Privacy Policy

Kairmar Inc. (the "Landlord," "we," "us," or "our") is committed to protecting the privacy and confidentiality of the personal information entrusted to us. We manage your personal information in accordance with Alberta's Personal Information Protection Act (PIPA) and other applicable provincial and federal laws.

This Privacy Policy explains how we collect, use, disclose, and protect the personal information of users of our website and services, including prospective and current tenants.

1. Accountability

Kairmar Inc. is responsible for the personal information under its control. We have designated a Privacy Officer who is accountable for compliance with this policy and PIPA. Privacy Officer Contact Information: privacy@kairmar.ca

2. What is Personal Information?

Personal Information is any information about an identifiable individual. This may include, but is not limited to:

  • Name, address, telephone number, and email address.

  • Financial information, including income, banking details, and credit history.

  • Employment status and history.

  • Date of birth.

  • Information obtained via security cameras (see Section 5).

  • Other information included in rental applications or correspondence.

3. Collection, Use, and Disclosure of Personal Information

We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances and that are necessary for our operations as a property management company. We will notify you of the purposes for collection before or at the time the information is collected, unless the purpose is obvious.

A. Website Usage and General Inquiries

  • Information Collected: We may automatically collect non-personal information about your visit to our website, such as your IP address, browser type, operating system, and pages viewed, for website analytics and to improve our online services.

  • Use and Disclosure: Used for system administration, to analyze website traffic, and to enhance user experience.

B. Tour Request Forms

  • Information Collected: Personal information necessary to schedule and conduct property tours, such as your name, contact information (phone and email), and preferred viewing times.

  • Purpose: To contact you to confirm, reschedule, or cancel a tour, and to provide you with basic information about the property.

  • Consent: Your submission of a tour request form constitutes your consent to the collection and use of this information for the purpose of arranging and conducting the tour.

C. Leasing Application Forms

The following is the specific consent and purpose language provided on our application forms:

"Thank you for your interest in a Kairmar Home. Please complete this rental application form. Kairmar Inc. (The LANDLORD) is committed to protecting the personal information you entrust to us, including but not limited to your name, contact information, financial details, and employment status. We manage your personal information in accordance with Alberta's Personal Information Protection Act and other applicable laws.

Purpose and Consent: We collect your personal information to assess your suitability as a tenant for a specific rental location. Your completion of this application serves as your consent for us to use the information provided, as well as personal information obtained from other sources noted within the application (e.g., credit check, references), for this purpose.

Withdrawal of Consent: You may withdraw your consent to the use and disclosure of your personal information at any time, unless it is necessary for us to fulfill a legal obligation. However, please be advised that without sufficient personal information, we may not be able to provide you with rental accommodation.

By submitting this form, I/We (the Applicant/Co-Applicant) apply for approval as a Tenant(s) and understand that the information provided will be viewed to determine my/our suitability for the premises applied for."

  • Disclosure: Personal information collected via the application process may be disclosed to third parties, such as credit reporting agencies, previous landlords, and employers, to verify the information provided and complete the suitability assessment, as authorized by your consent within the application.

4. How We Protect Your Personal Information

We protect your personal information by using reasonable security safeguards appropriate to the sensitivity of the information. This includes, but is not limited to:

  • Physical security measures (e.g., restricted access to paper files).

  • Technological safeguards (e.g., firewalls, passwords, encryption for electronic data).

  • Internal policies and training for our employees regarding the proper handling of personal information.

5. Security Cameras (Video Surveillance)

For the safety and security of our residents, staff, and property, we use clearly visible video surveillance cameras in common areas of our buildings, such as entrances, lobbies, hallways, and parking lots.

  • Information Collected: Video recordings that may capture the image, movements, and activities of identifiable individuals.

  • Purpose: The recordings are collected and used for security purposes, including:

    • Protecting the safety of people and property.

    • Deterring and investigating criminal activity, vandalism, and unauthorized access.

  • Disclosure: Video recordings may be disclosed to law enforcement, insurance companies, or other relevant parties if necessary to investigate a crime, pursue a legal claim, or as otherwise required or authorized by law.

  • Retention: Video recordings are retained only for a reasonable period necessary to fulfill the stated purposes, and are then securely overwritten or deleted.

6. Access to and Correction of Personal Information

You have the right to request access to your own personal information held by us and to request a correction if you believe there is an error or omission.

To submit a request for access or correction, please contact our Privacy Officer in writing. We will respond to your request within 45 days, as required by PIPA. We may require you to provide sufficient information to identify the personal information you are seeking.

7. Retention of Personal Information

We retain personal information only as long as is necessary to fulfill the purposes for which it was collected or for legal or business purposes. Once personal information is no longer required, it is securely destroyed or anonymized.

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the revised policy on our website with the "Last Updated" date. Your continued use of our website and services after any such changes constitutes your acceptance of the revised policy.

9. Questions or Concerns

If you have any questions or concerns about this Privacy Policy or our practices regarding your personal information, please contact our Privacy Officer using the details provided in Section 1.