 Kent Street
Ottawa, Ontario, K1A 1H3
1-800-282-1376

We may seek external advice, where appropriate, before providing a final response to individual complaints.

Employment Inquiries

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.

Web Site

Our web site may contain links to other sites, which are not governed by this Privacy Policy.

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.

Thank you for taking the time to review our Privacy Policy.

BRYDGES PROPERTY MANAGEMENT “The Property Managers”