Penny Lane Property Management Ltd. Privacy Policy
PENNY LANE PROPERTY MANAGEMENT LTD. believes in protecting your privacy and the confidentiality of your Personal Information. We acknowledge that you may have privacy and security concerns in respect of the information we collect, use and disclose to third parties for the purpose of allowing us to provide and offer our services to you. In order to comply with privacy legislation, we have developed this Privacy Policy. Any personally identifiable information about a client or prospective client is considered Personal Information (“Personal Data”) and will be treated in accordance with this Privacy policy.
CONSENT
Your knowledge of and consent to PENNY LANE PROPERTY MANAGEMENT LTD.’s collection, use, and disclosure of your Personal Data is critical. We rely on the following actions by you as indications of your consent to our existing and future Personal Data practices:
- Your voluntary and unconditional provision of Personal Data to us directly, including information previously provided to PENNY LANE PROPERTY MANAGEMENT LTD.;
- Your express consent or acknowledgement contained within a written or electronic communication; and
- Your verbal consent solicited by PENNY LANE PROPERTY MANAGEMENT LTD. for a specified purpose.
Subject to certain legal or contractual restrictions and reasonable notice, you may withdraw this consent at any time. PENNY LANE PROPERTY MANAGEMENT LTD. will inform you of the consequences of withdrawing your consent. In some cases, refusing to provide certain Personal Data or withdrawing consent for PENNY LANE PROPERTY MANAGEMENT LTD. to collect, use or disclose your Personal Data could mean that we cannot provide you with requested products, services or information.
COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
PENNY LANE PROPERTY MANAGEMENT LTD. collects, uses and discloses your Personal Data (including individuals associated with them, all of whom are referred to as “you” in this Privacy Policy) only for the following purposes:
- Establishing and maintaining communications with you;
- Creating and maintaining owner registers for strata and condominium corporations;
- Making decisions about tenant applications – assessing eligibility and renewal of leases;
- Responding to your inquiries about applications, accounts and other services;
- Evaluating credit worthiness for purposes of enforcing tenant agreements;
- Receiving your credit card number to process credit card payments through third party payment processing, clearing and settlement systems in association with various banks;
- Sharing with lenders and other professional advisors of clients to assist PENNY LANE PROPERTY MANAGEMENT LTD. in completing its work as strata manager; and
- Meeting legal, security, processing and regulatory requirements.
WHAT INFORMATION WE COLLECT
- Information we receive from strata and condominium corporation clients;
- Information you provide on applications or other forms, which may include your name, address, email address, age, I.D. Number (e.g. drivers license), credit card number, credit records, banking information, payment records, employment and income information;
- Information we acquire and/or share from other persons (such as references or employers) to verify your identity and the accuracy of the information you have provided; and Information we receive from consumer reporting agencies.
DISCLOSURE OF INFORMATION TO THIRD PARTIES
We do not disclose any Personal Data about you to any third parties except as stated in this Privacy Policy and as otherwise permitted by law. We may share this information outside the company in order to process or complete the transaction for which the information was provided or as otherwise
authorized by you.
Third parties to whom we disclose information are required to keep your Personal Information confidential and secure as set out in this Privacy Policy and to use it only for the following purposes:
- For legal or regulatory requirements;
- To provide administrative services to us, such as archival file storage;
- If the information is a credit card number, to process credit card payments – through third party payment processing, clearing and settlement systems in association with various banks; and
- To lenders and other professional advisors of clients.
- To assess eligibility and credit worthiness for leases and lease renewals and tenant arrears.
If required or permitted to do so by law, we will disclose your Personal Data to third parties without obtaining your prior approval or providing you with notice thereof.
LIMITED COLLECTION AND RETENTION OF PERSONAL DATA
PENNY LANE PROPERTY MANAGEMENT LTD. will only collect, use, or disclose Personal Data that is necessary for the Identified Purposes or as permitted by law. If we require Personal Data for any other purpose, you will be notified of the new purpose, and subject to your consent, that new purpose will become an Identified Purpose. PENNY LANE PROPERTY MANAGEMENT LTD. will collect Personal Data only by fair and lawful means. We will retain Personal Data only as long as necessary for the fulfillment of the Identified Purposes.
SAFEGUARDS
We restrict access to Personal Data about clients and tenants to those employees of ours and our affiliates who need to know that information in order to provide products or services to our clients and tenants. We have in place physical, electronic, and procedural safeguards appropriate to the sensitivity of the information we maintain regarding clients and tenants. Safeguards will vary depending on the sensitivity, format, location, amount, distribution and storage of the Personal Data.
ACCURACY, ACCOUNTABILITY, OPENESS AND CUSTOMER ACCESS
Our knowing about changes to some of your Personal Information may be key to providing continued property management. Please keep us informed of changes to your Personal Information.
QUESTIONS OR TO WITHDRAW CONSENT
You have the right to access your Personal Information and request rectification of any Personal Information in the file that may be obsolete, incomplete or incorrect.
If you have any questions about this Privacy Policy or want to access your Personal Information, you
can contact us at the following address:
Courtenay, BC, Canada
V9N 9G5
Or request via e-mail to: crystal@pennylane.ca
You may also withdraw your consent to any use or disclosure of your Personal Information (which may limit or terminate the products and services that PENNY LANE PROPERTY MANAGEMENT LTD. provides to you) by writing or emailing us at the above address. We will need to validate the identity
of anyone making such a request to ensure that we do not provide your information to anyone who does not have the right to such information.
FILING A COMPLAINT
Please write to us at the above address or email us to file a privacy complaint. Should we fail to resolve a complaint to your satisfaction or within a reasonable delay, you may contact the Office of the Privacy Commission within your province.