Privacy Policy

Privacy Policy

York Property Management and our affiliates and subsidiaries (”Company” or “We”) respect your privacy and are committed to protecting it by complying with this policy.

This policy describes:

1. How we collect, use, disclose, and protect the personal information of our customers and website users (”you”).

1. Describes the types of information we may collect from you or that you may provide when you visit the website (www.yorkproperty.ca) (our “Website”) and any software administering your tenancy (our “Software”).

1. Our practices for collecting, using, maintaining, protecting, and disclosing that information.

We will only use your personal information in accordance with this policy unless otherwise required by applicable law. We take steps to ensure that the personal information that we collect about you is adequate, relevant, not excessive, and used for limited purposes.

Privacy laws in Canada generally define “personal information” as any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person. Personal information does not include business contact information, including your name, title, or business contact information.

This policy applies to information we collect, use, or disclose about you:

1. On this Website or Software.

1. In email, text, and other electronic messages between you and this Website or Software.

1. Through any mobile and desktop applications you download from this Website or Software, which provide dedicated non-browser-based interaction between you and this Website or Software.

1. When you interact with our advertising and applications on third-party websites and services if those applications or advertising include links to this policy.

1. On any property management software when it comes to the administration of any tenancy.

The Website or Software may include links to third-party websites, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third party to collect or share data about you. If you follow a link to a third-party website or engage a third-party plugin, please note that these third parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We do not control these third-party websites, and we encourage you to read the privacy policy of every website you visit.

Please read this policy carefully to understand our policies and practices for collecting, processing, and storing your information. If you do not agree with our policies and practices, your choice is not to use our Website or not apply for any tenancy with us. By accessing or using this Website or Software, you indicate that you understand, accept, and consent to the practices described in this policy. This policy may change from time to time (see Changes to Our Privacy Policy). 

We collect and use several types of information from and about you, including:

1. Personal information, that we can reasonably use to directly or indirectly identify you, such as your name, mailing address, e-mail address, telephone number, Internet protocol (IP) address used to connect your computer to the Internet, user name or other similar identifier, billing and account information, social insurance number, vehicle information, driver’s license or other government identification, employment information, previous landlord and address, credit history, any other information reasonably required to administer the application process for a residential tenancy, and any other identifier we may use to contact you (”personal information”).
2. We provide an opportunity for any user to unsubscribe from our mailing list or opt-out of contact for marketing purposes on an ongoing basis by using the unsubscribe mechanism at the bottom of our e-mails.

1. Non-personal information, that does not directly or indirectly reveal your identity or directly relate to an identifiable individual, such as demographic information, or statistical or aggregated information. Statistical or aggregated data does not directly identify a specific person, but we may derive non-personal statistical or aggregated data from personal information. For example, we may aggregate personal information to calculate the percentage of users accessing a specific Website or Software feature.

1. Technical information, including your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, or information about your internet connection, the equipment you use to access our Website and Software, and usage details.

1. Non-personal details about your Website and Software interactions, including the full Uniform Resource Locators (URLs), clickstream to, through and from our Website or Software (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.

We use different methods to collect your information, including through:

1. Direct interactions with you when you provide it to us, for example, by filling in forms, including but not limited to, rental applications or lease agreements, or corresponding with us by phone, email, or otherwise.

1. Automated technologies or interactions, as you navigate through our Website or Software. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies.

1. Third parties or publicly available sources, for example, our business partners.

The information we collect directly from you on or through our Website or Software may include:

1. Information that you provide by filling in forms on our Website or Software. This includes information provided at the time of an application for a tenancy, registering to use our Website or Software, subscribing to our mailing list, posting material, or requesting further services. We may also ask you for information when you enter a contest or promotion sponsored by us, and when you report a problem with our Website or Software.

1. Records and copies of your correspondence (including email addresses), if you contact us.

1. Your responses to surveys that we might ask you to complete for research purposes.

1. Your search queries on the Website or Software.
2. Information that you provide by filling in forms for an application for a tenancy, the tenancy agreement itself, or other forms during the course of any approved tenancy. 

As you navigate through and interact with our Website or Software, we may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:

1. Details of your visits to our Website or Software, including traffic data, location data, logs, and other communication data and the resources that you access and use on the Website or Software.

1. Information about your computer and internet connection, including your IP address, operating system, and browser type.

We may also use these technologies to collect information about your online activities over time and across third-party websites or other online services (behavioral tracking). To learn more or to opt-out of tailored advertising please visit Digital Advertising Alliance of Canada Opt-Out Tool on information on how you can opt out of behavioral tracking on this Website or Software and how we respond to web browser signals and other mechanisms that enable consumers to exercise choice about behavioral tracking.

The information we collect automatically is statistical information and may include personal information, and we may maintain it or associate it with personal information we collect in other ways, that you provide to us, or receive from third parties. It helps us to improve our Website and Software and to deliver a better and more personalized service, including by enabling us to:

1. Estimate our audience size and usage patterns.

1. Store information about your preferences, allowing us to customize our Website or Software according to your individual interests.

1. Speed up your searches.

1. Recognize you when you return to our Website or Software.

The technologies we use for this automatic data collection may include:

1. Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website or Software. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website or Software.

1. Flash Cookies. Certain features of our Website or Software may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from, and on our Website or Software. Flash cookies are not managed by the same browser settings that are used for browser cookies. For information about managing your privacy and security settings for Flash cookies, see Choices About How We Use and Disclose Your Information.

1. Web Beacons. Pages of our Website or Software, and our e-mails, may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

Some content or applications on the Website and Software, including advertisements, are served by third-parties, including advertisers, ad networks and servers, content providers, and application providers. These third parties may use cookies, alone or in conjunction with web beacons or other tracking technologies, to collect information about you when you use our Website or Software. The information they collect may be associated with your personal information or they may collect information, including personal information, about your online activities over time and across different websites and other online services. They may use this information to provide you with interest-based (behavioural) advertising or other targeted content. 

You can opt-out of several third party ad servers’ and networks’ cookies simultaneously by using an opt-out tool created by the Digital Advertising Alliance of Canada. You can also access these websites to learn more about online behavioural advertising and how to stop websites from placing cookies on your device. Opting out of a network does not mean you will no longer receive online advertising. It does mean that the network from which you opted out will no longer deliver ads tailored to your web preferences and usage patterns.

We do not control these third parties’ tracking technologies or how they are used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly. For more information about how you can opt out of receiving targeted advertising from many providers, see Choices About How We Use and Disclose Your Information.

 

We use information that we collect about you or that you provide to us, including any personal information:

1. To present our Website and Software and its contents to you.

1. To provide you with information, products, or services that you request from us.

1. To fulfill the purposes for which you provided the information or that were described when it was collected, or any other purpose for which you provide it.

1. To provide you with notices about your account, including expiration and renewal notices.

1. To carry out our obligations and enforce our rights arising from any contracts with you, including for billing and collection or to comply with legal requirements.

1. To notify you about changes to our Website or Software or any products or services we offer or provide though it.

1. To improve our Website or Software, products or services, marketing, or customer relationships and experiences.

1. To allow you to participate in interactive features, social media, or similar features on our Website or Software.

1. To measure or understand the effectiveness of the advertising we serve to you and others, and to deliver relevant advertising to you.
2. To administer any potential or actual tenancy with us.
3. Through use in collections of funds owing to us by you.
4. Data analytics usage that may be shared with marketing or consulting agencies.

1. In any other way we may describe when you provide the information.

1. For any other purpose with your consent.

We may also use your information to contact you about our own or third-parties’ goods and services that may be of interest to you, as permitted by law. If you do not want us to use your information in this way, please e-mail us at info@yorkproperty.ca. For more information, see Choices About How We Use and Disclose Your Information.

We may use the information we have collected from you to enable us to display advertisements to our advertisers’ target audiences. Even though we do not disclose your personal information for these purposes without your consent, if you click on or otherwise interact with an advertisement, the advertiser may assume that you meet its target criteria.

We may disclose personal information that we collect or you provide as described in this privacy policy:

1. To our subsidiaries and affiliates.

1. In accordance with applicable law, to a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of the Company’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by the Company about our customers and users is among the assets transferred.

1. To advertisers and advertising networks that require the information to select and serve relevant advertisements to you and others
2. To third parties to market their products or services to you if you have not opted out of these disclosures. We contractually require these third parties to keep personal information confidential and use it only for the purposes for which we disclose it to them. For more information, see Choices About How We Use and Disclose Your Information.

1. To contractors, service providers, and other third parties we use to support our business (such as analytics and search engine providers that assist us with Website or Software improvement and optimization) and who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy.

1. To fulfill the purpose for which you provide it.

1. For any other purpose disclosed by us when you provide the information.

1. With your consent.

We may also disclose your personal information:

1. To comply with any court order, law, or legal process, including to respond to any government or regulatory request, in accordance with applicable law.

1. To enforce or apply our terms of use and other agreements, including for billing and collection purposes.

1. If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.

We may transfer personal information that we collect or that you provide as described in this policy to contractors, service providers, and other third parties we use to support our business (such as analytics and search engine providers that assist us with Website or Software improvement and optimization) and who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy.

We may process, store, and transfer your personal information in and to a foreign country, with different privacy laws that may or may not be as comprehensive as Canadian law. In these circumstances, the governments, courts, law enforcement, or regulatory agencies of that country may be able to obtain access to your personal information through the laws of the foreign country. Whenever we engage a service provider, we require that its privacy and security standards adhere to this policy and applicable Canadian privacy legislation.

The storage of personal information is limited to the Company’s use of servers stored in Canada, including any software through PropertyWare, rentsync, and Google LLC, and its respective Canadian-based affiliates. 

By submitting your personal information or engaging with the Website and Software, you consent to this transfer, storage, or processing.

We strive to provide you with choices regarding the personal information you provide to us. We have created mechanisms to provide you with the following control over your information: 

1. Tracking Technologies and Advertising. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe’s website. If you disable or refuse cookies, please note that some parts of this Website and Software may not be accessible or may not function properly. For more information about tracking technologies, see Information We Collect Through Cookies and Other Automatic Data Collection Technologies.

1. Third-Party Advertising. If you do not want us to share your personal information with unaffiliated or non-agent third parties for promotional purposes, you can opt-out by sending us an email stating your request to info@yorkproperty.ca.

1. Promotional Offers from the Company. If you have opted in to receive certain emails from us but no longer wish to have your email address/contact information used by the Company to promote our own or third parties’ products or services, you can opt-out sending us an email stating your request to info@yorkproperty.ca. If we have sent you a promotional email, you may unsubscribe by clicking the unsubscribe link we have included in the email. This opt-out does not apply to information provided to the Company as part of an application or accepted residential lease agreement. 

1. We do not control third parties’ collection or use of your information to serve interest-based advertising. However, these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt out of several third party ad servers’ and networks’ cookies simultaneously by using an opt-out tool created by the Digital Advertising Alliance of Canada or an opt-out tool created by the Network Advertising Initiative. You can also access these websites to learn more about online behavioural advertising and how to stop websites from placing cookies on your device. Opting out of a network does not mean you will no longer receive online advertising. It does mean that the network from which you opted out will no longer deliver ads tailored to your web preferences and usage patterns.

The security of your personal information is very important to us. We use physical, electronic, and administrative measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. 

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website or Software, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. 

Unfortunately, the transmission of information via the Internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Website and Software. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website and Software.

Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

 

Our Website and Software is not intended for children under 13 years of age. No one under age 13 may provide any information to or on the Website or Software. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Website or Software or on or through any of its features/register on the Website or Software, make any purchases through the Website or Software, use any of the interactive or public comment features of this Website or Software, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use]. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at info@yorkproperty.ca.

 

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. By law you have the right to request access to and to correct the personal information that we hold about you.

We may request specific information from you to help us confirm your identity and your right to access, and to provide you with the personal information that we hold about you or make your requested changes. Applicable law may allow or require us to refuse to provide you with access to some or all of the personal information that we hold about you, or we may have destroyed, erased, or made your personal information anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

We will provide access to your personal information, subject to exceptions set out in applicable privacy legislation. Examples of such exceptions include, but are not limited to:

1. Information protected by solicitor-client privilege.

1. Information that is part of a formal dispute resolution process.

1. Information that is about another individual that would reveal their personal information or confidential commercial information.

1. Information that is prohibitively expensive to provide.

If you are concerned about our response or would like to correct the information provided, you may contact our Privacy Officer at milans@yorkproperty.ca.

 

Where you have provided your consent to the collection, use, and transfer of your personal information, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at info@yorkproperty.ca. Please note that if you withdraw your consent we may not be able to provide you with a particular product or service. We will explain the impact to you at the time to help you with your decision. 

 

It is our policy to post any changes we make to our privacy policy on this page  If we make material changes to how we treat our users’ personal information, we will notify through a notice on the Website or Software home page.

We include the date the privacy policy was last revised at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you, and for periodically visiting our Website or Software and this privacy policy to check for any changes.

 

We welcome your questions, comments, and requests regarding this privacy policy and our privacy practices. Please contact us at:

Privacy Officer

106 – 470 Dundas Street, London, Ontario, N6B 1W3

We have procedures in place to receive and respond to complaints or inquiries about our handling of personal information, our compliance with this policy, and with applicable privacy laws. To discuss our compliance with this policy please contact our Privacy Officer using the contact information listed above.