We are in the business of selling software, not client data. We promise to always use your information responsibly, and never share it with anyone who does not have the authority to see it. We may use your data to help us build better services and software for you.

How we use your data

Our team will never use your residents’ personal information without your permission. However, we may use client data in aggregate to understand any prevailing usage patterns or needs of our customers. We will use that information as part of our product development process to create new or enhance existing features and services.

We do use your data in aggregate as well to find trends about how our software and services are being used. We may look at statistics about how you are using our software so that our customer success team can follow up with you to ensure you’re getting the most out of the software. For example, if we see that you’re not using the Service Request module, we may reach out to make sure you’re not experiencing any issues with that particular feature.

Why we collect personal data

In order to provide a full range of services to our clients, we require access to personal information about the owners and residents of the residential communities which we service. This information is required of all units, not just the units which use the system, in order to provide full functionality to a condo’s property management team. Many features, like reports, will not provide full and useful information if the entire list of units and owners is not loaded into the system.

Below is a table that lists the data elements that we collect, and how we use that data to provide our services.

In this table, the term “Administrative Users” refers to board members or property managers.

Upon commencing service with us, the board or property manager turns over current copies of the above personal information so that we may get all system functions up and running. By turning over this information to us, the board is providing their consent for us to use the information as outlined above.

In cases where owners provide updates to their own information through our online system, the online system explains how the information will be used.

Disclosure

We will never share or disclose your private information to anyone unless directed by a court order..

Retention

If you terminate your relationship with Condo Control, your information will be removed immediately inaccessible in our production system. The data may be retained in our backup files for up to 12 months after your subscription has ended. After that time, all of your information is completely removed from our system.

Backups

Our production databases are synchronized between our two datacenters in real time. In addition, database backups are made to a third site every 15 minutes. These backups are encrypted both during transmission and while at rest.

Location

Regardless of where are our clients live, all client data on the Condo Control platform is stored in Canada.

Subprocessors

A subprocessor is a third-party data processor who has or potentially will have access to client data. Condo Control uses various subprocessors to carry out certain functions, such as payments or file storage, on the Condo Control platform. In all cases, the subprocessor only receives the data required to carry out its designated function. Subprocessors will never be granted access to all of your client data on Condo Control.

Below is a list of the subprocessors engaged by Condo Control, and a description of each subprocessor’s function.