Pemberton Holmes Strata Management Services Privacy Policy

“Personal Information” means information about an identifiable individual. At Pemberton Holmes Ltd we respect the privacy of our clients and we are committed to keeping your personal information accurate, confidential, secure, and private. We have adopted the following Privacy Policy to ensure that Pemberton Holmes continues to meet its commitment to your privacy.

Introduction

Pemberton Holmes Ltd Strata Management provides strata corporation management services based on the terms and conditions agreed to in the written management service agreement. The Pemberton Holmes Strata Management will collect the following types of personal information:

  • Name, address and phone number of owners and renters
  • Information on title search
  • Banking information for pre-authorized debit authorization
  • Emergency contact information
  • Number of kids and kind of pets
  • Make and license plate of vehicles parked on common property

The purpose of collecting the listed personal information is:

  • To identify and communicate with each strata unit owner and/or tenant
  • To verify ownership of the strata lot
  • To process strata fee payments
  • To respond to emergencies
  • To ensure the orderly management of the strata corporation

The strata management will not collect, use or disclose personal information except for the above identified purposes.

This Privacy Policy described that Pemberton Holmes Ltd follows the ensure that we protect your Personal Information when we collect, use, or disclose it in the course of carrying on commercial activities in Canada. All of our employees who have access to Personal Information must adhere to the Pemberton Holmes Ltd Privacy Policy and related procedures. To this end, Pemberton Holmes Ltd has appointed a privacy officer to ensure compliance by all Pemberton Holmes Ltd employees and to address your privacy concerns.

The principles of privacy

The following principles govern our actions as they relate to the use of Personal Information:

  1. Identifying purposes
  2. Consent
  3. Limiting collection, use, disclosure, and retention
  4. Accuracy
  5. Safeguarding personal information
  6. Openness
  7. Access
  8. Addressing complaints

Principle 1: Identifying purpose

Pemberton Holmes Ltd will inform you of the purpose for which it is collecting any Personal Information, before or at the time the information is collect.

Principle 2: Consent

Pemberton Holmes Ltd will obtain your consent before or when it collects, uses, or discloses your Personal Information.

Consent can be express, implied, or given through an authorized representative. You may withdraw your consent at any time (subject to any legal consequences of which you will be informed).

Pemberton Holmes Ltd, however, may collect, use, or disclose Personal Information without your knowledge or consent in exceptional circumstances where such collection, use, or disclosure is permitted or required by law.

Principle 3: Limiting collection, use, disclosure, and retention

The information collected by Pemberton Holmes Ltd will be limited to those details necessary for the purpose it has identified to you or to perform the services you have requested. Information will be collected by fair and lawful means.

Personal Information will only be used or disclosed for the purpose for which it was collected unless you have otherwise consented. Personal Information may only be retained for the amount of time needed to fulfill the purpose for which it was collected.

In certain exceptional circumstances, Pemberton Holmes Ltd may have a legal duty or right to disclose Personal Information without your knowledge or consent with respect to matters that concern the company’s or the public’s interest.

Principle 4: Accuracy

Pemberton Holmes Ltd will keep Personal Information as accurate, complete, and current as necessary to fulfill the identified purpose for which it was collected. You may have this information amended where it is found to be inaccurate or incomplete.

Principle 5: Safeguarding personal information

Personal Information is safeguarded using measures appropriate to the sensitivity of the information.

Principle 6: Openness

Pemberton Holmes Ltd will make information available to its clients, employees, and Pemberton Holmes Ltd brokers about the policies and procedures Pemberton Holmes ltd uses to manage Personal Information. You have access to this information through our website, or through alterative means if requested.

Principle 7: Access

Upon written request, you will be informed of the existence, use, and disclosure of your Personal Information, and will be given access to it. Pemberton Holmes Ltd will respond to such requests as efficiently as possible. If Pemberton Holmes Ltd is prohibited from providing such access they will explain the reason for the lack of access, except where prohibited by law.

Principle 8: Addressing complaints and suggestions

You may challenge Pemberton Holmes Ltd compliance with this Privacy Policy. Pemberton Holmes Ltd has policies and procedures to receive, investigate, and respond to complaints and questions regarding this Privacy Policy and our collection, use, and disclosure of Personal information. You may contact the Pemberton Holmes Ltd Privacy Officer to express any concerns or to request access to your Personal information. The contact information for this individual is provided at the end of this document.

Application of the privacy principles – how we treat your personal information

How we safeguard information

Pemberton Holmes Ltd has administrative controls in place to maintain the security of its information and information system. Appropriate controls such as restricted access are placed on our computer systems and data processing procedures. Physical access to areas where personal information is gathered, processed, or stored is limited to authorized employees.

Website security

In order to serve our clients better, Pemberton Holmes Ltd offers password protected access to strata related information through its website at www.stratamanagement.ca In order to ensure continued confidentiality of the strata information it is also important to have the strata lot owners’ cooperation in keeping the login information and the web page content private. Our website may contain links to other websites. Pemberton Holmes Ltd is in no way responsible and cannot guarantee the content or privacy of other sites linked to www.stratamanagement.ca

Accessing and amending your information

As a client you have the right to access the personal information we keep in your file and you have the right to verify or amend the information if it is shown to be inaccurate. If you would like to view the personal information held in your file, please make a written request to the Privacy officer at the address listed below under “Questions, Concerns, and Complaints”. We will respond to your request as effectively as possible.

To make a change, please make a similar request in writing to the Privacy Officer.

Questions, concerns, and complaints

If you have any questions, concerns, or complaints about your Personal Information, or about the Pemberton Holmes Ltd Privacy Policy, contact our privacy officer using the contact information provided below:

Mike Holmes
Pemberton Holmes Ltd
#150-805 Cloverdale Ave
Victoria BC V8X 2S9
Phone: 250-384-8124