PRIVACY POLICY
Effective Date: March 30, 2026
Last Updated: March 30, 2026
1. Introduction
Birchstone Properties ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (birchstoneproperties.ca), submit a rental application, enter into a lease, or use our services.
We comply with:
- The Personal Information Protection and Electronic Documents Act (PIPEDA)
- The Personal Information Protection Act of Manitoba
- The Residential Tenancies Act (Manitoba)
- The Commercial Tenancies Act (Manitoba)
By using our Site and services, you consent to this Privacy Policy. If you don't agree, please don't use our services.
2. Information We Collect
2.1 Information You Provide
Website Visitors:
- Name, email, phone number (through contact forms)
- Any messages or inquiries you send us
- Newsletter subscription information
Rental Applicants:
- Full legal name, date of birth, SIN (for credit verification)
- Current and previous residential addresses
- Employment information (employer, position, income)
- Personal and professional references
- Government-issued ID
- Bank or payment information
- Pet information
- Emergency contact details
Current Tenants:
- All application information above
- Lease agreement and terms
- Rent payment history
- Maintenance requests and communications
- Inspection records and photographs
- Any incident reports or complaints
2.2 Information Collected Automatically
When you visit our website, we automatically collect:
- IP address and device information
- Browser type and operating system
- Pages visited and time spent on each page
- Referral sources and clickstream data
- Date and time of visits
- Geographic location (based on IP address)
2.3 Cookies and Tracking
We use cookies to:
- Keep you logged in (essential cookies)
- Track how visitors use our Site (Google Analytics)
- Remember your preferences (functional cookies)
- Display relevant ads (marketing cookies)
You can control cookies through your browser settings. Disabling cookies may affect Site functionality.
2.4 Information from Third Parties
With your consent, we obtain information from:
- Credit bureaus (Equifax, TransUnion)
- Background check companies
- Previous landlords and employers
- Banks and financial institutions
3. How We Use Your Information
We use your information to:
- Process Applications: Verify identity, conduct credit and background checks, assess suitability as a tenant
- Manage Leases: Execute lease agreements, track rent payments, maintain tenant records
- Property Management: Respond to maintenance requests, conduct inspections, manage building operations
- Legal Compliance: Meet requirements under Manitoba and Canadian property laws, respond to legal proceedings
- Communication: Send rent reminders, lease updates, maintenance notifications, emergency alerts
- Improve Services: Analyze website usage, identify issues, develop new features
- Marketing: Send newsletters and promotional materials (only if you've opted in)
- Fraud Prevention: Detect and prevent fraudulent applications or unauthorized access
4. How We Share Your Information
4.1 We Do NOT Sell Your Data
We never sell or rent your personal information to third parties.
4.2 We May Share With
Service Providers:
- Payment processors and banks
- Credit bureaus and background check companies
- Website hosts and cloud storage providers
- Property management software (Yardi RentCafé)
- Maintenance and repair contractors
- Accounting and legal services
Required Disclosures:
- Law enforcement or government agencies (if required by law)
- Previous landlords or employers (with your consent)
- Other tenants (limited information on building directories)
- Insurance providers (if claims arise)
All service providers are contractually required to protect your information and use it only as directed.
4.3 Business Transfers
If Birchstone Properties is involved in a merger, acquisition, or similar transaction, your information may be transferred. We will notify you of any change in ownership or data practices.
5. Data Retention
We retain your information for:
- During Tenancy: For the duration of your lease
- After Tenancy:
- Rental history: 6 years (legal and credit purposes)
- Financial records: 7 years (CRA requirement)
- Inspection records: 3-5 years
- Maintenance records: 3 years
- Application (if rejected): 1 year
- Website Visitors: 2 years (or as per cookie retention)
After retention periods expire, we securely delete or anonymize your information unless legal obligations require retention.
6. Your Privacy Rights
6.1 Access to Your Information
You have the right to request access to the personal information we hold about you, including:
- A copy of your information
- Why we collect it
- Who we've shared it with
- How long we'll keep it
How to Request: Email info@birchstoneproperties.ca with subject "Access to Personal Information"
Response Time: Within 30 days
Fee: Reasonable copying and mailing costs may apply
6.2 Correction of Inaccurate Information
You can request correction of any information that is inaccurate, incomplete, or outdated. We will correct your record and notify relevant parties where applicable.
6.3 Opt-Out of Marketing
You can opt out of marketing emails and newsletters by:
- Clicking "Unsubscribe" in any marketing email
- Emailing info@birchstoneproperties.ca with subject "Unsubscribe"
- Updating preferences in your tenant portal
Note: You cannot opt out of essential communications (rent reminders, lease updates, legal notices).
6.4 Withdraw Consent
You may withdraw consent for non-essential uses of your information at any time. Contact info@birchstoneproperties.ca to do so.
6.5 Request Deletion
You may request deletion of your information, subject to legal obligations. We will delete or anonymize your data once retention periods expire, unless:
- Legal obligations require retention
- An active dispute or legal proceeding involves the information
- Amounts remain unpaid (rent, damages, fees)
- Deletion would prevent fraud detection
6.6 Lodge a Complaint
If you believe we've violated your privacy rights, you may file a complaint with:
- Office of the Privacy Commissioner of Canada: 1-800-282-1376 or www.priv.gc.ca
- Manitoba Information and Privacy Adjudicator: www.gov.mb.ca/ia
7. Security of Your Information
We protect your information using:
- SSL/TLS encryption for website data transmission
- Encrypted storage for sensitive information
- Secure password authentication
- Regular software updates and security patches
- Firewalls and intrusion detection
- Staff training on privacy and confidentiality
- Restricted access to personal information
- Secure destruction of physical documents
Limitations: While we implement industry-standard security, no system is 100% secure. We are not responsible for unauthorized access due to circumstances beyond our control.
8. Data Breach Notification
If we discover a data breach affecting your information, we will:
- Investigate immediately
- Notify you within 30 days
- Explain what happened, what information was affected, and steps you can take
- Report to the Privacy Commissioner if required
- Implement measures to prevent future breaches
9. Cookies and Tracking Technologies
We use cookies for:
- Essential: Keeping you logged in and Site functionality
- Analytics: Understanding how visitors use our Site (Google Analytics)
- Functional: Remembering your preferences
- Marketing: Displaying relevant advertising
Manage Cookies: Use your browser settings to block or delete cookies. Opt out of Google Analytics at: https://tools.google.com/dlpage/gaoptout
10. Third-Party Websites
Our Site may link to third-party websites. We are not responsible for their privacy practices or content. Review their privacy policies before providing your information.
11. Children's Privacy
Our services are not intended for children under 18. We do not knowingly collect information from children under 18. If we discover such collection, we will delete the information immediately.
12. Cross-Border Data Transfers
Some of our service providers are located outside Canada (US, EU, etc.). By using our services, you consent to transfers of your information to these locations. We ensure appropriate safeguards (contractual protections) are in place.
13. Changes to This Policy
We may update this Privacy Policy at any time. We will notify you of material changes by updating the "Last Updated" date. Your continued use of our services indicates acceptance of changes.
14. Contact Us
Birchstone Properties
Winnipeg, Manitoba, Canada
Email: info@birchstoneproperties.ca
Phone: (204) 295-3262
Website: birchstoneproperties.ca
If you have questions about this Privacy Policy or our privacy practices, please contact us using the information above.
