Any references to “CondoAdmin,” “we,” “our” or “us” refer to CondoAdmin.ca. 

CondoAdmin respects your privacy as a user of this site. This Privacy Policy explains what personal information we collect from you, how we use that information and our legal basis for doing so. This policy also details the choices available to you regarding our use of your personal information as well as how you can access and update this information. 

This Privacy Policy will be easy to find on the CondoAdmin public homepage and on any page where we require information for use of the site. 

What services does the Privacy Policy cover? 

This statement applies to all CondoAdmin products including the CondoAdmin website (www.CondoAdmin.ca), as well as all custom domains created for your building to take you to your CondoAdmin site. This Privacy Policy also covers the CondoAdmin Blog and all CondoAdmin apps and software, including KeyLink (collectively the CondoAdmin “Platform”). 

Customers and Users 

Our “Customer” is typically a legal entity representing a building or property. Customers purchase or license one or more products or services that are part of the Platform. 
 
You are a user of the Platform. CondoAdmin collects information from our Customers and users on behalf of our Customers. There are many types of users, and each one has a unique relationship to the information that we collect. Users can include our Customers’ employees (building staff, maintenance personnel, managers, etc.), residents (tenants, owners, subtenants, guests, etc.), service providers (outside contractors, local businesses, etc.) and others. Each of these (and generally anyone who has a CondoAdmin username and password) is considered a “Registered User”. Some users may not be Registered Users, such as a visitor to our public website. 
 
Most Registered Users will be affiliated with one or more CondoAdmin Customers (i.e., your building(s)). CondoAdmin is the custodian of data on behalf of our Customers, with respect to most of the information we collect. Each Customer also determines its own policies regarding information collection, access, sharing and retention. Please contact the Customer if you have any questions regarding their privacy practices. 

The Information we collect 

In order for you to use the CondoAdmin platform, we need to collect and process certain information. Most of this information is provided by our Customers or by you, when you use our Platform. 
 
Some information is obtained through your use of our Platform, for example, when we receive error reports or use cookies (see below). 
 
Finally, we receive some information from other Registered Users. An example would be when a Registered User submits or modifies the information and settings for various non-member 3rd parties, such as family members, roommates, or other people who are relevant to the building’s management and who they wish to submit through CondoAdmin (e.g. housekeepers, cleaners, caretakers). There may also be personal information submitted by our Customers about our Registered Users that Registered Users cannot access directly. 
 
The types of information we collect depend on your level of access and engagement with CondoAdmin, as well as what CondoAdmin products and services you and the Customer are using, and can include: 

• Contact information such as names, email addresses, mailing addresses, phone numbers 

• Unique identifiers such as usernames, passwords, CondoAdmin account numbers 

• Digital capture of signatures and fingerprints 

• Basic information submitted by you or on your behalf such as maintenance request descriptions, package tracking numbers or amenity reservation details 

• Information uploaded by you such as documents attached to the CondoAdmin library 

• If you choose to use CondoAdmin’s Payments module, the payment information you submit is collected and used by our payment processor, Stripe, or such alternate payment processor as we may use now or in the future. We do not store your payment information apart from the payment type and the last four digits of your card number. Stripe processes your payment information in accordance with the Stripe Privacy Policy. 

• Your communications with us, such as your requests for customer support. 

• Information about your usage such as IP addresses, browser type, date/time stamp and clickstream data 

• Employment information for Customer employees (including title, bio/background, biometric information such as fingerprints) 

• Photographs (of residents, employees, pets, visitors, maintenance request attachments) 

• Scans (driver’s license, business card) in the context of building access 

• Incident details and information 

• Resident insurance (homeowner’s and renter’s) information 

• Vehicle information 

• Resident instructions (including permission to enter, parcel release) 

• Location data 
  
  
  

Location Data 

Provided a user’s device settings permit the applicable CondoAdmin application to access such user’s location, CondoAdmin collects precise geographical location data to enable building access control for secured doors via Bluetooth even when the app is closed or not in use. Not all users will utilize access control functionality within the CondoAdmin Resident App or other related applications such as property-specific versions in the CondoAdmin Developer account. Access control is only applicable where the integration has been appropriately enabled and configured between CondoAdmin and the property management staff. Location services data are not shared with third parties and are only used under the onsite access control scenario outlined above. While a user may disable location services through such user’s device settings, certain features within CondoAdmin’s applications will lose functionality, including access control features. Please also note that CondoAdmin may be able to obtain a user’s approximate location based on such user’s IP address or similar information CondoAdmin collects, even if such user disables location settings on such user’s device. 

Biometric Data 

CondoAdmin does not sell, share, or otherwise disclose your biometric data (e.g., fingerprints or photographs).  CondoAdmin employs industry standards for the safeguarding of this information and stores this data as permitted by applicable law.   

Cookies 

Our use of cookies and other tracking technologies 

We use cookies on this site to provide users with customized and personalized services. Cookies are small amounts of data that are sent to a user’s browser from a website and stored on a user’s hard drive for record-keeping purposes. This information does not necessarily identify the user, but identifies the user’s computer. The cookies used will not collect any personal information like name, address or telephone number. Our use of cookies and other tracking technologies. We use both session ID cookies and persistent cookies. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” directory. If you reject cookies, you may still use our site, but your ability to use some areas of our site will be limited. 

Web Beacons / GIFs 

Third party tracking technology companies employ a software technology called clear gifs (a.k.a. Web Beacons), that help us better manage content on our site by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages and are about the size of the period at the end of this sentence. We do not tie the information gathered by clear gifs to our customers’ personally identifiable information. 

Analytics / Log Files 

As is true of most websites, we gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information, which does not identify individual users, to analyze trends, to administer the site, to track users’ movements around the site and to gather demographic information about our user base as a whole. We do not link this automatically-collected data to personally identifiable information. 

3rd Party Tracking 

The use of tracking technologies by our service providers, technology partners or other 3rd party assets (such as social media widgets and plug-ins) on the site is not covered by our privacy policy. These 3rd parties may use cookies, clear gifs, images, and scripts to help them better manage their content on our site. We do not have access or control over these technologies. We do not tie the information gathered to our Customers’ or Users’ personally identifiable information 

How we use the information 

For users of our platform, we use the information we receive to: 

• Provide the services our Customer requested 

• Notify you of activity related to your account, such as when a package is delivered to the property for you 

• Administer your account 

• Keep your account secure (including to verify your identity and prevent fraud) 

• Respond to customer service and support requests 

• Create and provide better and improved products and services based on your use of the site and your feedback 

• List you in our member directory made available only to other members of your building 

• Conduct research and analysis 

• Send you our newsletter, which you may unsubscribe from of at any time 

For visitors requesting information about our products and services from one of our websites, we use the information we receive to: 

• Assess the needs of your business to determine suitable products 

• Send you requested product or service information 

• Send you marketing communications 

• Send you our newsletter, which you may unsubscribe from at any time. 

If you provide us personal information about others, or if others give us your information, we will only use that information for the specific reason for which it was provided to us. 

Service Providers 

We share your personal information only with your consent or the consent of our Customer, or as necessary to complete any transaction or provide any product you or our Customer has requested or authorized. We may provide your personal information to companies that provide services to help us deliver our services such as processing payments (Stripe), hosting applications, communicating with you by phone or text message (Twilio), or fulfilling other functions of the website. These third-party service providers are limited to accessing or using this information solely for the purpose of providing services to us and to you and must provide reasonable assurances that they will appropriately safeguard all information.  

Aggregated Information 

Your personal information is neither sold nor rented to third parties. In some cases, you may request that we transmit personal information to a partnered vendor, however, we will only do so if explicit permission is given by the Registered User or our Customer. 
 
We do retain the right to share non-identifying aggregated demographic and/or statistical information with partners, advertisers, and sponsors. 
 
We may use non-identifying and aggregate information to improve your experience on the website and to share with partners, advertisers and sponsors. For example, any personal information will remain with us, however, your visit may be counted to demonstrate the number of visitors to a particular page or area of the site. 

Links to Third Party Sites 

Our platform includes links to other Web sites whose privacy practices may differ from those of CondoAdmin. If you submit personal information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any Web site you visit. 

Legal Disclaimer 

We may disclose your personal information: 

• As required by law, such as to comply with a subpoena, or similar legal process; 

• When we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request, including to meet national security or law enforcement requirements; 

• If CondoAdmin is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information. 

• CondoAdmin will only retain personal data we process on behalf of our Customers for as long as needed to provide services and as necessary to comply with our legal obligations, resolve disputes and enforce our agreements. 

User Access and Choice 

Registered Users residing in certain jurisdictions, including Europe and California, are afforded certain rights regarding their personal information. These rights include the right to access, correct and request deletion of your personal information. While these rights are not applicable worldwide, all CondoAdmin users can manage their personal information as described below. 
 
You may access, correct, update, amend or remove certain personal information by making the change on your user account settings page or by requesting that your property manager (or other program administrator) make such change on your behalf. Your account is protected by a password. We encourage you to choose your password carefully and keep it secure. If you have trouble accessing your account or your information, you can contact CondoAdmin by emailing our customer support team at support@CondoAdmin.ca. 

If necessary, we may request that you send us information to validate your identity in response to any requests related to your personal information.  Your request must (1) provide sufficient information to allow us to verify that you are the person about whom we have collected personal information, and (2) describe your request in sufficient detail to allow us to understand, evaluate, and respond to it. Each request that meets both of these criteria will be considered a “Valid Request.” We may not respond to requests that do not meet these criteria. We will only use personal information provided in a Valid Request to verify you and complete your request. You do not need an account to submit a Valid Request. 
 
If you wish to request your personal information be deleted/removed, please contact the CondoAdmin Customer with whom you are affiliated (your building), if you are a representative of a CondoAdmin Customer, please contact us at privacy@CondoAdmin.ca.  We will respond to your request within thirty (30) days. 
 
If you are a CondoAdmin Customer and no longer require our service, please contact support@CondoAdmin.ca. Termination of service proceedings are conducted offline and are subject to approval by our Customer, if you are a resident or staff user. We will respond to your request within thirty (30) days. 

Our commitment to children’s privacy 

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13. 

Personal Information Protection and Electronic Data Act (“PIPEDA”) 

For our Canadian Customers, CondoAdmin shall act in accordance with the privacy provisions contained in the PIPEDA. 

California Consumer Privacy Act (“CCPA”) 

California residents have certain rights with respect to personal information, as set forth in Cal. Civ. Code 1798.100 et seq. This Privacy Statement addresses those California-specific rights as applied to the CCPA-covered information, including the right to request information about the personal information we collect and share and to request access to and deletion of such information consistent with the provisions of the law (see User Access and Choice section). 
 
CondoAdmin does not sell or rent personal information of our users to third-parties (see Aggregated Information section).  If it does, CondoAdmin will provide an opportunity for you to opt-out of such sale. 

Once you have submitted an opt-out request, we will not ask you to reauthorize the sale of your personal information for at least 12 months. However, you may change your mind and opt back in to personal information sales at any time by creating a new profile for yourself. 
 
Please contact us at privacy@CondoAdmin.ca should you wish to make any of the above requests regarding your personal information. 

Changes to this policy 

We may update this privacy policy to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the e-mail address specified in your account), by post-login message on the CondoAdmin platform and/or by means of a notice on this page prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. The most recent version of this Privacy Policy supersedes all other versions. 

Contact Us 

If you have any questions or comments about this Privacy Policy, the ways in which we collect and use your Personal Data, your choices and rights regarding such use, please do not hesitate to contact CondoAdmin at privacy@CondoAdmin.ca. 

Postal Address  

CondoAdmin.ca
c/o MACH IT Systems Inc.
2310-1928 Lake Shore Blvd. West 
Toronto Ontario M6S 0B1 Canada 
Call 9am-5pm EST 
+1 (416) 598-7777
Email privacy@CondoAdmin.ca 

European Union Data Subject Rights 

If you are a resident of the European Union (“EU”), United Kingdom, Lichtenstein, Norway, or Iceland, you may have additional rights under the EU General Data Protection Regulation (the “GDPR”) or the United Kingdom General Data Protection Regulation (“UK-GDPR”) with respect to your Personal Data, as outlined below (the “GDPR Privacy Notice”). 

CondoAdmin complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, as set forth by the U.S. Department of Commerce.  CondoAdmin has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles, the Principles shall govern.  To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/ 

For this GDPR Privacy Notice, we use the terms “Personal Data” and “processing” as they are defined in the European Privacy Laws, but “Personal Data” generally means information that can be used to individually identify a person, and “processing” generally covers actions that can be performed in connection with data such as collection, use, storage and disclosure.  CondoAdmin will be the processor of your Personal Data processed in connection with the Service. For purposes of this GDPR Privacy Notice, “Personal Data” includes (but is not limited to) personal information, as used above.   

How and With Whom Do We Share Your Data?  

We share Personal Data with vendors, third party service providers and agents who work on our behalf and provide us or you with services related to the purposes described in this Privacy Policy or our Terms of Service. These parties include:  

• Payment processors  

• Fraud prevention service providers  

• Analytics service providers  

• Staff augmentation and contract personnel   

• Hosting service providers  

• Marketing service providers  

• Product development service providers  

• Customer success providers  

We also share Personal Data when necessary to complete a transaction initiated or authorized by you or provide you with a product or service you have requested.  In addition to those set forth above, these parties also include:  

• Third party business partners who you access through the Service  

We also share Personal Data when we believe it is necessary to:  

• Comply with applicable law or respond to valid legal process, including requests from law enforcement or other government agencies  

• Protect us, our business or our users, for example to enforce our terms of service, prevent spam or other unwanted communications and investigate or protect against fraud  

• Maintain the security of our products and services  

We also share information with third parties when you give us consent to do so.  

Last, if we choose to buy or sell assets, user information is typically one of the transferred business assets. Moreover, if we, or substantially all of our assets, were acquired, or if we go out of business or enter bankruptcy, user information would be one of the assets that is transferred or acquired by a third party, and we would share Personal Data with the party that is acquiring our assets. You acknowledge that such transfers may occur, and that any acquirer of us or our assets may continue to use your Personal Information as set forth in this policy. 

How Long Do We Retain Your Personal Data?  

We retain Personal Data about you for as long as you have an open account with us or as otherwise necessary to provide you with the Service. In some cases we retain Personal Data for longer if doing so is necessary to comply with our legal obligations, resolve disputes or collect fees owed, or is otherwise permitted or required by applicable law, rule or regulation. Afterwards, we retain some information in a depersonalized or aggregated form but not in a way that would identify you personally. 

What Rights Do You Have Regarding Your Personal Data?  

You have certain rights with respect to your Personal Data, including those set forth below. For more information about these rights, or to submit a request, please email privacy@CondoAdmin.ca. Please note that in some circumstances, we may not be able to fully comply with your request, such as if it is frivolous or extremely impractical, if it jeopardizes the rights of others, or if it is not required by law, but in those circumstances, we will still respond to notify you of such a decision. In some cases, we may also need you to provide us with additional information, which may include Personal Data, if necessary to verify your identity and the nature of your request.   

• Access: You can request more information about the Personal Data we hold about you and request a copy of such Personal Data by emailing privacy@CondoAdmin.ca.   

• Rectification: If you believe that any Personal Data we are holding about you is incorrect or incomplete, you can request that we correct or supplement such data. You can also correct some of this information directly by emailing privacy@CondoAdmin.ca.  

• Erasure: You can request that we erase some or all of your Personal Data from our systems.    

• Withdrawal of Consent: If we are processing your Personal Data based on your consent (as indicated at the time of collection of such data), you have the right to withdraw your consent at any time. Please note, however, that if you exercise this right, you may have to then provide express consent on a case-by-case basis for the use or disclosure of certain of your Personal Data, if such use or disclosure is necessary to enable you to utilize some or all of our Service.   

• Portability: You can ask for a copy of your Personal Data in a machine-readable format. You can also request that we transmit the data to another controller where technically feasible.   

• Objection: You can contact us to let us know that you object to the further use or disclosure of your Personal Data for certain purposes, such as for direct marketing purposes.   

• Restriction of Processing: You can ask us to restrict further processing of your Personal Data.  

• Right to File Complaint: You have the right to lodge a complaint about CondoAdmin’s practices with respect to your Personal Data with the supervisory authority of your country or EU Member State.  

Transfers of Personal Data: The Service is hosted and operated in the United States (“U.S.”) through CondoAdmin and its service providers, and if you do not reside in the U.S., laws in the U.S. may differ from the laws where you reside. By using the Service, you acknowledge that any Personal Data about you, regardless of whether provided by you or obtained from a third party, is being provided to CondoAdmin in the U.S. and will be hosted on U.S. servers, and you authorize CondoAdmin to transfer, store and process your information to and in the U.S., and possibly other countries. You hereby consent to the transfer of your data to the U.S. 

Onward Transfers to Third Parties: If CondoAdmin transfers Your data to a third party acting as an agent of CondoAdmin, CondoAdmin retains responsibility for the processing of that personal information that it receives under the DPF Principles. CondoAdmin shall remain liable under the DPF Principles if its agent processes such personal information in a manner inconsistent with the DPF Principles, unless CondoAdmin proves that it is not responsible for the event giving rise to the damage. 

Investigatory Authority: The Federal Trade Commission has jurisdiction over CondoAdmin’s compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF. 

Dispute Resolution: In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, CondoAdmin commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States, the European Union, the United Kingdom, and/or Switzerland (as applicable).  If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.jamsadr.com/DPF-Dispute-Resolution for more information or to file a complaint.  The services of JAMS are provided at no cost to you. 

Under certain conditions You have the right to invoke binding arbitration for complaints regarding DPF compliance not resolved by any of the other DPF mechanisms. More information about this option is available at https://www.dataprivacyframework.gov/s/article/ANNEX-I-introduction-dpf?tabset-35584=2 

Delete User Account:  Users who sign up within the Condo Admin Portal can request that their records be deleted permanently. Please note that deleting an account will also delete all historical records for that user permanently. The workflow for user deletion is supplied below:

Contact Us

CondoAdmin.ca
c/o MACH IT Systems Inc.
2310-1928 Lake Shore Blvd. West 
Toronto Ontario M6S 0B1 Canada 
Call 9am-5pm EST 
+1 (416) 598-7777
Email privacy@CondoAdmin.ca