1. Who we are

CondoPro is operated by Unitotal. Headquarters: Montreal, QC, Canada (Toronto, Ontario, Canada) . We provide a multi-tenant property management platform used by management companies, condominium corporations, boards, owners, staff, contractors, and visitors to our marketing site.

2. Person in charge of the protection of personal information

Under Quebec Law 25, we have designated a person responsible for the protection of personal information. You may contact that person for questions, access or rectification requests, consent withdrawal, complaints, or other privacy matters:

• Title: Chief Security Officer
• Name: Richard Tribie
• Privacy email: Reveal
• Support email: Reveal
• Phone: 514.316.8469

We aim to acknowledge privacy requests within a reasonable time and to respond within the timelines required by applicable law (generally within 30 days in Quebec, subject to permitted extensions).

3. Scope

This policy applies to personal information we collect about:

• Visitors to our marketing and documentation websites
• Prospective customers who request demos, contact us, or register
• Client organization users (managers, staff, board members)
• Property owners, occupants, and other residents using portals
• Contractors and other authorized service users

When a management company or condominium corporation uses CondoPro to process information about owners or residents, that customer typically determines many purposes of processing. In those cases CondoPro acts as a service provider / processor for the customer, while remaining responsible for how we protect the information under our custody and for our own business purposes described below.

4. Personal information we collect

Depending on how you interact with CondoPro, we may collect:

• Identity & contact: name, email, phone, language preference, role or title
• Account & authentication: login identifiers, password hashes, security settings, session and device signals
• Property records: unit, ownership, occupancy, board roles, documents, requests, bookings, payments, communications, and related operational data entered by customers or users
• Billing: subscription and invoice details; payment processors handle card data according to their own policies
• Support & communications: messages, tickets, call/SMS metadata where those channels are used, and attachments you send us
• Technical & usage: IP address, browser/device information, approximate location derived from IP, logs, cookies, and similar technologies (see Cookies below)

We do not require sensitive information beyond what is needed to operate the service. Please avoid submitting unnecessary health, biometric, or other highly sensitive data unless a customer feature expressly requires it and a lawful basis exists.

5. Purposes of collection and use

We collect and use personal information only for purposes that a reasonable person would consider appropriate in the circumstances, including to:

• Provide, host, secure, and improve the CondoPro platform and websites
• Create and manage accounts, authenticate users, and prevent fraud or abuse
• Deliver property-management features (communications, requests, documents, billing, bookings, board meetings, and similar modules)
• Respond to inquiries, demos, support tickets, and privacy requests
• Process subscriptions and related commercial transactions
• Send service notices; send marketing only where permitted (and with consent where required)
• Measure and improve our marketing site with analytics or advertising technologies only after consent for non-essential cookies
• Comply with law, enforce agreements, and protect rights, safety, and security

If we wish to use personal information for a new purpose that is not compatible with the original purposes, we will obtain consent where required by law, unless another legal exception applies.

6. Consent

We obtain consent for the collection, use, and disclosure of personal information unless an exception under applicable law applies (for example, when necessary to provide a service you requested, to prevent fraud, or to meet a legal obligation).

Consent may be express (for example, accepting non-essential cookies, submitting a form, or enabling a feature) or implied where appropriate under PIPEDA for expected operational uses. Under Quebec Law 25, consent must be clear, free, and informed, and requested for specific purposes—especially for non-essential cookies, profiling, or marketing technologies.

You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit certain features (for example, analytics cookies or optional notifications) but will not affect processing that is necessary to provide the core service or that we must continue by law.

7. Disclosure and service providers

We may disclose personal information to:

• The customer organization that administers your property or account (managers, boards, authorized staff)
• Other authorized users of that customer’s CondoPro workspace, according to roles and permissions
• Service providers that help us operate CondoPro (hosting, email/SMS delivery, payments, storage, security, support tools, analytics/marketing vendors when consented)
• Professional advisors, insurers, or authorities when required or permitted by law
• A successor in connection with a merger, acquisition, or corporate reorganization, with appropriate protections

Service providers may process information only as needed to perform their services for us and under contractual confidentiality and security obligations.

8. Transfer outside Quebec and Canada

CondoPro and some service providers may store or process personal information outside Quebec, including elsewhere in Canada or in other countries. When information is communicated outside Quebec, we take reasonable measures to ensure it receives protection equivalent to the principles set out in Quebec privacy law, including contractual safeguards with recipients where appropriate. Laws of those jurisdictions may allow access by foreign courts, law enforcement, or national security authorities.

9. Retention and destruction

We keep personal information only as long as necessary for the purposes described in this policy, to meet legal, accounting, or security requirements, or as instructed by the customer that controls the relevant records. When information is no longer required, we destroy, erase, or anonymize it in a secure manner, subject to backup and archival cycles.

Typical examples (which may vary by record type and customer settings): account and operational records for the life of the customer relationship plus a limited archive period; support tickets for a reasonable follow-up period; marketing-site consent and logs for limited periods needed for security and compliance.

10. Security

We use administrative, technical, and organizational measures designed to protect personal information against loss, theft, and unauthorized access, use, disclosure, or modification—including access controls, encryption in transit where appropriate, logging, and staff/process controls. No method of transmission or storage is perfectly secure. Customers and users must also protect credentials and configure access carefully.

If a confidentiality incident presents a risk of serious injury, we will take steps required by Law 25 and other applicable laws, which may include notifying affected individuals and the Commission d’accès à l’information du Québec (CAI) when required.

11. Your rights

Subject to legal limits, you may request to:

• Access personal information we hold about you
• Rectify inaccurate, incomplete, or ambiguous information
• Withdraw consent where processing is based on consent
• Be informed about categories of information collected, purposes, and categories of persons who have access
• Request cessation of dissemination or de-indexation of personal information in circumstances provided by Quebec law (for example, when dissemination causes serious injury relative to the public interest, subject to legal tests)
• File a complaint with us and, if unresolved, with the Commission d’accès à l’information du Québec (cai.gouv.qc.ca) or another competent privacy commissioner

If your information is held in a customer’s CondoPro workspace (for example, as an owner record), we may need to redirect part of your request to that customer so they can fulfill controller obligations. Contact us at privacy@condopro.net or via the contact form.

12. Cookies and similar technologies

Cookies are small files stored on your device. Under Quebec Law 25, non-essential cookies (and similar trackers) that collect personal information require your consent before they are activated. Essential cookies needed to provide a service you request do not require that opt-in.

• Strictly necessary — sessions, security (including CSRF protection), load balancing, and storing your consent choices
• Functional — optional preferences such as language or display settings (enabled only with consent)
• Analytics / performance — aggregate usage measurement to improve the site (enabled only with consent)
• Marketing / advertising — campaign measurement and relevant content (enabled only with consent)

You can accept, reject, or customize categories using our cookie banner, or reopen Cookie preferences from the footer at any time. Consent is stored for up to 12 months and can be changed whenever you like. If your browser sends a Global Privacy Control (GPC) signal, we treat analytics and marketing as denied by default.

California residents may also use Do Not Sell or Share My Personal Information.

13. Children

CondoPro is directed to adults and organizations involved in property management. We do not knowingly collect personal information from children for marketing purposes. If you believe a child has provided us information inappropriately, contact privacy@condopro.net.

14. Changes to this policy

We may update this policy to reflect legal, technical, or business changes. The “Last updated” date at the top will change when we do. Material changes will be highlighted on this page or communicated by other appropriate means. Continued use of the marketing site or services after an update constitutes awareness of the revised policy; where consent is required for a new use, we will seek it.

15. Contact

Privacy questions and requests: privacy@condopro.net · 514.316.8469 · contact form.