Portal Terms of Service
1. Acceptance of These Terms
By requesting access to the portal, creating an account, logging in, submitting a form, uploading a file, posting a comment, acknowledging these Terms of Service, or otherwise using the portal, you agree to comply with these Terms of Service and all applicable laws, bylaws, rules, policies, contracts, and property requirements.
If you do not agree with these Terms of Service, you must not use the portal. Your access to the portal is conditional on your continued compliance with these Terms of Service.
2. Purpose of the Portal
The portal is provided to support property-related communication, administration, recordkeeping, requests, announcements, document access, and other services made available by the property manager, management company, board, owner, or property administrator.
The portal is a communication and administration tool. It does not replace official condominium documents, bylaws, rules, policies, leases, purchase documents, board-approved records, legislation, contracts, or direct instructions from authorized property representatives.
3. Access Is Subject to Approval
Submitting an access request does not automatically grant portal access. Access may be reviewed, approved, denied, limited, suspended, or revoked at any time where reasonably necessary to protect the property, owners, residents, tenants, board members, property management, service providers, confidential information, or the security and integrity of the portal.
Access is role-based and property-specific. You may only access information, forms, documents, requests, comments, units, records, and portal features that you are authorized to access.
4. Accurate Information and Authority
You agree to provide accurate, complete, and current information when requesting access, registering, updating your profile, submitting forms, making requests, uploading documents, or communicating through the portal.
You must not request access to a property, unit, role, document, request, or record unless you have a valid and authorized connection to that property or unit. You must not submit information on behalf of another person unless you have authority to do so or the submission is reasonably required for an authorized property-related purpose.
5. Account Security
You are responsible for maintaining the confidentiality of your username, password, and account credentials. You must not share your account, allow another person to use your account, or use another person's account.
You are responsible for activity that occurs under your account unless you can show that the activity occurred without your authorization and without any failure by you to protect your credentials. You must promptly notify property management if you believe your account has been compromised, accessed without authorization, or used improperly.
6. Appropriate Use
You agree to use the portal only for lawful, respectful, accurate, and property-related purposes. You must not use the portal to:
- submit false, misleading, incomplete, or unauthorized information;
- harass, threaten, abuse, defame, intimidate, or discriminate against another person;
- upload malicious code, viruses, harmful files, or content intended to interfere with portal operation;
- attempt to bypass security controls, access restrictions, approval workflows, or role-based permissions;
- access, copy, disclose, download, or use information you are not authorized to view;
- post private, confidential, offensive, unlawful, or inappropriate content;
- interfere with the normal operation, availability, integrity, or security of the portal;
- use portal information for commercial solicitation, spam, unrelated marketing, or non-property purposes; or
- use the portal in a way that violates applicable law, condominium documents, bylaws, rules, policies, contracts, leases, or these Terms of Service.
7. User Submissions, Comments, and Uploaded Files
You are responsible for the information, comments, requests, messages, documents, images, and other materials you submit through the portal. You must ensure that your submissions are accurate, appropriate, lawful, and relevant to the property-related purpose for which they are submitted.
By submitting information or materials through the portal, you authorize property management, authorized property representatives, service providers, and other authorized users to access, use, retain, copy, disclose, and act on that information as reasonably required for property management, portal administration, legal compliance, security, insurance, recordkeeping, dispute resolution, maintenance, vendor coordination, and related purposes.
Portal administrators may remove, hide, restrict, archive, or retain submissions where reasonably necessary for moderation, security, legal compliance, privacy protection, recordkeeping, or proper portal operation.
8. Maintenance Requests and Emergencies
The portal may allow users to submit maintenance requests, bylaw complaints, access requests, document requests, pet requests, move-in/move-out notifications, comments, and other property forms. Submitting a request through the portal does not guarantee immediate review, response, approval, dispatch, repair, or resolution.
The portal must not be used as the only method of reporting emergencies. If there is an immediate risk to life, safety, security, property, or essential services, you must contact emergency services, the appropriate utility provider, building emergency contact, property manager, or other urgent contact as applicable. Portal submissions may not be monitored continuously.
9. Portal Information and Official Records
Portal content is provided for convenience, communication, and property administration. While reasonable efforts may be made to keep portal information current, the portal may contain errors, omissions, outdated information, draft information, or incomplete records.
If there is a conflict between portal content and official condominium documents, bylaws, rules, policies, leases, legislation, contracts, board-approved minutes, insurance documents, accounting records, or other official records, the official documents and applicable laws will govern.
10. Privacy and Personal Information
Personal information submitted through or generated by the portal is handled in accordance with the portal Privacy Statement and applicable privacy laws. By using the portal, you acknowledge that personal information may be collected, used, disclosed, retained, and protected for property management, portal administration, legal, security, and operational purposes.
We will not sell your personal information or use your personal information to train artificial intelligence or machine learning models.
Privacy questions or concerns may be directed to privacy@promp.ca .
11. Communications and Electronic Records
You agree that portal notices, acknowledgements, records, submissions, account activity, notifications, and other communications may be created, delivered, received, accepted, retained, and relied on electronically where permitted by law.
The portal may keep electronic records of activity, including access requests, approvals, acknowledgements, submissions, uploaded files, comments, login activity, IP address, browser information, timestamps, and other audit records. These records may be used for security, accountability, legal compliance, dispute resolution, and portal administration.
12. Documents and Downloaded Materials
Documents made available through the portal may be confidential, private, privileged, restricted, outdated, or intended only for specific authorized users. You must not download, copy, share, forward, publish, or rely on portal documents unless you are authorized to do so and the use is for a proper property-related purpose.
Some documents may be made available for convenience only. Users are responsible for confirming whether a document is current, complete, final, approved, or legally binding before relying on it.
13. Vendors, Contractors, and Third-Party Services
The portal may include information about vendors, contractors, service providers, third-party websites, links, files, or external resources. This information is provided for convenience and does not guarantee availability, suitability, licensing, insurance, performance, pricing, response time, or quality of service.
Third-party websites and services are governed by their own terms, privacy policies, and security practices. We are not responsible for third-party websites or services that are not controlled by us.
14. Portal Availability and Changes
The portal may be changed, updated, interrupted, restricted, suspended, or discontinued at any time. Features, pages, forms, workflows, permissions, access levels, notifications, and content may change as the portal is improved or as property management, legal, operational, or security needs change.
We do not guarantee that the portal will be available at all times, error-free, uninterrupted, or compatible with every device, browser, operating system, or user setting.
15. Suspension or Termination of Access
Portal access may be suspended, limited, or terminated if you no longer have an authorized connection to the property or unit, if your role changes, if your access was granted in error, if security concerns arise, if required by property management or legal obligations, or if you breach these Terms of Service.
Suspension or termination of portal access does not necessarily delete records, submissions, comments, uploaded files, audit logs, or other information that may be required for property management, legal compliance, security, recordkeeping, insurance, accounting, or dispute resolution purposes.
16. No Professional Advice
Portal content is provided for general property communication and administration only. It is not legal, financial, insurance, engineering, construction, safety, tax, accounting, medical, or other professional advice. You should consult the appropriate professional advisor before relying on portal content for those purposes.
17. Limitation of Responsibility
To the maximum extent permitted by applicable law, the portal and its content are provided on an "as is" and "as available" basis. We are not responsible for losses, damages, delays, errors, omissions, service interruptions, unauthorized access, data loss, device issues, third-party actions, or reliance on portal information except where liability cannot be excluded by law.
Nothing in these Terms of Service limits rights, remedies, duties, or liabilities that cannot be limited under applicable law.
18. User Responsibility for Losses
You agree to be responsible for losses, costs, claims, damages, or expenses arising from your misuse of the portal, unauthorized access, breach of these Terms of Service, unlawful conduct, inaccurate submissions, improper disclosure of information, or violation of another person's rights, except to the extent prohibited by applicable law.
19. Governing Law
These Terms of Service and your use of the portal are governed by the laws of the Province of Alberta and the applicable laws of Canada, unless another jurisdiction's laws are required to apply. You agree that disputes relating to these Terms of Service or portal use will be addressed in Alberta, unless applicable law requires otherwise.
20. Changes to These Terms
These Terms of Service may be updated from time to time to reflect changes in portal features, legal requirements, property management practices, privacy or security practices, or operational needs. The version shown on this page identifies the current version.
Continued use of the portal after updated Terms of Service are posted means you acknowledge and agree to the updated Terms of Service. Where appropriate, you may be asked to expressly acknowledge updated terms before continuing to use the portal.
21. Contact
Questions about portal access, property records, requests, documents, or general portal use should be directed to the property management contact listed on this property portal.
Privacy questions or concerns may be directed to privacy@promp.ca .