Privacy Policy

Cedar Valley Investments Ltd., (“CVI” “Us”, “We”, or “Our”) respects your privacy and acknowledges the importance of transparency when dealing with private and personal information.

The purpose of this privacy policy is to obtain your meaningful consent before We begin collecting, using, or disclosing any of your personal information. We will only use your personal information in accordance with this policy unless otherwise required by applicable laws. We take steps to ensure that the personal information that We collect about you is adequate, relevant, not excessive, and used for the limited purposes for which it has been provided to Us.

Please read this policy carefully to understand Our policies and practices for collecting, processing, and storing your information. In signing this privacy policy, you indicate that you understand, accept, and consent to the practices described in this policy. If you do not agree with Our policies and practices, you may choose not to sign this policy, however, we cannot proceed with a lease agreement, as we do require the signing of this policy before we will counter sign a lease agreement.

This policy may change or be updated from time to time, We will notify you in advance of any material changes to this policy and obtain your consent to any new ways that We collect, use, and disclose your personal information.

INFORMATION We COLLECT ABOUT YOU

We collect and use several types of information from and about you, including:

  • Personal information, that We can reasonably use to identify you, such as:
    • your name;
    • date of birth;
    • mailing address;
    • e-mail addresses and telephone numbers;
    • billing and account information;
    • employment and income verification;
    • government-issued photo identification;
    • information about the make, model, and year of your vehicle(s);
    • information about your lease with Us; and
    • any other identifier We may use to contact you (collectively “personal information“).

HOW We COLLECT INFORMATION ABOUT YOU

We use different methods to collect your information, including through:

  • Direct interactions with you when you provide it to us, for example, by filling in forms and applications to lease from Us, and any periodic update of information you may provide to Us when corresponding with Us by phone, email, or otherwise.
  • Automated technologies or interactions, as you navigate through Our website and/or interact with Us using the webtools We use for the management of Our properties and Our tenants. Information collected automatically may include usage details, IP addresses, and information collected through cookies and other web-tracking technologies.
  • Contact references that you may supply as part of your lease application.
  • Information supplied to Us in connection with your lease from credit agencies and other governmental or quasi-governmental entities.

Reading and signing Our CVI Privacy Policy (where required by law), allows CVI to collect, use, and disclose personal information for Our internal processes and the effective management and notices to Our tenants. We use your information internally and limit its exposure by ensuring We use your personal information only when, and to the extent, necessary to maintain Our landlord and tenant relationship with you.

HOW We USE YOUR INFORMATION

We use information that We collect about you or that you provide to Us, including any personal information:

  • To maintain Our rental database including Our accounting and business management software, banking platforms, payment processing applications, and tenant management software.
  • To provide you with information and services that you request from Us.
  • To fulfill the purposes for which you provided Us with the personal information, or any other additional purpose for which you provide it.
  • To provide you with notices about your tenancy or residence, including general notices sent to each tenant in the building. This excludes notices We are required to deliver to you pursuant to legislation governing the landlord and tenant relationship, which will continue to be provided pursuant to the relevant legislation, where such method of delivery is so mandated.
  • To carry out Our obligations and enforce Our rights arising from any contract or agreements with you, including for billing and collection or to comply with legal requirements.
  • To notify you about changes to Our Website or any products or services We offer or provide though it.
  • To improve Our services, marketing, or customer relationships and experiences.
  • To allow you to participate in interactive features, social media, or similar features on Our or Our tenant management software’s Website/App.
  • In any other way We may describe in writing when you provide the information.
  • For any other purpose with your consent.

At CVI, We will never sell your personal information to third parties, and We will not share tenant data with third parties unless required by law or with your prior informed consent.

TRANSFERRING YOUR PERSONAL INFORMATION

We may transfer personal information that We collect or that you provide as described in this policy to contractors, service providers, and other third parties We use in the course of Our  business and who are contractually obligated to keep personal information confidential, use it only for the purposes for which We disclose it to them, and to process the personal information with the same standards set out in this policy.

We may process, store, and transfer your personal information in and to a foreign country, with different privacy laws that may or may not be as comprehensive as Canadian law.  For example: CVI currently uses a tenant management program called Doorloop, which is based out of the United States and the government, courts, law enforcement, or regulatory agencies of that country may be able to obtain access to your personal information under their laws.  You can find more information regarding DoorLoop’s privacy policy on their website: https://www.doorloop.com/legal/privacy.

BY SUBMITTING YOUR PERSONAL INFORMATION AND SIGNING THIS DOCUMENT, YOU CONSENT TO THIS TRANSFER, STORAGE, OR PROCESSING.

DATA SECURITY

The security of your personal information is very important to us. We implement appropriate physical, organizational, and technological security measures to protect tenant information including locked storage, secure digital databases, encryption, limited access, and staff training on privacy practices which are designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure.

Whenever We engage a service provider (cloud storage, software vendors), We require that its privacy and security standards adhere to this policy and applicable Canadian privacy legislation. We have developed procedures to assess the foreign storage provider’s security protocols to confirm they meet Canadian privacy standards.

Unfortunately, the transmission of information via the Internet is not completely secure. Although We do Our best to protect your personal information, We cannot guarantee the security of your personal information you’ve transmitted to Us or to a third-party platform and/or service in connection with Our provision of services to you. Any transmission of personal information is at your own risk.

We will provide all tenants (including you) with updates or changes that may affect Our privacy policies within a timely manner and will always be open and transparent about any changes. After a tenant is no longer a client of CVI, if there are no outstanding matters at hand (damage deposit mediation, outstanding rent balance, etc.), CVI’s policy is to shred any paper documentation within 6 months of the date of termination, and to remove tenants from Our internal rent roll. Please note, an electronic history of limited tenant information is kept on file, in conformity with Our data security practices outlined above for business efficacy and as may be required by law.

In the event of a data breach related to privacy or the keeping of personal information, tenants affected will be notified promptly as well as the Office of the Privacy Commissioner of Canada (in the event of a breach that could pose significant harm). CVI has procedures in place to detect, report, and address privacy breaches promptly.

ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION

It is important that the personal information We hold about you is accurate and current. Please keep Us informed if your personal information changes. By law you have the right to request access to and to correct the personal information that We hold about you.

If you are concerned about Our response or would like to correct the information provided or wish to withdraw your consent to the use of your personal information, you may contact Our Privacy Officer:

Cedar Valley Investments Limited

Attn: Privacy Officer

506-527 Dundonald Street

Fredericton, NB

E3B1X5

T: 506-459-1199 ext 3

E: info@cedarvalleyinvestments.ca

 

We may request specific information from you to help Us confirm your identity and your right to access, and to provide you with the personal information that We hold about you or make your requested changes. Applicable law may allow or require Us to refuse to provide you with access to some or all of the personal information that We hold about you, or We may have destroyed, erased, or made your personal information anonymous in accordance with Our record retention obligations, this policy, and CVI practices. If We cannot provide you with access to your personal information, We will inform you of the reasons why, subject to any legal or regulatory restrictions.

Please note that We may not accommodate a request to change information if We believe the change would violate any laws or legal requirement or cause the information to be incorrect.  In the event you withdraw your consent to Our collection and use of your personal information we may no longer be able to provide you with all of the services generally available to Our tenants.

We welcome your questions, comments, and requests regarding this privacy policy and Our privacy practices.