Privacy Policy

Effective date: December 8, 2025

ROI Property Management

Table of Contents

• Introduction and Scope
• Accountability and Privacy Officer
• Definition of “Personal Information”
• Personal Information We Collect
• Use of Personal Information
• Disclosure of Personal Information
• Cookies
• Cross-Border Transfers
• How We Protect Personal Information
• Retention of Personal Information
• Your Rights and Consent
• Updates to This Privacy Policy
• Contact Us and Complaints

1. Introduction and Scope

ROI Property Management (together with its subsidiaries and affiliates, “ROI Property Management”, “us”, “our”, “we”) is committed to maintaining the accuracy, confidentiality, and security of personal information in its custody or control.

This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information in the course of providing residential property management services, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable Ontario privacy laws, the Residential Tenancies Act, 2006 (Ontario), and the Ontario Human Rights Code.

This Policy applies to personal information relating to:

• Prospective and current residential tenants
• Occupants and household members
• Visitors and guests at properties we manage
• Property owners and landlords
• Contractors and service providers
• Users of any website or digital platform operated by ROI Property Management

2. Accountability and Privacy Officer

ROI Property Management is responsible for all personal information under its control and has designated a Privacy Officer to oversee compliance with applicable privacy legislation, respond to access requests, investigate complaints, and manage privacy-related incidents.

The Privacy Officer is responsible for ensuring that personal information is handled in accordance with this Privacy Policy and applicable legal requirements.

3. Definition of “Personal Information”

In this Policy, “personal information” means information about an identifiable individual, whether recorded or not.

This may include:

• Name, address, telephone number, email address
• Identification and verification information
• Financial and credit information
• Employment and income information
• Information about household members
• Surveillance footage where individuals may be identifiable
• Technical information such as IP addresses when linked to an individual

Personal information does not include anonymized or aggregated data.

4. Personal Information We Collect

Information is collected directly from individuals and, where permitted by law, indirectly through third parties.

A. Tenants and Rental Applicants

• Identification and contact information
• Social Insurance Numbers (only where legally permitted)
• Financial and credit information
• Employment and reference information
• Background screening where permitted
• Property access records
• Common-area surveillance footage
• Limited medical or accessibility information when required

Surveillance systems are used only for safety and property protection and never within rental units.

B. Visitors and Guests

• Name and resident being visited
• Common-area surveillance footage

C. Website Users and General Inquiries

• Information submitted via forms or email
• Technical data such as IP address and browser type

5. Use of Personal Information

• Processing rental applications
• Verifying identity
• Administering tenancy relationships
• Managing payments and maintenance
• Communicating with stakeholders
• Ensuring safety and security
• Providing accommodations
• Meeting legal obligations

Rental decisions are not made solely through automated processes.

6. Disclosure of Personal Information

We do not disclose personal information without consent unless legally permitted.

• Service providers under confidentiality agreements
• Property owners for tenancy administration
• Legal or regulatory authorities
• Business transaction parties subject to safeguards

7. Cookies

Cookies are used to support site functionality and analytics. Disabling cookies may impact site performance.

8. Cross-Border Transfers

Information may be processed outside Canada and subject to foreign laws.

9. How We Protect Personal Information

• Restricted access controls
• Secure digital systems
• Confidentiality agreements
• Privacy incident response procedures

10. Retention of Personal Information

Information is retained only as long as necessary and securely destroyed afterward.

11. Your Rights and Consent

• Request access
• Request corrections
• Withdraw consent (subject to limitations)

12. Updates to This Privacy Policy

This Policy may be updated periodically. Changes will be communicated appropriately.

13. Contact Us and Complaints

Privacy Officer
ROI Property Management
2-24 Maple Ave
Barrie, Ontario L4N 7W4

Phone: +1 (833) 764-7622
Email: Privacy@roipm.ca