Privacy of personal information is an important principle to the London Property Management Association. We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the goods and services we provide. We also try to be open and transparent as to how we handle personal information. This document describes our privacy policies.
Personal information is information about an identifiable individual and includes information that is related to their personal characteristics (e.g. gender, age, income, home address or phone number, family status); their health (e.g. disabilities); or their activities and views (e.g. religion, politics, opinions expressed by an individual, opinions about an individual). Personal information is to be contrasted with business information (e.g. an individual’s business address and telephone number), which is not protected by privacy legislation.
As of January 1st, 2004, all Canadian organizations engaged in commercial activities must comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Canadian Standards Association Model Code for the Protection of Personal Information incorporated by reference into PIPEDA.
Collecting Personal Information: Primary Purpose
We use our best efforts to collect, use and disclose personal information fairly and in accordance with the law. The primary purpose for collecting personal information is to ensure our members have access to the premises, products, information and services that we have agreed to provide; to assess membership qualifications; and to collect advertising revenue, receivables and membership fees. Examples of the type of information we collect for these purposes includes the following:
- Names of all Members
- Business contact information
- Payment, banking and other financial information
- Information relating to ownership of multi-residential property
As a service and convenience for Members we announce new members and may produce a list of current members to third parties to ensure the third parties provide you with services available to all members. If you do not wish to be listed in any way or wish to be described in a particular way, please let us know in writing.
It would be rare for us to collect any personal information without a member’s express consent, but this might occur in a case of urgency or where we believe a member would consent if asked and it is impractical to obtain consent.
About Members of the General Public
For members of the general public, our primary purpose for collecting personal information is to promote the education of the public, members of our industry and our members generally.
On our website, we only collect, with the exception of cookies (electronic markers identifying computers that have previously visited our website), the personal information you provide and only use that information for the purpose you gave it to us (e.g. to respond to your email message, to provide information about our services). Cookies are only used to help you navigate our website and are not used to monitor you.
On our website we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable personal information.
Suppliers and Contractors
LPMA does not provide personal information to third parties.
Protecting Personal Information
We understand the importance of protecting personal information. For that reason, we have taken the following steps:
- Paper information is either under supervision or secured in a locked or restricted area.
- Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers.
- Paper information is transmitted through sealed, addressed envelopes or boxes by reputable companies.
- Electronic information is transmitted through a direct line or is encrypted.
- External consultants and agencies with access to personal information must provide us with appropriate privacy assurances.
Accessing Personal Information
You may ask for access to personal information we hold about you. Detailed requests which require archive or other retrieval costs may be subject to our normal professional and disbursement fees.
Your rights to access your personal information are not absolute. There are a number of situations where we may deny access. If we deny your request for access to, or refuse a request to correct personal information, we will provide a reason or reasons for doing so.
Requests for Access
If you have any questions, or wish to access your personal information, please contact our Privacy Officer at firstname.lastname@example.org. If you are not satisfied with our response, the Privacy Commissioner of Canada can be reached at: 112 Kent Street, Ottawa, Ontario K1A 1H3 tel: 1-800-282-1376
Updating Your Information
It is important that the information be accurate and up-to-date. If during the course of your membership, any of your information changes, please inform us to that we can make any necessary changes.