Privacy Policy.

1. Scope and application

Alba Property Management Inc. ("Alba", "we", "us", or "our") is committed to protecting the personal information of unit owners, residents, board directors, prospective clients, contractors, and website visitors. This Privacy Policy describes our practices in relation to personal information collected through our website, our offices, and in the course of providing condominium property management services in Ontario.

We comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, with the records and disclosure requirements of the Condominium Act, 1998 (Ontario) and the directions of the Condominium Authority of Ontario.

2. Information we collect

The categories of personal information we may collect include:

Owner and resident information

• Name, unit number, mailing address, and contact details (email, phone)
• Emergency contact information you choose to provide
• Pet and parking registration details, where applicable
• Payment information for common element fees, special assessments, and chargebacks
• Maintenance and service-request records

Board and corporate records

• Director contact information and meeting attendance
• Voting records and proxies, as required under the Condominium Act
• Correspondence between Alba and the board

Visitors, contractors, and prospective clients

• Information submitted through proposal-request and contact forms (name, email, phone, role, corporation details, message contents)
• Status certificate request details (purchaser, seller, legal representative, property and closing information)
• Vendor and contractor credentials, insurance certificates, and invoicing details

3. How we use your information

We use personal information only for the purposes for which it was collected, including:

• Providing condominium property management services to the corporation
• Communicating with owners, residents, and board members about the building
• Processing common element fees, payments, and arrears
• Preparing and issuing status certificates and statutory documents
• Coordinating maintenance, vendor services, and capital projects
• Responding to inquiries, requests, and complaints
• Meeting our legal, regulatory, and contractual obligations
• Improving our services and the security of our systems

4. When we disclose information

We do not sell or rent personal information. We may disclose it in the following limited circumstances:

• To the condominium corporation we manage, in the ordinary course of providing services
• To service providers such as auditors, lawyers, contractors, and IT vendors who require the information to perform services on our behalf and who are bound by confidentiality obligations
• In response to records requests made under section 55 of the Condominium Act, 1998
• To regulators or authorities when required by law, court order, or to protect our legal rights
• In connection with a corporate transaction, where personal information may be transferred subject to appropriate safeguards

5. Consent

By providing personal information to Alba — whether through our website forms, by email, by phone, or in person — you consent to the collection, use, and disclosure of that information as described in this Privacy Policy. You may withdraw your consent at any time, subject to legal and contractual restrictions, by contacting us using the details below. Withdrawing consent may limit our ability to provide certain services.

6. Retention and security

We retain personal information only as long as is necessary to fulfill the purpose for which it was collected, to meet our contractual obligations to the condominium corporation, and to comply with applicable laws — including the records-retention requirements of the Condominium Act.

We maintain reasonable physical, organizational, and technological safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. While we take security seriously, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

7. Your rights and access

Subject to limited exceptions under PIPEDA, you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to certain uses or disclosures
• File a complaint about how we have handled your personal information

Requests should be made in writing to our Privacy Officer at the contact details below. We will respond within 30 days where reasonably possible.

8. Cookies and website data

Our website may use cookies and similar technologies to support basic functionality, remember preferences, and gather aggregate analytics about how visitors use the site. We do not use cookies to identify individual visitors, and you may disable cookies in your browser at any time. Doing so may affect certain website features.

9. Third-party links

Our website contains links to third-party websites — including the Condominium Authority of Ontario, the Association of Condominium Managers of Ontario, and the Government of Ontario — for your convenience. We are not responsible for the privacy practices or content of any third-party website, and we encourage you to review the privacy policies of any website you visit.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. Any changes will be posted on this page with an updated "Last updated" date. Material changes will be communicated more prominently where appropriate.

11. Contact us

Questions, concerns, or requests regarding this Privacy Policy or our handling of personal information can be directed to our Privacy Officer:

Privacy Officer
Alba Property Management Inc.
Unit 13A – 1235 Queensway East
Mississauga, ON L4Y 0G4
Phone: 905-277-5813
Email: info@albapm.ca

If you are not satisfied with our response, you may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.