Privacy

Purpose

This policy is established to protect the privacy of all owners and residents within [Condo Name], ensuring that their personal information is collected, used, and disclosed in a manner consistent with applicable laws and regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA).

Scope

This policy applies to all members of the Condo Council, property management, and any other individuals or entities acting on behalf of the Council in the collection, use, or disclosure of personal information of owners and residents.

Definitions

  • Personal Information: Any information about an identifiable individual, including but not limited to name, address, phone number, email address, unit number, financial information, and any other information collected in the course of condo operations.

  • Collection: The act of gathering personal information.

  • Use: The act of utilizing personal information for a specific purpose.

  • Disclosure: The act of sharing personal information with a third party.

  • Consent: Voluntary agreement to the collection, use, or disclosure of personal information for a specific purpose.

Policy Statements

  1. Collection of Personal Information:

    • Personal information will only be collected for purposes that are reasonable and necessary for the operation and management of the condo corporation.

    • Collection methods will be transparent, and individuals will be informed of the purpose of collection at the time of collection.

    • Consent will be obtained where required by law before collecting, using, or disclosing personal information.

  2. Use of Personal Information:

    • Personal information will only be used for the purposes for which it was collected, unless consent is obtained for other uses.

    • Access to personal information will be limited to authorized individuals who require it for their duties.

    • Personal information will not be used for marketing or solicitation purposes without express consent.

  3. Disclosure of Personal Information:

    • Personal information will not be disclosed to third parties without consent, except where required by law or in emergency situations to protect the health and safety of individuals.

    • When disclosing personal information to third-party service providers, the Council will ensure that appropriate safeguards are in place to protect the information.

  4. Security of Personal Information:

    • Reasonable security measures will be implemented to protect personal information from unauthorized access, use, disclosure, or loss.

    • Regular reviews of security measures will be conducted to ensure ongoing effectiveness.

  5. Retention of Personal Information:

    • Personal information will be retained only for as long as necessary to fulfill the purposes for which it was collected.

    • When personal information is no longer needed, it will be securely destroyed or anonymized.

  6. Access to Personal Information:

    • Individuals have the right to access their personal information held by the Council and request corrections if it is inaccurate or incomplete.

    • Requests for access or correction will be responded to in a timely manner and in accordance with applicable laws.

Enforcement

Any breaches of this policy may result in disciplinary action, including but not limited to termination of employment or removal from the Council.

Review

This policy will be reviewed annually and updated as necessary to ensure ongoing compliance with applicable laws and best practices.

Approval

This policy is approved by the [Condo Name] Council on [Date].

Disclaimer:

This policy is a template and should be reviewed and adapted by legal counsel to ensure compliance with local laws and regulations.