Last Update: February 1, 2018
Personal Information, however, does not include any information that is solely used to communicate with you in relation to your employment, business or profession, such as your name, position name or title, work address, work telephone number, or work email address.
COLLECTION OF PERSONAL INFORMATION
QuadReal collects Personal Information in a variety of ways: directly from you when you provide it, indirectly from your devices and online use, and from other third parties. We describe these ways in more detail below.
From you directly: We may collect Personal Information when you provide your information to us directly, such as when you contact us, enter your Personal Information on our Website or fill out a rental or job application.
From your devices: We collect Personal Information from your devices, including:
From other third parties: We may also collect Personal Information from other sources, such as our affiliated companies (including QuadReal Property Group Limited Partnership), retailers, consumer reporting agencies, government agencies, insurance providers and others. For example:
USE OF PERSONAL INFORMATION
We do not collect, use, or disclose Personal Information for a new purpose that was not previously identified without, first, explaining the new purpose to you and, second, obtaining consent.
We collect and use Personal Information for many purposes, including to:
We limit the collection of Personal Information to that which is necessary for the purposes identified to you, and collect Personal Information through fair and lawful means. For example, we limit the collection of your financial and contact information by only collecting the information deemed necessary to process a transaction and for business purposes.
LIMITED USE AND DISCLOSURE OF PERSONAL INFORMATION
We do not use or disclose your Personal Information for purposes that are not identified at the time of collection, except with your consent or as otherwise required or permitted by law. QuadReal does not sell, rent or share its tenant lists to third parties for marketing purposes.
We may disclose Personal Information to third parties, including the following:
On rare occasions, we may disclose Personal Information without your knowledge or consent where we are required or permitted by law to do so (e.g. in response to a warrant or subpoena, in an emergency that threatens life or safety, etc.). When we are required or permitted by law to disclose Personal Information, we take reasonable steps to verify the lawful authority (where applicable) for the request and we disclose only the information that is legally required or otherwise permitted to be disclosed.
If QuadReal is a party to a business transaction (as set out in applicable privacy legislation, and which includes the purchase, sale or other acquisition or disposition of QuadReal or a part of QuadReal), we may disclose your Personal Information to the other party or parties to the business transaction for the purposes of their due diligence investigations. If the business transaction is completed, the parties to the transaction may use and disclose your Personal Information for carrying on the business or activity that was the object of the transaction, in accordance with privacy legislation.
Aside from disclosures such as those above, we may share Personal Information with our service providers and business partners when necessary to perform services on our behalf, such as:
Each of our service providers is required by contract or other binding means to comply with our privacy standards to protect the privacy of your Personal Information, and to only handle your Personal Information for QuadReal’s purposes (and not for its own purposes).
You may always choose not to supply us with your Personal Information. However, if you choose not to supply us with your Personal Information, it may impact our ability to offer you our products or services or respond to your needs.
We protect Personal Information against loss, theft, and unauthorized access, disclosure, copying, use, or modification with security safeguards appropriate to the sensitivity of the Personal Information. We protect Personal Information regardless of the format in which it is held.
At QuadReal, we comply with industry practices and employ reasonable security procedures to protect Personal Information in our custody and control. These include, but are not limited to, the following safeguards:
We also protect the Personal Information we destroy and dispose of in order to prevent unauthorized parties from gaining access to the information during this process.
Unfortunately, no data transmission or storage system is guaranteed to be 100% secure. If you have any reason to believe that your resident portal account, transaction or information is no longer secure, you should contact us immediately (see the “How to Contact QuadReal” section below.)
Currently, QuadReal retains all Personal Information it collects or receives on secure servers located in Canada.
The management of your Personal Information by our business partners is governed by the privacy policies of those businesses and is not the responsibility of QuadReal. Please contact these businesses directly for information about their respective data management practices.
We make reasonable efforts to ensure that Personal Information we use or disclose is as accurate, complete, and up-to-date as is necessary for the specified purpose.
Some Personal Information can be modified or corrected by you if you log in to your resident portal account to make such changes. You may also contact us should your information (e.g. address, vehicle ownership information) change (see “How to Contact QuadReal” section below).
Upon written request, we will inform you of the existence, uses, and disclosures of your Personal Information and give you access to that information, except where we are restricted from doing so by law. You should make clear in your request what information you would like to have changed, whether you would like to have your Personal Information suppressed from our database, or otherwise let us know what limitations you would like to put on our use of the information you have provided to us.
You can request access to your Personal Information in our custody or control by contacting our Privacy Officer (see “How to Contact QuadReal” section below). If we are unable to provide access to all of the Personal Information that we hold about you, we will provide the reasons for denying access to you.
You will be required to provide sufficient information so that we can confirm your identity and process your request. We only use the information provided to accurately locate your Personal Information.
We will respond to all requests for access to information within 30 business days from the receipt of request and at minimal or no cost to you. In the case where there is a cost associated with processing the request, we will notify you in advance. You may then choose to withdraw your request.
If you find that the information provided to you is inaccurate or incomplete, you may contact our Privacy Officer (see “How to Contact QuadReal” section below) and we will amend this information, as appropriate.
When appropriate, we will also transmit the amended information to the organizations to which we originally shared the information so that the information is correct and complete within the organizations’ records.
If we determine that it is inappropriate to amend your information, we will note this within our records.
Please note that we may need to retain certain information for recordkeeping or legal compliance purposes. There may also be residual information that will remain within our databases and other records, which will not be removed.
HOW TO CONTACT QUADREAL
If you have any questions or concerns about your privacy or relating to the collection, use or disclosure of Personal Information by QuadReal, please contact:
The Chief Privacy Compliance Officer (CPCO)
800 – 666 Burrard Street, Vancouver, BC V6C 2X8
Phone: (604) 975-9095
Email: [email protected]