Privacy Policy
This policy is intended to comply with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as applicable provincial privacy laws.
1. Scope and Application
This Privacy Policy applies to personal information collected from:
- Tenants, residents, and occupants
- Property owners, investors, and limited partners
- Applicants, prospective tenants, and guarantors
- Vendors, contractors, and service providers
- Website visitors and individuals who contact us
- Employees, contractors, and job applicants
2. Personal Information We Collect
Personal information means information about an identifiable individual. Depending on the relationship, we may collect the following types of information:
- Identification and contact information such as name, address, email address, phone number, and government-issued identification where required
- Financial information such as rent payment history, banking details, credit information, and investment-related records
- Tenant and residency information including applications, lease agreements, emergency contacts, and occupancy details
- Employment and application information such as resumes, references, and background checks where permitted by law
- Technical and usage information including IP address, browser type, and website interaction data
- Communications including emails, phone calls, and written correspondence
We only collect personal information that is reasonably necessary for identified purposes.
3. How We Collect Personal Information
We collect personal information through:
- Direct interactions, including applications, agreements, forms, and correspondence
- Third parties such as credit bureaus, background check providers, and referral sources, where legally permitted
- Automated means such as website cookies and analytics tools
4. Purposes for Collection and Use
We collect, use, and retain personal information for purposes including:
- Managing residential, commercial, and student housing properties
- Processing tenancy applications and administering leases
- Collecting rent and administering financial transactions
- Managing investor relations and investment structures
- Communicating with tenants, owners, investors, and service providers
- Maintaining security and access control
- Meeting legal, regulatory, and contractual obligations
- Recruiting and managing employees and contractors
- Improving our services, systems, and website functionality
Personal information is not used for purposes other than those identified, except where permitted or required by law.
5. Consent
We obtain consent for the collection, use, and disclosure of personal information, except where consent is not required by law. Consent may be express or implied depending on the circumstances and sensitivity of the information.
Individuals may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide certain services.
6. Disclosure of Personal Information
We may disclose personal information to:
- Employees, officers, and agents who require the information to perform their duties
- Third-party service providers such as property management software providers, accountants, legal counsel, maintenance vendors, and IT service providers
- Financial institutions for payment processing
- Credit bureaus and screening providers
- Government authorities, regulators, or law enforcement where required or permitted by law
- Purchasers or successors in connection with a business transaction, subject to confidentiality protections
We do not sell personal information.
7. Safeguards and Security
We employ reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.
Access to personal information is restricted to authorized individuals who require it for legitimate business purposes.
8. Retention of Personal Information
Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. When no longer required, information is securely destroyed or anonymized.
9. Accuracy
We make reasonable efforts to ensure that personal information is accurate, complete, and up to date. Individuals are encouraged to notify us of any changes to their personal information.
10. Access and Correction
Upon written request, individuals may request access to their personal information held by KEILTY and request corrections if the information is inaccurate or incomplete, subject to legal limitations.
Requests may be directed to the Privacy Officer using the contact information below.
11. Cookies and Website Analytics
Our website may use cookies and similar technologies to enhance user experience, analyze traffic, and improve functionality. Users may adjust browser settings to refuse cookies, though this may affect website performance.
12. Third-Party Websites
Our website may contain links to third-party websites. KEILTY is not responsible for the privacy practices or content of those sites.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on our website with the revised effective date. Continued use of our services constitutes acceptance of the updated policy.
14. Contact Information
Questions, concerns, or requests regarding this Privacy Policy or the handling of personal information may be directed to:
Privacy Officer
KEILTY Realty Corporation
Email: [email protected]
This Privacy Policy reflects KEILTY’s commitment to responsible information management and privacy protection.