Privacy Policy

Last updated: November 1, 2021

1.  Introduction

Building Trust Corporation dba managemate (“managemate”, “we”, “us”) created this privacy policy (“Privacy Policy”) in order to set out how we collect, use, and disclose personal information through our website located at https://managemate.ca including subdomains (the “Websites”). This Privacy Policy also applies to the online services we made available through the Websites (collectively, the “Services”).

The privacy of our customers (“Customers”) and end users is of great importance to us. By visiting our Websites and/or using the Services in any manner, you acknowledge that you have read the practices and policies outlined in this Privacy Policy and you understand that your Personal Information will be collected, used and disclosed in accordance with this Privacy Policy.

2.  What does this Privacy Policy Cover?

This Privacy Policy describes our collection, use and disclosure of information about identifiable individuals, including information which can be used to identify an individual (“Personal Information”). Personal Information does not include any anonymized information which we may create or derive from information (including Personal Information) you provide to us.

Personal Information may be collected about our Customers and prospective customers, visitors to the Websites, and end users of the Services. You can choose not to provide us with certain Personal Information, but by doing so, you may not be able to take advantage of some of the features and functionality of our Services.

We may also collect Personal Information about end users of our Customers, individuals who are Customers provide services to or have a relationship with, or third parties doing business with our Customers, all on behalf of the Customer. This Privacy Policy does not apply to the practices of companies that we do not own or control, including Customers. Our Customers are responsible for maintaining their own privacy policies governing the collection, use and disclosure of Personal Information and for ensuring that they have obtained the necessary authorizations and consents for any Personal Information made available to us for use in accordance with this Privacy Policy. If you have any questions regarding the privacy practices of a particular Customer, please contact the Customer directly.

3.  Collection and Use of Personal Information and Other Data

How we collect personal information:

managemate collects Personal Information in the following general ways:

a.  managemate collects Personal Information you choose to submit to us through the Services, such as your name, email address and other Account Information (as defined below).

b.  When you access or use the Services, managemate may automatically receive and record information on our server logs from your browser, including your IP address, cookies, and the pages you request. IP addresses are automatically reported by your browser each time you view a web page.

c.  If you contact us, we may keep a record of the date, time and contents of the communication.

d.  We also collect and use personal information as a service provider or data processor on behalf of our Customers, including billing and contact information of vendors that our Customers contract with.

We collect and use Personal Information for the following purposes:

a. To create your managemate account

In order to use certain Services (such as to create a profile for a condominium), users may be required to create a valid managemate account (an “Account”). When you register for the Services, managemate collects your name and email address (“Account Information”).

Generally, managemate uses the Account Information to authenticate access to the Account and provide access to the Services. We may also use this information to better understand, improve and personalize the delivery of our Services and related products and services, to conduct our business, to develop analytics and aggregated data that allow us to improve our Services and related products and services, or to correspond with you including to send technical notices, updates, security alerts and support and administrative messages on our own behalf or on behalf of Customers.

We also use information to investigate and prevent fraudulent transactions, unauthorized access to the Services, and other illegal activities.

b.  To provide services to our Customers

managemate makes its Website and the Services available to Customers for a variety of uses, as described in our Terms of Use. In order to provide the Services to our Customers, managemate collects certain Personal Information such as contact information from the Customer’s representative signing up on behalf of the Customer.

When Customers engage managemate to provide resident communication or vendor management Services, we collect and analyze data related to our Customers’ vendors (including their employees or contractors) or their residents, all on our Customers’ behalf, such as: contact name, email, phone number, and address information. In this role, managemate is a data processor, processing data upon instruction from such Customer in order to provide the vendor management or resident communication Services.

c.  To contact prospective Customers and partners

We collect names, email addresses and other business contact information about individuals who we consider to be prospective Customers and business partners (“Prospects”). managemate uses third-party service providers in order to collect, store and process Personal Information about Prospects. We use these third-party service providers to identify Prospects and locate contact information to contact Prospects about our products and services.

d.  To send marketing communications

With your consent, we use your email address as well as other information on an optional basis to help us tailor our communications to you. You will receive email communications from us regarding our products, services and initiatives (including collaborations and partnerships). If you do not wish to receive these communications, you can unsubscribe from such promotional e-mails at any time by clicking on the unsubscribe link in any of our e-mail communications.

Alternatively, you can opt-out of receiving marketing communications by contacting us at the contact information provided in the “Contact Us” section below. Please note that you may continue to receive transactional or account-related communications from us, such as technical notices, security alerts and support and administrative messages.

If you participate in our referral program to refer a friend or family member to managemate, we collect your name and email address as well as the name and email address of your friends and family member. We use this information for the purposes of sending the referral link to your friends and family member and tracking your rewards, and do not use your friend or family member’s information for any other purpose without their consent. Please ensure that you only provide information about individuals with whom you have a personal or family relationship, and who would want to receive the communication about managemate.

e.  To solicit reviews and referrals

If you have a managemate Account, managemate may use your contact information to solicit reviews and referrals for our services.

If you post a review about managemate, we collect your name and the review. Your name and other personal information will not be published with the review; however your review will be publicly available on the Website. Please exercise caution before sharing any personal information, and review our Terms of Use for more about posting reviews.

f.  To improve our products and services

managemate uses demographic information collected about our users for our own business purposes, including forecasting demand for our products and services, improving our products and services and creating a personalized experience through targeted offers. Personal Information is not shared with third parties for these purposes.

g. To assist you when you contact us

When you contact us with a comment, question or complaint through email or telephone, you may be asked for information that identifies you, such as your name, address and a telephone number, along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you in the future and to improve our customer service and service offerings.

4.  Minors

managemate does not knowingly solicit or collect data from children nor knowingly market to anyone under the age of majority in their jurisdiction of residence. If you are under the age of 18, you are explicitly not authorized to use the Services. If you become aware that your child has provided us with Personal Information without your consent, please contact us at concierge@managemate.ca. If we become aware that a child under the age of majority in their jurisdiction of residence has provided us with Personal Information, we will take reasonable steps to remove such information from our systems and terminate the applicable account.

5. Website Information

In general, you can visit our Website without telling us who you are or creating an account. However, like many Internet and mobile services, we may automatically gather certain information about our Services traffic and store it in log files. This information may include mobile device identifiers, browser type, IP address, mobile or internet service provider, referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information to analyze trends, to administer the Services, to understand users’ movements around the Services. We may link this automatically collected data to Personal Information. Device identifiers may be tied to Personal Information to troubleshoot access issues.

Log Files

‍managemate may automatically gather certain information about our Service’s traffic and store it in log files. This information includes mobile device identifiers, browser type, IP address, mobile or internet service provider, referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information to analyze trends, to administer the Services, to track users’ movements around the Services, and to gather demographic information about our user base.

We also store in our log files information identifying users who have accessed data that we store about Customers, and any changes they make to such data. We use this information to keep a record of such changes. We may also use it to improve our Services, where such use is permitted by law.

Cookies and other tracking technologies

managemate requires authentication and authorization in order to process Account access. As such, we use cookies throughout the Services to authenticate users. You may turn off cookies in your browser though, in doing so, some or all of our Service features may not work.

A cookie is a small amount of data, which may include a unique identifier. Cookies are sent to your browser from a website and stored on your device. We assign a different cookie to each device that accesses our Website.

We use cookies to recognize devices and provide a personalized experience on our Website, and to authenticate your device in order to provide you access to your Account and facilitate your use of our Services. Accordingly, managemate uses session cookies containing encrypted information to allow the system to uniquely identify you while you are logged in. This information allows managemate to process your online transactions and requests. Session cookies help us make sure you are who you say you are after you’ve logged in and are required in order to use the Services.

Analytics

We may use a third party such as Google Analytics to help us gather and analyze information about the areas visited on the Websites (such as the pages most read, time spent, search terms and other engagement data) in order to evaluate and improve the user experience and the Websites. These third parties may use cookies and other tracking technologies.

Third Party Links

Our Website may contain links to other websites that managemate does not own or operate, including Customers’ vendors’ websites. We provide links to third party websites as a convenience to the user. These links are not intended as an endorsement of or referral to the linked websites. The linked websites have separate and independent privacy policies, notices and terms of use. We do not have any control over such websites, and therefore we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use or disclose, secure and otherwise treat personal information. We encourage you to read the privacy policy of every website you visit.

6.  Storage Location and Transfer of Personal Information

managemate processes and stores data collected by managemate, including Personal Information, on cloud servers located in Canada and the United States. managemate also transfers data to the third-party service providers as described in Section 7 who may not be based in the region you are located in but we take steps reasonably necessary to ensure that the data is subject to appropriate safeguards, such as where applicable, relying on contractual commitments from our service providers.

Personal Information may be accessible to law enforcement and governmental agencies in Canada, the United States and other jurisdictions in which your Personal Information is stored (if applicable) under lawful access regimes or court order.

7.  Disclosure of Personal Information

Service Providers

We may from time to time employ third parties to perform tasks on our behalf and we may need to share Account Information and other Personal Information with them to provide certain services. We do not authorize such third parties to use the Personal Information we share with them beyond what is necessary for them to provide the tasks and services on our behalf. The third parties we currently engage include third party companies and individuals employed by us to facilitate our services, including the provision of maintenance services, hosting services, database management, Web analytics, payment processing, email and content marketing services, advertising services, sales productivity services, and general improvement of the Services.

Marketing

We may also share aggregated, non-identifiable data to conduct our business, improve the delivery of our Services, to develop analytics, and to enable us and our partners to improve and promote our products and services.

Referrals

If you are referred from an existing user, the user will be notified if you open an Account with managemate. This allows us to keep track of referral and administer our referral rewards programs.

Business Transfers

If our business (or substantially all of our assets) are acquired by a third party, or if we go out of business, enter bankruptcy, or go through some other prospective or complete change of control, Personal Information may be made available or otherwise transferred to the prospective or new controlling entity, in accordance with applicable law.

With Your Consent

If we need to use or disclose any Personal Information in a way not identified in this Privacy Policy, we will notify you and/or obtain consent as required under applicable privacy laws.

Legal Compliance

We, and our affiliates and service providers may disclose your Personal Information to third parties without your consent in response to a warrant or other legally valid inquiry or order, for the purposes of investigating a breach of an agreement or contravention of law or detecting, suppressing or preventing fraud, or as otherwise may be required or permitted by applicable Canadian, U.S. or other law or legal process. Your personal information may also be disclosed where necessary for the establishment, exercise or defence of legal claims and to investigate or prevent actual or suspected loss or harm to persons or property.

We may also disclose Personal Information if we believe it is necessary to investigate potential violations of our Terms of Use, or to enforce those Terms of Use.

8.  Retention

We will keep your Personal Information for as long as it remains necessary for the identified purpose or as required by law, which may extend beyond the termination of our relationship with you. We may retain certain data as necessary to prevent fraud or future abuse, or for legitimate business purposes, such as analysis of aggregated, non-personally-identifiable data, account recovery, or to meet our legal or regulatory obligations.

9.  Access, Correction and Accuracy

You have the right to access, correct and update inaccuracies in the Personal Information we hold about you. Upon receipt of your written request, we will provide you with access to or a copy of your Personal Information, although in certain limited circumstances where permitted under law, we may not be able to make all relevant personal information available to you, such as where that information also pertains to another user. In such circumstances we will provide reasons for the denial to you upon request. We will endeavor to deal with all requests for access and modifications in a timely manner.

We will make every reasonable effort to keep your Personal Information accurate and up to date, and we will provide you with mechanisms to update, correct, delete or add to your Personal Information as appropriate. As appropriate, this amended Personal Information will be transmitted to those parties to which we are permitted to disclose your information. Having accurate Personal Information about you enables us to give you the best possible service.

If we receive a request from an individual to access or update personal information we have collected on behalf of a particular Customer in the course of providing the Services, we will direct that individual to the relevant Customer. We will assist our Customer clients wherever possible in responding to individual access requests.

10.  Opt-out Choices

To “opt-out” of (1) any consents previously given to us, (2) receiving communications from us, or (3) having Personal Information disclosed to third parties, send an e-mail to concierge@managemate.ca. Please note that we may continue to use and retain your Personal Information as necessary in order to provide Services to you.

11.  Changes to this Privacy Policy

We may amend this Privacy Policy from time to time. If we decide to change our Privacy Policy, we will post those changes on the Services and update the Privacy Policy modification date at the top of this page. Use of Personal Information we collect is subject to the Privacy Policy in effect at the time such information is collected, used or disclosed. If we make material changes or changes in the way we use Personal Information, we will notify you by posting an announcement on our Websites or sending you an email prior to the change becoming effective.

12. Contact Us

If you have questions regarding our Privacy Policy or the manner in which we or our service providers treat your personal information, or to request access to our collection of your personal information, please contact us at: concierge@managemate.ca.

If you have any questions regarding the privacy practices of a particular Customer, please contact the Customer directly.