Privacy Statement
1. Our Commitment to Privacy
PROMP is committed to protecting personal information in a manner consistent with applicable Canadian privacy laws, including Alberta's Personal Information Protection Act where applicable. We collect, use, disclose, retain, and protect personal information only for reasonable property management, portal administration, communication, security, legal, and operational purposes.
We are accountable for personal information under our control and take reasonable steps to ensure that personal information is handled carefully, securely, and only by those who require access for authorized purposes.
2. Information We Collect
When you request access to the portal, use portal services, submit a form, upload a file, or communicate through the portal, we may collect personal information such as your name, email address, phone number, unit number, property relationship, requested access role, request details, uploaded files, messages, comments, emergency contact information, vehicle information, and other records reasonably required to provide and administer property-related services.
The portal may also collect technical and audit information, such as login activity, IP address, browser information, device information, acknowledgement records, timestamps, and security logs. This information is used to help protect the portal, verify activity, troubleshoot issues, and maintain appropriate records.
3. Why We Collect, Use, and Disclose Information
Personal information is collected, used, and disclosed only for purposes that a reasonable person would consider appropriate in the circumstances, including to:
- verify your identity and connection to a property, unit, board, owner, resident, tenant, vendor, or management company;
- review, approve, suspend, or revoke portal access;
- administer maintenance requests, bylaw complaints, document requests, pet requests, move-in/move-out notices, access requests, and other property-related workflows;
- communicate with you about property matters, portal activity, service updates, and requests you submit or are authorized to view;
- maintain accurate property, unit, owner, resident, tenant, vendor, and management records;
- support security, fraud prevention, audit logging, account recovery, and system administration;
- comply with legal, regulatory, insurance, accounting, dispute resolution, condominium, contractual, or property management obligations; and
- improve portal reliability, usability, and security.
We will not sell your personal information or use your personal information to train artificial intelligence or machine learning models.
4. Consent and Limited Collection
By submitting information through the portal, requesting access, creating an account, or using portal services, you consent to the collection, use, and disclosure of your personal information for the purposes described in this Privacy Statement and for other purposes identified at the time of collection.
We limit the personal information we collect to what is reasonably necessary for identified property management, portal administration, legal, security, and operational purposes. If we need to use personal information for a new purpose that is not reasonably related to the original purpose, we will obtain consent where required by law.
5. Who May Access Personal Information
Personal information may be accessed only by authorized users and service providers who require access for legitimate portal or property-related purposes. Depending on the nature of the information and the applicable access permissions, this may include property management staff, company administrators, property managers, board members, owners, residents, tenants, vendors, contractors, technical service providers, legal or insurance advisors, and others where access is authorized, required, or permitted by law.
Access to private portal areas is role-based. Users are responsible for keeping their login credentials confidential and must not access, use, copy, disclose, or share personal information except for authorized property-related purposes.
6. Service Providers and System Administration
We may use third-party service providers to host, maintain, secure, support, or improve the portal and related systems. These service providers may process or store personal information only as needed to provide their services and are expected to protect personal information using reasonable safeguards.
Some technical services may involve processing or storage outside Alberta or outside Canada. Where this occurs, personal information may be subject to the laws of the jurisdiction where it is processed or stored.
7. Portal Access Records and Audit Logs
When you submit an access request, register for the portal, log in, accept Terms of Service, acknowledge this Privacy Statement, submit a form, upload a file, or make changes through the portal, the portal may record audit information. This may include the version of the document acknowledged, the date and time of the action, user account information, IP address, browser information, and related security records.
These records are maintained to support security, accountability, dispute resolution, legal compliance, and reliable portal operation.
8. Protection of Personal Information
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information. These safeguards may include account authentication, role-based access controls, private file storage for sensitive records, audit logging, secure system configuration, staff access restrictions, and procedures intended to reduce the risk of unauthorized access, use, disclosure, copying, modification, loss, or destruction.
No system can be guaranteed to be completely secure. If we become aware of a privacy breach, we will take reasonable steps to contain, assess, and respond to the breach, including providing notices to affected individuals, regulators, or other parties where required by law.
9. Accuracy and User Responsibilities
We rely on users, owners, residents, tenants, board members, vendors, and property management personnel to provide accurate and up-to-date information. You should promptly update your profile and contact information or notify property management if your information changes.
You must not submit personal information about another individual unless you have authority to do so or the submission is reasonably required for an authorized property-related purpose.
10. Retention and Deletion
Personal information is retained only as long as reasonably required for the purposes for which it was collected, or as otherwise required or permitted for property management, legal, regulatory, insurance, accounting, audit, security, dispute resolution, or recordkeeping purposes.
When personal information is no longer reasonably required, we will securely delete, anonymize, archive, or restrict access to it in accordance with applicable legal and operational requirements.
11. Access and Correction Requests
Subject to limited exceptions under applicable law, you may request access to your personal information or ask that inaccurate or incomplete personal information be corrected. We may need to verify your identity before responding to an access or correction request.
Requests may be refused or limited where permitted by law, including where disclosure would reveal personal information about another individual, confidential business information, privileged information, security information, or information that cannot be disclosed for legal reasons.
12. Communications and Notifications
The portal may send email, portal, or other notifications related to account access, security, maintenance requests, public updates, document availability, access requests, announcements, and other property-related matters. For privacy and security reasons, email notifications may contain limited details and may direct you to log in to the portal to view sensitive information.
13. Questions, Concerns, and Privacy Contact
Questions, concerns, access requests, correction requests, or privacy complaints may be directed to:
Privacy Officer
privacy@promp.ca
We will review privacy concerns and respond within a reasonable time. If you are not satisfied with the response, you may have the right to contact the applicable privacy regulator.
14. Changes to This Privacy Statement
We may update this Privacy Statement from time to time to reflect changes in legal requirements, portal functionality, property management practices, or security practices. The version shown on this page identifies the current version. Continued use of the portal after an updated Privacy Statement is posted means you acknowledge the updated statement.