Privacy Policy

We process personal information in two roles:

• Account data (we are the controller): your name, email, and authentication details when you create an account. If you choose to continue with Google, Google shares your name, email address and profile picture with us, and tells us nothing else; we never see your Google password.
• Corporation data (we process it on behalf of the strata/condo corporation): owner and council contact details, memberships and units, financial ledgers and payments, meeting records and votes, maintenance requests, and uploaded documents.
• Abuse prevention: the forms anyone can reach without an account — sign-in, sign-up, password reset and the contact form — are protected against automated abuse. Our bot check passes your IP address and browser to Cloudflare, and the contact form counts recent submissions against a one-way hash of your IP address so the same sender can’t flood it. We do not store the address itself; a count stops counting after an hour, and the record of it is deleted once it is a day old.
• Lot information sheets (corporation data, optional): what a lot’s owners record about it for their council — a mailing address, who holds a key, vehicles, pets, notes — and emergency contacts: the name, relationship and phone numbers of someone to call about the lot when its owners can’t be reached. Emergency contacts are people who may not use ManageStrata themselves, so they are collected for that purpose only and are visible only to the corporation’s council and managers and to the lot’s own owners — never to other owners. Whoever adds one should check the person is happy to be listed. Removing a contact deletes it.
• Tenants (corporation data, optional): when a lot is rented out, its owner or the council may record the tenants’ names and, optionally, an email and phone number, and a copy of the signed Form K the Strata Property Act asks the landlord to give the corporation. Tenants do not get an account and can see nothing in ManageStrata. Their details are visible only to the council, managers and the lot’s owners. If a tenant’s email is recorded, the council may choose to send them building notices too (access for trades, for example). Each notice says why they’re receiving it and carries a link that stops them; only the tenant can restart them.
• When a lot changes hands, its information sheet, emergency contacts and tenancy are removed from the lot, so the new owners never see them, and kept for the council only: a former owner’s sheet for 90 days, and a past tenancy with its Form K for two years after it ends (the minimum the Strata Property Regulation sets for a corporation’s correspondence). Then they are deleted automatically.
• Profile photo (optional): a member may add a photo to their roster entry, or a council member or manager may add one for them. It is used only to identify people within their own corporation, is stored privately and served over links that expire, and is visible only to members of that corporation. Nobody has to supply one — initials are shown instead — and removing it deletes the image, not just the reference.

We use this information to operate the service: authenticate you, run your corporation’s compliance calendar, financials, governance, and document features, and send operational communications you or your corporation have consented to. We do not sell personal information.

Your corporation’s data is stored in Canada (a Montreal-region data centre). Every record belongs to one corporation and cannot be reached from another, and every governance and financial action is written down as it happens and cannot be edited afterwards.

Some processing happens outside Canada. The AI features send the relevant text to providers in the United States; our payment, email and SMS providers operate there too; and the bot check on our sign-in forms is handled by a global provider that sees the IP address of anyone using them. The table under “Service providers” below names every one of them and says where each processes what it is given. We use them under contracts requiring protection comparable to PIPA/PIPEDA, and we remain accountable for your information while it is in their care.

We use Google Analytics to understand how the site and app are used — pages visited, and the kind of action taken, such as creating an account, approving a budget, or recording a payment — so we can improve the product. What we send is the name of the action and a broad category, nothing more: not your name, not your corporation’s records, not amounts, units, or dates. Some of these actions are counted by our servers rather than your browser, under the same consent choice described below. Google processes analytics data outside Canada (primarily the United States) as our service provider.

Analytics cookies are off by default. When you first visit, a banner asks for your consent, and we only enable Google Analytics if you choose “Accept” (Google Consent Mode). You can decline, and you can later clear the choice through your browser’s site settings to be asked again. The strictly necessary cookies used for signing in and security are always required and do not depend on this consent.

The AI works from your corporation’s own records and nothing else. Whether it is answering a question, flagging something that needs attention, filing a document, drafting minutes, or pulling figures out of a reserve study, it shows you where the result came from, and a person reviews or approves the result before it counts.

To generate a result, the records it needs are sent through our AI gateway to the model providers behind it — currently Anthropic for the writing and reasoning, and OpenAI for the search index that finds the right passage — both of which process it in the United States. Depending on the feature, that is text from your documents; a meeting’s agenda, notes, motions and vote counts; or, for the assistant, your question together with the council positions, lot balances and open items it answers from. It is used only to produce your result, not to train anyone’s models, and is not retained by those providers for other purposes.

Before anything is sent, the names of people on your corporation’s roster are replaced with placeholders, and put back when the result returns, so the providers see a placeholder rather than a name. That covers everyone on the roster, past and present. A name that is not on it — a tenant or a contractor mentioned in meeting notes, say — is sent as written, and uploaded documents are indexed as they are written.

We share data only with the providers needed to run the service, under contracts requiring protection comparable to PIPA/PIPEDA, and each receives only what its job needs. Here is the whole list — what each one handles, and the country it handles it in.

• Supabase

  The database, sign-in, and uploaded documents and photos. This is where your corporation's records live.

  Processed in: Canada (Montreal region)

• Vercel

  Runs the application itself and keeps short-lived operational logs of requests and errors.

  Processed in: Canada (Montreal region); logs and the delivery network are global

• Stripe

  Your ManageStrata subscription, and strata-fee payments owners make online. Card details go to Stripe and never reach us.

  Processed in: United States

• Resend

  Sends email — notices, statements, reminders, and product mail you have consented to.

  Processed in: United States

• Twilio

  Sends text messages, for corporations that turn SMS on. Receives the number and the message.

  Processed in: United States

• Vercel AI Gateway, with Anthropic and OpenAI

  The AI features. The records a feature works on — document text, meeting notes, or the figures the assistant answers from — are sent to generate a result, with names on the roster replaced by placeholders first. Not used to train anyone's models.

  Processed in: United States

• Amazon Web Services (Textract)

  Reads the text of scanned documents so they can be searched. The scan is copied to a private, encrypted staging area for the job and deleted once it has been read; anything left behind is removed within a day. Not used to train anyone's models.

  Processed in: Canada (Montreal region)

• Cloudflare

  The bot check on sign-in, sign-up, password reset and the contact form. Sees the IP address and browser of anyone using those forms.

  Processed in: Global

• Google Analytics

  Counts page views and the kind of action taken. Runs only if you accept analytics cookies.

  Processed in: United States

• Google Places

  Looks up a trade business's public listing when a council researches a vendor. Sends the business's name and trade, never anyone's personal details.

  Processed in: United States

• SearchStrata registry

  Receives building facts — age, storeys, bylaw policies, amenities — and only if your council switches sharing on. No owner, council or resident details are ever sent.

  Processed in: The registry operator's own infrastructure

• SellOrNotSell

  An affiliated tool for owners weighing a sale. It receives the strata name, plan number and unit identifier in the link, and only when an owner chooses to follow it.

  Processed in: Canada

We do not sell personal information, and none of these providers is permitted to use it for their own purposes. If this list changes, the “last updated” date above changes with it.

Providing contact details to a corporation implies consent to receive its operational communications. You can withdraw email or SMS consent at any time from your owner portal’s communication preferences; certain statutory notices may still be sent as required by law.

Statutory records — minutes, financial records, documents and the audit trail — are retained for at least the periods the law requires, including the BC Strata Property Regulation minimums, and the audit trail cannot be edited or deleted by anyone.

The log of emails and texts a corporation has sent is not a statutory record, and holds contact details and message bodies. It is purged on a schedule: 24 months by default, which each corporation’s council can shorten or lengthen under Settings → Records → Retention. The purge runs weekly on its own; a council can also run it on demand from that screen, and every purge is written to the audit trail with the number of entries removed and the cutoff date applied.

We protect personal information with safeguards appropriate to its sensitivity: encryption in transit (TLS) and at rest; every record belonging to one corporation, enforced by the database itself, so it cannot be reached from another; access that depends on your role (owner, council, manager); a trail of actions that is added to but never edited; and passwords handled by our authentication provider (we never see or store them); and rate limiting and a bot check on the forms that can be reached without an account. No information is perfect against every risk, but we work to keep these safeguards current.

We maintain a process to detect, assess, and respond to security incidents. If a breach of security safeguards creates a real risk of significant harm, we will notify affected individuals and report it to the applicable privacy regulator — the Office of the Information and Privacy Commissioner for British Columbia under BC’s PIPA, and/or the Office of the Privacy Commissioner of Canada under PIPEDA — and we keep records of breaches as the law requires.

Subject to applicable law, you may request access to, or correction of, your personal information, and may withdraw consent (see Communications & consent). Much of your information is directly viewable and editable in ManageStrata. For requests about corporation data, we may direct you to your strata corporation as the controlling party. You may also complain to the Office of the Privacy Commissioner of Canada (or the BC Office of the Information and Privacy Commissioner).

We are accountable for the personal information in our care, including information handled by our service providers. Our Privacy Officer can be reached at privacy@managestrata.ca for any privacy question, access/correction request, or complaint.

This policy is a general description and may be updated; material changes will be reflected by the “last updated” date above.