Last Updated: August 28, 2023
- Collection and Use of Personal Information
- Sharing of Personal Information
- Safeguards and Retention
- Your Choices
- Access to Personal Information
- Contact Us
COLLECTION AND USE OF PERSONAL INFORMATION
How we collect and use personal information on behalf of our customers
The following are some examples of the personal information we may collect and analyze to provide the services to our customers (e.g. landlords and property managers).
In the course of providing the services to our customers, we may process limited personal information about our customers’ tenants, service providers or personnel as set out below.
Creating a Building Stack Account: In order to access the Portal you will be required to create an account. In certain scenarios, we may collect personal information about you from the property manager in order to setup your account.
If you are a tenant registering to use the Portal through your property manager, you may be required to enter your phone number in order to access your account. Once you enter your phone number, you may be prompted to enter additional information such as, your name, email address, phone number, password, address and information about your property manager to create your account. We may collect certain information from your property manager in order to setup your account, such as your name, email address, date of birth and other information we may need to create your account.
If you are providing services to a property manager for a particular building, you may be required to create an account in order to view your tasks, keep track of invoices and receive payment. We may collect certain information from the property manager to setup your account, such as your name, email address, bank account information, tax identification number, address and other information that may be required in order to process invoices.
If you are employed or have been given access to an employee user account by a property manager to provide certain services, such as security, maintenance, administrative, financial or management, you may be required to create an account to receive your wages or access other services from your employer. We may collect certain information from your property manager in order to setup your account, such as your name, phone number, email address, date of birth, address, tax information, language, salary, hours worked and images of you.
We strongly recommend that you do not disclose your password to anyone. We will never ask you for your password in any unsolicited communication (such as letters, phone calls or email messages). If you become aware of any unauthorized access to or use of your account, you are required to notify us immediately.
Support services: We may collect certain information from you (such as name, email address, your phone number, address (including unit number), information about your landlord and query) when we provide user support services by phone, email or through our chat functionality.
We rely on our customers to comply with applicable privacy laws when collecting, using, or disclosing personal information to us to enable its users (such as tenants, service providers and personnel) to use the Portal, including by obtaining appropriate consent to collect, use, and disclose
How we collect and use personal information through our Website, App and in our other interactions with users
We may collect personal information when you:
- Visit the Website
- Create a Building Stack Account
- Access the Portal
- Receive push notifications
- Provide access to your location information
- Use our App
- Sign-up to receive marketing emails such as newsletters, offers and promotions
- Apply for a job at Building Stack
- Complete a survey
- Request a demo or discovery call
- Refer a landlord
- Connect with us on social media
- Contact us with a comment, question or complaint
Visit the Website: You do not have to register to visit or use our Website. However, we do collect some personal information when you visit our Website. Please see "Information about our Website," below, for detailed information regarding the personal information we collect when you visit and use our Website, and the choices you have with regards to that collection.
Create a Building Stack Account: If you have not received account information from your property manager, you may be required to create an account on our Website in order to access the Portal. We may ask you for your name, email address, phone number, building address and the name of your property manager in order to create your Building Stack account. We may populate your account with details received from the property manager once your account has been created.
Access our Portal: Once you create a Building Stack account, you can access the Portal from our Website or App to send maintenance requests, communicate with management, tenants or co-workers, manage your lease information, create and sign digital documents, record your bills, access work related information (such as pay statements and timesheets), manage rent payments, manage vacancies, process credit checks, manage rental applications, and access other services available on the Portal. Our Portal enables you to submit tickets for items that require repair, communicate with other tenants in your building, facilitate online payments (such as rent), book amenities offered by the building, upload documents (such as your lease agreement), facilitate maintenance to your unit and other services you may require and that are made available on the Portal from time to time. In order to provide the services mentioned above, we may collect certain personal information from you, such as your financial information (banking information to facilitate your rental payments), pictures of your unit, details of your lease agreement (including references that may be listed in your lease), conversations you engage in on the Portal and any other personal information required to provide the services. Building Stack requires property managers to establish permission levels to ensure only authorized persons have access to information as required. The information provided by you will only be shared with property managers and people explicitly authorized to have access to the information as required.
Push Notifications. If you provide your consent to receive push notifications, we may display push notifications on your mobile device such as status updates on repairs and email or message notifications. If you wish to stop receiving push notifications from us, you can turn off push notifications for the App in the settings of your mobile device.
Location Information. If you consent, we collect your location information by accessing your device’s GPS coordinates so that we can provide you with location-based services, including the live navigation feature in the App. If you are using the App as part of your employment with a property manager, we may use your location information to provide the property manager with information about the time spent on different properties you may be managing. You can opt-out of location tracking at any time by turning off your location services for the App in the settings of your mobile device.
App Usage Information & Analytics: As with many applications, certain limited data is required for the App to function on your device. This data includes the type of device hardware and operating system, unique device identiﬁer, IP address, language settings, and the date and time the App accesses our servers. We use this information to help us understand the activity on the App, to monitor and improve the App, and to tailor your in-App experience. In addition, we may use third party service providers to collect analytical information about your use of the App, such as the App features used and time spent on the App, to help us tailor your in-app experience, improve our products and the quality of our App, and to manage and analyze data in order to better understand our users.
Additional Information: We will use commercially reasonable efforts, given the limitations imposed upon us by third party providers such as Apple Inc. and Google Inc., to clearly disclose what, if any information is collected by the App, how it is used, and with whom it is shared. Please note, certain practices are outside of our control, for example, tracking by Google, Inc., Apple, Inc., or your third-party telecommunications carrier. We are not responsible for the actions of such third parties. You should always read and understand the policies of any third-party provider, such as Google with respect to Android apps and Apple with respect to IOS apps, and your wireless carrier, before making any purchase or downloading any app.
Subscribe to receive marketing communications: If you sign up to receive email marketing communications, we may collect your email address in order to send you newsletters, offers and promotions. You can unsubscribe at any time by clicking the “unsubscribe” link included at the bottom of each email. Alternatively, you can opt-out of receiving email marketing communications by contacting us at the contact information provided in the “Contact Us” section below. Please note that you may continue to receive transactional or account-related communications from us.
Apply for a role with us: In connection with a job application or related inquiry, you may provide us with certain personal information about yourself (such as that contained in a resume, cover letter, or similar employment-related materials). We use this information for the purpose of processing and responding to your application for current and future career opportunities.
Complete a survey: From time to time, we may offer you the opportunity to participate in one of our surveys. The information obtained through our surveys is used in an aggregated, de-identified form. We use this information to help us understand our users and to enhance our Website.
Request a demo or discovery call: When you schedule a demo or discovery call through our Website, we may collect your name, email address, phone number, and other information about your company in order to schedule the demo or discovery call and to help us prepare for our meeting with you.
Refer a Landlord: If your landlord is not currently using Building Stack, you can refer them to us by simply submitting a form on our Website with your name, email address and your landlord’s contact information (such as name, email address).
Social Media Sites: If you engage with us on our social media pages, we may collect the information you post or send to us and use it to better understand our users and respond to you. You should use caution before posting or providing any personal information on public sites.
Contact Us: When you contact us with a comment, question or complaint through our Website, email, phone or our chatbot, we may collect information that identifies you, such as your name, email address, company name, company size along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you in the future and to improve our user service and products.
SHARING OF PERSONAL INFORMATION
Building Stack does not sell, rent or disclose your personal information to third parties without your consent, except as described below or as required or permitted by applicable law.
Service Providers: Your personal information may be transferred (or otherwise made available) to third parties that provide services on our behalf. We use service providers to provide services such as hosting and monitoring the Website, providing advertising and marketing services, processing payments, providing security services, conducting analytics, verifying financial or credit information, conducting background verifications, facilitating an order requested by you, processing scheduled payments, facilitating online digital signing of documents, providing support services or enabling synchronization with third party platforms (such as Quickbooks, Yardi, Freshbooks, etc.).
You may be able to obtain an insurance quote via Building Stack through a preferred insurance company and/or insurance broker. Building Stack may share some of your personal information with this insurance company and/or broker to facilitate the issuance of the quote if you choose to apply through our Website or services to obtain an insurance quote.
We may use service providers to verify bank account information you provide to us in providing our services to you. Please note that:
Our service providers are only provided with the information they need to perform their designated functions and are not authorized to use or disclose personal information for their own marketing or other purposes. Our service providers may be located outside of the province or state in which you reside (which may include transfer outside of Quebec for Quebec residents) such as the U.S., Canada, or other foreign jurisdictions.
Legal and Compliance: We and our Canadian, U.S., and other foreign service providers may disclose your personal information in response to a search warrant or other legally valid inquiry or order, or to another organization for the purposes of investigating a breach of an agreement or contravention of law or detecting, suppressing or preventing fraud, or as otherwise may be required or permitted by applicable Canadian, U.S. or other law or legal process, which may include lawful access by U.S. or foreign courts, law enforcement or other government authorities. Your personal information may also be disclosed where necessary for the establishment, exercise or defence of legal claims and to investigate or prevent actual or suspected loss or harm to persons or property.
Sale of Business: We may transfer any information we have about you as an asset in connection with a proposed or completed merger, acquisition or sale (including transfers made as part of insolvency or bankruptcy proceedings) involving all or part of Building Stack or as part of a corporate reorganization or other change in corporate control.
INFORMATION ABOUT OUR WEBSITE
Visiting our Website: In general, you can visit our Website without telling us who you are or submitting any personal information. However, we collect the IP (Internet protocol) addresses of all visitors to our Website and other related information such as page requests, browser type, operating system and average time spent on our Website. We use this information to help us understand our Website activity and to monitor and improve our Website.
Cookies: Our Website uses a technology called "cookies". A cookie is a tiny element of data that our Website sends to a user’s browser, which may then be stored on the user’s hard drive so that we can recognize the user’s computer or device when they return. You may set your browser to notify you when you receive a cookie or to not accept certain cookies. However, if you decide not to accept cookies from our Website, you may not be able to take advantage of all of the Website features.
We work with third-parties such as ad networks and other advertising companies that use their own tracking technologies (including cookies and pixel tags) on our Website in order to provide you with tailored advertisements across the Internet. These companies may collect information about your activity on our Website and third-party websites (such as web pages you visit and your interaction with our advertising and other communications) and use this information to make predictions about your preferences, develop personalized content and deliver ads that are more relevant to you on third party websites. This information may also be used to evaluate the effectiveness of our online advertising campaigns.
Opting-out of Interest-Based Advertising: For more information about interest-based advertising and to understand your options, including how you can opt-out of receiving behavioural ads from third-party advertising companies participating in the Digital Advertising Alliance of Canada, please visit the Digital Advertising Alliance of Canada website at http://youradchoices.ca/choices.
Please note that even if you opt-out of interest-based advertising by a third party, these tracking technologies may still collect data for other purposes including analytics and you will still see ads from us, but the ads will not be targeted based on behavioural information about you and may therefore be less relevant to you and your interests.
To successfully opt out, you must have cookies enabled in your web browser (see your browser’s instructions for information on cookies and how to enable them). Your opt-out only applies to the web browser you use so you must opt-out of each web browser on each computer you use. Once you opt out, if you delete your browser’s saved cookies, you will need to opt-out again.
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SAFEGUARDS AND RETENTION
We have implemented reasonable administrative, technical and physical measures in an effort to safeguard the personal information in our custody and control against theft, loss and unauthorized access, use, modification and disclosure. We restrict access to personal information on a need-to-know basis to employees and authorized service providers who require access to fulfil their job requirements.
We have record retention processes designed to retain personal information for no longer than necessary for the purposes set out herein or as otherwise required to meet legal or business requirements.
As indicated above, if you have signed-up to receive our email or text communications, you can unsubscribe any time by clicking the “unsubscribe” link included at the bottom of the newsletter. Alternatively, you can opt-out of receiving our marketing communications by contacting us at the contact information under “Contact Us” below.
ACCESS TO INFORMATION AND ACCOUNT DELETION
If you are a tenant, please submit any requests to access, modify, alter, correct, delete, port or withdraw your consent to the processing of personal information to your property manager. If you submit personal information via our Website, you have the right to withdraw your consent or access, update, port or correct your personal information by submitting a written request to the Privacy Officer see “Contact Us” below). You may also withdraw your consent to our collection, use and disclosure of personal information (subject to legal and contractual restrictions). We may request certain personal information for the purposes of verifying your identity.
In the event that your account is terminated for whatever reason, Building Stack reserves the right to delete the information in your account within 30 days following termination of service. Please note that Building Stack may retain any data or information we deem necessary for legitimate business purposes (as permitted under applicable law) or where required by law.
Gotham Management Inc.
Attn: Privacy Officer
135-4823 Sherbrooke Street W.
Westmount, QC, Canada