Your privacy is a human right. Earning and maintaining your trust and confidence in our company is important to us. We are committed to protecting the confidentiality, integrity and security of your information.
What Constitutes Personal Information?
Personal information is any information about an identifiable individual, but does not include business contact information including the name, title, business address or business telephone number of an employee of any organization.
Collection of Personal Information:
When you apply to live at one of our properties or if you contact our staff or send us inquiries, we may collect some or all the following personal information about you:
- Date of birth
- Address (postal) and telephone number
- Language preference
- Preferred property and rental history
- Credit card and / or bank account information
- Social Insurance Number (optional – see below)
- Employment information
- Identity of your employer
- Travel information
The information above is generally collected from you, but we may also obtain such information from financial institutions, credit agencies and your reference contacts, for the purpose of assessing your credit and for processing your transactions and payments.
Providing your Social Insurance Number is optional. Please note however that most credit reporting agencies use the Social Insurance Number as a unique identifier to ensure proper identification when conducting credit reviews and preparing credit reports. If you do not wish to provide your Social Insurance Number, our ability to obtain a timely and accurate credit report may be affected, hence affecting our ability to complete the contemplated transaction in a timely manner.
Other personal information is collected to ensure you have access to the premises, equipment and services, to preserve our property, and to collect rents and other fees, etc. Examples of the type of information we collect for these purposes include the following:
- Names of all occupants of units, parking spaces, lockers, etc.
- Business and emergency contact information
- Vehicle information
- Use and intended uses of the property
- Compliance with tenancy agreements and rules and regulations
- Payment, banking and other financial information
- Any special needs of tenants (e.g., disability or health)
It would be rare for us to collect any personal information without the resident’s express consent, but this might occur in a case of urgency to investigate a breach of the tenancy agreement or contravention of the law.
Use of Personal Information:
Your personal information might be used by us as permitted or required by law, and as reasonably necessary in relation to our transactions and services that we provide to you, including, but not limited to:
- Provide you with customer service;
- Provide you with updates and information regarding services and opportunities offered by POLYCORP that might be of interest to you, whether a current Resident or potential resident (but only your name, address, telephone number and email address will be used for this purpose).
- Process invoices and payments by credit card, debit systems or other billing and payment options; to arrange appropriate financing or leasing arrangements; to provide you with payment and other reminders and notices in relation to your property or premises; and
We do not sell your personal information to third parties. We may share some or all your personal information as required or permitted by law, and as reasonably necessary in relation to our transactions and services with you, including to:
- Third parties responsible for invoicing and payment processing;
- Credit bureaus and agencies to conduct credit checks;
- Financial and leasing companies;
- Your insurance agent or company and insurance adjusters;
- Affiliated companies for the purpose of establishing your credit history among such affiliated companies, if you intend to enter into a transaction with such companies; and
- Another company or business, in the event of a proposed transfer or actual transfer of ownership of all or part of our companies to another company or business, but for this purpose, we shall not authorize use of your personal information beyond the scope of any such transaction or this Policy.
- Various government agencies (e.g., Canada Customs and Revenue Agency, Information and Privacy Commissioner, Human Rights Commission, etc.) have the authority to review our files and interview our staff as a part of their mandates. Also, we believe that we should report information suggesting serious illegal behaviour to the authorities. These reports could include personal information about a tenant or other individual to support the concern (e.g., illegal drug activity), although we try to keep this disclosure to a minimum. In these circumstances, we may consult with professionals (e.g., lawyers, a private security service) who will investigate the matter and report back to us.
- If a resident’s rent or fees are paid for by a third party (e.g., employer, your trustee, the government) we may be asked to provide them with certain information. These third party payers often have tenant consent or legislative authority to direct us to collect and disclose to them certain information in order to demonstrate tenant entitlement to and responsible use of this funding.
Safeguards For Personal Information:
If you wish to make an inquiry regarding your personal information that we might hold, please contact our head office.
339 Herring Cove Road, Suite 205
Halifax, NS B3R 1V5
Please be aware that access might not be provided to certain information in accordance with PIPEDA, including information which is protected by lawyer-client privilege, constitutes confidential third party or commercial information, was collected in respect of the investigation of a breach of an agreement or of law, or is generated in respect of dispute resolution.
This Policy does not govern personal information about our employees.