PRIVACY POLICY

Effective Date: August 28, 2025

At Urbanity Real Estate Management Inc. (“we”, “our”, “us”), protecting your personal information is a priority. This Privacy Policy explains how we collect, use, disclose, retain, and protect your personal information in compliance with Quebec’s Law 25 and the Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy applies to all personal information we collect in connection with our property management services, including from tenants, property owners, real estate agents, subcontractors, and website visitors.

1. Privacy Officer

In compliance with Law 25, we have appointed a Privacy Officer responsible for overseeing data protection and compliance.

Contact Information:
Urbanity Real Estate Management Inc – CEO
📧 [email protected]
🏢 10734 Alfred, Montreal-Nord, H1G 5B1, Quebec, Canada

2. Information We Collect

We only collect the personal information necessary to provide property management services, including but not limited to:

Processing rent and other payments
Managing leases and property documentation
Handling maintenance requests and coordinating subcontractors
Scheduling visits and inspections with property managers and agents
Tracking financial KPIs and generating reports
Ensuring compliance with legal and regulatory requirements

3. How We Use Your Information

We collect and use personal information for the following purposes:

Processing rent and other payments
Managing leases and property documentation
Handling maintenance requests and coordinating subcontractors
Scheduling visits and inspections with property managers and agents
Tracking financial KPIs and generating reports
Ensuring compliance with legal and regulatory requirements

We will never use your personal information for purposes not disclosed at the time of collection unless we obtain your explicit consent or are legally required to do so.

4. Consent

By using our services, submitting information, or interacting with our platform, you consent to the collection, use, and disclosure of your personal information as described in this policy.
You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer.

5. Sharing and Disclosure

We only share personal information when strictly necessary:

Subcontractors & Vendors: To handle maintenance requests or property-related services.
Real Estate Agents: To schedule visits, process applications, and coordinate rentals.
Third-Party Service Providers: For secure payment processing, cloud storage, and data hosting.
Legal & Regulatory Bodies: When required to comply with applicable laws or court orders.

All third parties are required to protect your information and use it only for authorized purposes.

6. Retention and Destruction

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law.
Once no longer needed, personal information is securely destroyed, anonymized, or archived in compliance with Quebec regulations.

7. Accuracy of Information

We make reasonable efforts to ensure that the personal information we hold is accurate, complete, and up to date.
You may request corrections to your personal information at any time by contacting our Privacy Officer.

8. Security Measures

We take appropriate technical, administrative, and physical security measures to protect personal information against:

Unauthorized access
Loss, theft, or alteration
Accidental disclosure
Cybersecurity risks

Despite our efforts, no transmission or storage system can be guaranteed 100% secure. However, we continuously monitor and improve our security measures.

9. International Data Transfers

If your personal information is transferred outside Quebec for processing or storage, we ensure that appropriate Privacy Impact Assessments (PIAs) and contractual safeguards are in place, as required by Law 25.

10. Breach Notification

In the event of a security incident involving your personal information, and where there is a risk of serious harm, we will:

Notify the Commission d’accès à l’information (CAI);
Inform any affected individuals promptly;
Record the incident in our internal breach register.

11. Your Rights

Under Law 25 and PIPEDA, you have the right to:

Access the personal information we hold about you
Request corrections to inaccurate or incomplete information
Withdraw your consent to the use or disclosure of your information (where applicable)
Request the deletion of your personal information, subject to legal obligations
File a complaint with the Commission d’accès à l’information (CAI) if you believe your privacy rights are not respected

To exercise any of these rights, please contact our Privacy Officer.

12. Cookies and Digital Tracking

If our website uses cookies or tracking technologies:

We collect anonymous data such as IP addresses, browsing preferences, and session information to improve user experience.
Users can disable cookies via their browser settings, but some site features may not work properly without them.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes.
Any modifications will take effect upon posting the revised policy on our website. The Effective Date at the top of this page will always indicate the latest version.