CondoCalls Inc. (“CondoCalls”, “we”, “us”, “our”) recognizes the importance of protecting personal information. This Privacy Policy explains how we collect, use, disclose, store, and safeguard personal information when you use the CondoCalls website and communication platform (collectively, the “Platform”). Your Building Partner—your condominium corporation, developer, or property management company—has selected CondoCalls to operate certain building communication and access functions. In many cases, residents may not have an alternative method available, because the Platform is part of the building’s standard operations. Your use of the Platform is governed by the arrangement between CondoCalls and your Building Partner. By using the Platform or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please stop using the Platform and notify your Building Partner of your concerns.

1. What Personal Information We Collect and Why

“Personal information” means information about an identifiable individual. It does not include business contact information of an employee acting in a business capacity. CondoCalls collects personal information only to the extent necessary to operate building communication, visitor management, and call-routing services. We collect personal information for the following purposes:

Account and Identity Information

We may collect:

• Name

• Unit/suite number

• Email address

• Phone numbers

• Emergency or alternate contact information

  
  

This information allows us and your Building Partner to correctly route calls, messages, and building notifications.

Contact and Communication Information

If you contact us or interact with the Platform, we may collect:

• Email address or phone number

• Messages you send

• Responses to support requests

• Notes or inquiries

  
  

We use this to respond to your requests and support your use of the Platform.

Platform Use and Content

When you enter information into the Platform, such as:

• Call-forwarding settings

• Visitor instructions

• Intercom preferences

• Building communication settings

• Access-related notes

  
  

We collect and process this information so the Platform can operate properly.

Operational and System Data

We collect system and technical information such as:

• IP address

• Browser type

• Device type

• Login timestamps

• Call-routing events

• Delivery status of communications

• Security or visitor access logs

  
  

This helps ensure the Platform operates safely and reliably, assists with diagnostics, and supports building-level recordkeeping.

Anonymous Data

We may create anonymous or aggregated data by removing personal identifiers. Anonymous data cannot identify an individual and may be used for analytics, performance improvement, and service optimization.

2. How We Collect Personal Information

We collect personal information:

• When you or your Building Partner provides it

• When you configure or use Platform features

• Automatically through your use of the Platform

• When calls or visitor events occur through the Platform

  
  

Examples include:

• Creating or updating your resident profile

• Adjusting your call-routing preferences

• Responding to building messages

• Logging into your account

• Being contacted through the intercom or security line

  
  

3. Automated and Technical Data Collection

We automatically collect certain information during Platform use, including:

Usage Data

• IP addresses

• Browser identifiers

• Access times

• Page views and navigation

• Error reports

  
  

Operational Data Related to Building Functions

• Intercom events

• Access requests

• Call successes and failures

• Activity logs generated by the Platform

  
  

This helps maintain system performance, security, and building audit requirements.

4. How We Use and Retain Personal Information

We use personal information only for the purposes outlined in this Privacy Policy or as permitted by law. These include:

• Operating the Platform

• Routing calls and messages

• Delivering building communication and security workflows

• Supporting building management functions

• Ensuring system safety and reliability

• Meeting legal or regulatory obligations

  
  

We retain personal information only as long as necessary to fulfill these purposes, comply with legal obligations, support building-level needs, or enforce our Terms of Service. We may generate anonymized or aggregated data and use it for any reasonable purpose.

5. When We Disclose Personal Information

We may disclose personal information to the following parties:

a. Your Building Partner

We may share information such as:

• Contact information

• Visitor logs

• Communication logs

• Access events

• Account status

  
  

Your Building Partner requires this information to operate the building and fulfill its responsibilities to residents.

b. Service Providers

We use trusted third-party providers for:

• Secure hosting

• Telecommunications and call forwarding

• Email and message delivery

• Technical support

• System monitoring and analytics

  
  

These providers may access personal information only to perform services for CondoCalls and must follow privacy safeguards.

c. Legal Requirements and Safety

We may disclose personal information when required to:

• Comply with laws, regulations, or court orders

• Assist law enforcement

• Investigate possible violations of law or our Terms of Service

• Protect the rights, property, or safety of CondoCalls, residents, or the public

• Prevent fraud, abuse, or security threats

  
  

d. Business Transactions

If CondoCalls is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of the transaction.

e. With Your Consent

We may disclose information for other purposes if you provide consent. We do not sell personal information.

6. Storage and Location of Personal Information

Personal information may be stored and processed in Canada or other jurisdictions where our secure service providers operate. Data stored outside Canada may be subject to the laws of those jurisdictions, including lawful access by courts or authorities. We use reasonable safeguards to ensure service providers maintain protections comparable to those in Canada. If you have questions about international storage, contact us.

7. Links to Other Sites

The Platform may link to third-party websites or systems used by your Building Partner. These sites have their own privacy policies, and CondoCalls is not responsible for their practices. We encourage you to review those policies before providing personal information to third parties.

8. Security Safeguards

We use physical, technical, and administrative safeguards to protect personal information, including:

• Encrypted connections

• Restricted access controls

• Auditing and logging

• Secure data hosting

  
  

However, no system is fully secure. We cannot guarantee absolute protection.

You are responsible for:

• Keeping your login credentials confidential

• Alerting us to suspected unauthorized access

  
  

9. Access and Accuracy of Personal Information

You may request:

• Access to personal information we hold about you

• Corrections to inaccurate or incomplete information

  
  

We will respond within timeframes required by applicable laws and may need to verify your identity.

Access may be limited where:

• Information relates to another person

• Disclosure is restricted by law

• Information is protected by confidentiality obligations

  
  

If access is denied, we will provide an explanation unless prohibited by law.

10. Children’s Privacy

The Platform is intended for adults. We do not knowingly collect personal information from children under 16. If a child’s information is mistakenly collected, contact us and we will delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy at any time. Changes will be posted on condocalls.ca with a revised effective date. Continued use of the Platform after changes signifies acceptance of the updated policy.

12. Consent

By using the Platform and providing personal information, you consent to the collection, use, disclosure, and processing of your information as described in this Privacy Policy. If you withdraw consent, CondoCalls may be unable to provide services that your Building Partner relies on for building operations. Because your Building Partner may require use of CondoCalls for security or communication, withdrawing consent may affect the Building Partner’s ability to communicate with you. Questions about consent should be directed to your Building Partner.

13. How to Contact Us

If you have questions, concerns, or access requests, contact:

Privacy Officer, CondoCalls Inc.
Email: support@condocalls.ca
Website: condocalls.ca