Royal Palace Apartments is a Corporation created under the laws of Ontario for the purpose of carrying on business as a property management firm administering and managing multi-residential, industrial and commercial condominiums and providing services to its residents. In the process of operating and managing multi-residential building dwelling assets, the Director collects certain personal information from unit owners, tenants and employees (hereinafter called “Individuals”) and may employ or contract third party services from a variety of individuals, companies and professionals who may need access to this personal information. Personal Information means information that is personally identifiable to Individuals. This may include, without limitation, addresses, telephone numbers, email addresses, bank account numbers, payment histories, information about his or her family, seasonal address, emergency contact names and any special needs.
The Director shall use this policy and the guidelines of Section 55 of the Condominium Act, 1998 in its handling of the collection, use and disclosure of information. No part of this policy shall contravene any part of the Condominium Act, 1998.
Royal Palace Apartments Client Information Collection process allows the Director shall collect information necessary to maintain an accurate Owners Register as required by the Condominium Act, 1998. The Director shall only collect information that is reasonably necessary for the purposes identified. The information will be collected by fair and lawful means. Information that is typically collected includes, but is not limited to the following:
In addition, information other than as set out above may also be collected from time to time including, but not limited to:
Royal Palace Apartments Use and Disclosure shall not authorize the use of personal information for purposes other than those in keeping with the effective operation and management of the Condominium Corporation without the written consent of the individual. The Director periodically shares or transfers any personal information collected with its Clients (Board Members). The Director also uses a number of employees, third party service providers, consultants and other agents that may in the course of their duties have limited access to personal information retained. These include building superintendents, maintenance staff, concierge, security staff, housekeeping staff, consultants, temporary employees or employees of third party suppliers, auditors, lawyers and others. We restrict their access to any personal information we hold except to the extent necessary for them to reasonably perform their role on the Owner’s behalf. The purpose of disclosing personal information to these parties is to ensure an Individual’s safety, security and reasonable enjoyment of their place of residence, to ensure Individual’s have access to their premises and services that the Director provides, to preserve the property and to collect monies owing for the provision of services to Individuals.
Personal information will only be used or disclosed for the purpose for which it was collected unless an Individual has otherwise consented, or when it is required or permitted by law. The Director may have a legal duty to disclose personal information without an Individual’s knowledge or consent with respect to matters that concern the public’s interest, complying with the Condominium Act, 1998 or a court order.
The Director shall not disclose matters of a financial nature concerning its relationship with any owner or resident with any person except the registered unit owner named in the Director’s Owner Registry, unless the Director has received written authorization from the owner authorizing the disclosure of such information to an individual named in writing, or in the event that the Director is presented with a Power of Attorney signed by the registered unit owner.
Royal Palace Apartments Accuracy & Security will keep all personal information as accurately and as current as necessary to fulfill the identified purposes for which it was collected. The Director will update or correct any personal information held by it if the individual concerned provides the Director with particulars of any information which requires updating or correction. The Director acknowledges the responsibility of safely maintaining accurate records for the purpose of operating the Condominium Corporations. Personal information is safeguarded to protect against loss, theft or unauthorized access, disclosure, use or modification of information using physical, organizational and electronic security measures.