Privacy & Electronic Communications Policy

1. Contact & Accountability

Prime Nest is responsible for the personal information under its control and has appointed a privacy officer to oversee compliance with this Policy.

• Email: info@prime-nest.ca
• Mailing address: 5900 Hazeldean Rd, Ottawa, ON K2S 1B9, Canada

2. Scope & Definition of Personal Information

This Policy applies to personal information we collect from property owners, tenants, prospective residents, vendors, and website visitors. Personal information includes any information about an identifiable individual, such as contact details, tenancy records, communication preferences, and payment data.

3. Information We Collect

• Identity and contact details such as name, email, phone number, and address.
• Property management records including lease details, maintenance history, and access instructions.
• Financial data such as payment histories and rent collection confirmations. Full payment card data is processed by PCI-compliant vendors only.
• Communications and marketing preferences, including SMS opt-in or opt-out status under CASL.
• Technical data such as IP address, device identifiers, and analytics cookies to maintain security and understand site performance.

4. How We Use Personal Information

• Managing rental properties, facilitating repairs, and coordinating access.
• Communicating with landlords, tenants, and applicants about showings, bookings, renewals, and notices.
• Sending operational alerts and marketing communications when we have express or implied consent under CASL.
• Meeting legal, accounting, and regulatory obligations.
• Analyzing service performance, improving digital tools, and maintaining platform security.

5. Consent & CASL Compliance

• We obtain consent for the collection and use of personal information, except where permitted or required by law.
• We maintain records of express consent where applicable.
• Each commercial electronic message identifies Prime Nest, includes our mailing address and contact email, and provides an unsubscribe mechanism.
• You may withdraw consent at any time by emailing info@prime-nest.ca.

6. PIPEDA Principles in Practice

• Accountability through internal oversight and vendor review.
• Clear identification of collection purposes.
• Meaningful consent and support for withdrawal requests.
• Limited collection, use, disclosure, and retention.
• Accuracy, safeguards, openness, individual access, and complaint handling.

7. How We Share Information

We do not sell personal information. We may share information with service providers, landlords or investors where required to deliver management services, legal authorities where compelled, or transaction counterparties under confidentiality protections.

8. Retention & Storage

We retain personal information only as long as necessary to fulfill the purposes identified in this Policy and meet legal, accounting, or reporting requirements. When no longer required, information is securely anonymized or destroyed.

9. Safeguards

Prime Nest uses layered safeguards proportional to the sensitivity of the information, including encrypted transmission where applicable, role-based access controls, logging, and secure vendor management practices.