Privacy Policy.

The organization responsible for your information

Sentinel Property Services Inc. is a company incorporated in British Columbia, Canada under incorporation number BC1584498. SENTiNEL Property Group is an operating name of Sentinel Property Services Inc.. References to "SENTiNEL", "we", "us", and "our" mean Sentinel Property Services Inc..

Which privacy law applies

Sentinel Property Services Inc. is incorporated in British Columbia and handles personal information in British Columbia, so this policy is written to the province's Personal Information Protection Act (PIPA), SBC 2003, c. 63. The federal government has declared PIPA substantially similar to the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

PIPEDA continues to apply to personal information that crosses a provincial or national border in the course of commercial activity. The section below on service providers and cross-border processing describes where that happens.

Our commercial email is governed separately by Canada's Anti-Spam Legislation (CASL), covered in its own section.

Privacy Officer

We have designated a Privacy Officer who is accountable for the personal information under our control and for the practices described in this policy. The Privacy Officer receives access requests, correction requests, and complaints.

The Privacy Officer can currently be reached through our contact page or at info@sentinelpropertygroup.ca.

TODO: name the individual holding the Privacy Officer role and publish a direct contact for that role. PIPA requires one or more designated individuals and that their contact information be made available on request. The general inbox is a stopgap, not the named officer.

What we collect

We collect personal information through two forms on this website: the contact form, and the building details form used for a fuller intake. Not every field is required, and you decide how much of the building detail to give us. The categories below list everything the forms collect.

Who you are and how to reach you

Name, email address, phone number, organization, role, and preferred contact method. Collected so we can answer your inquiry through the channel you chose and know which building and organization you speak for.

What you asked us about

Message content, service interests, timeline, and decision stage. Collected so we can scope a response and prepare for a first conversation.

The building

Building name, property address, city, unit count, and building type, where you provide them on the building details form. Collected so we can determine whether the property is inside our service area and what an assessment would involve.

How you reached us

Lead source, form name, the page path you submitted from, and the five campaign parameters carried in a link you followed (utm source, medium, campaign, term, and content). Collected so we can tell which pages and campaigns generate inquiries and route the submission to the right internal workflow.

Your consent record

Whether you checked the email consent box, and the date and time you did. Collected so we can show consent was given if we are asked to.

Website analytics and cookies

If you allow analytics through the cookie banner, we collect information about how pages on this site are used. You can change or withdraw that choice at any time through the banner. We do not sell cookie data and do not share it for advertising.

The site also measures its own page performance. Those measurements are about pages, not about people.

Purposes, and collection limited to them

We collect, use, and disclose personal information for the purposes stated beside each category above: answering your inquiry, determining whether a property is inside our service area, scoping and delivering inspections, assessments, oversight, and the building record, communicating with you about your building, understanding which pages and campaigns generate inquiries, and meeting legal obligations.

PIPA limits collection to what a reasonable person would consider appropriate in the circumstances. If we later want to use information for a purpose not described here, we will identify that purpose and seek your consent first, unless PIPA permits the use without it.

How consent works

You give express consent when you submit a form and, for email, when you check the consent box. Consent is deemed under PIPA where the purpose is obvious and you voluntarily provide the information: giving us your phone number so we can call you back is an example.

We do not require you to consent to collection beyond what is necessary to provide what you asked for.

Withdrawing consent

You may withdraw or vary your consent at any time by contacting the Privacy Officer, subject to legal or contractual restrictions and on reasonable notice. We will tell you the likely consequences before the withdrawal takes effect, since some of our services cannot be delivered without the information they depend on.

Withdrawing consent to commercial email is separate and immediate. See the CASL section.

Use, disclosure, and retention

We do not sell, rent, or trade personal information. We disclose it only to the service providers described below, to a licensed trade or registered professional where that is needed to act on a finding at your building and you have asked us to coordinate the work, and where PIPA or another law requires or permits disclosure.

We keep personal information for as long as it is needed for the purposes above and for the period we are required to keep business records. Consent records for commercial email are kept so we can demonstrate consent. When information is no longer needed for either reason, it is deleted or anonymized.

Building records, photographs, and findings are kept as the continuous record of the building. Those records are about the property. Where they contain personal information, this policy applies to it.

Building data used across our client base

The structured record we build for each building is designed to let us compare conditions across the buildings we work on, so that patterns in how systems fail become visible. Any comparison of that kind is done with building and system data. It does not use your name, contact details, or unit.

Accuracy and correction

We keep personal information accurate and complete to the extent necessary for the purposes we use it for. You may ask us to correct an error or omission at any time. Where we make a correction, we annotate the record. Where we do not, we annotate the record with your requested correction and tell you why we declined.

Access to your information

On written request, and once we have verified who you are, you may ask us for:

• Confirmation of whether we hold personal information about you • A copy of that information • An account of how it has been used, and to whom it has been disclosed • A correction, as described above

PIPA requires us to respond no later than 30 business days after receiving the request, with limited extensions the Act allows. If we cannot give you access, we will tell you why and how you can ask the Commissioner to review that decision.

Security

We protect personal information with safeguards proportionate to its sensitivity:

• Encrypted transmission over TLS, access controls, and hosted infrastructure that we do not administer at the operating-system level • Access on a need-to-know basis, and internal practices that limit who can read submissions • Restricted physical access to any premises where information is handled

No system is immune from compromise. If personal information under our control is involved in an incident that could reasonably be expected to cause you significant harm, we will notify you and the Office of the Information and Privacy Commissioner for British Columbia, and we will describe what happened, what information was involved, and what we are doing about it.

Complaints

If you are dissatisfied with how we handle your personal information, contact the Privacy Officer first so we can investigate and respond. If our response does not resolve the matter, you may ask the Office of the Information and Privacy Commissioner for British Columbia to review it.

Service providers we use

Contact form submissions are stored in the database behind this website and are emailed to us. Our building intake form is hosted by ClickUp, which processes and stores what you enter on our behalf and also receives inquiries we route into our internal workflow. Email delivery, website hosting, and analytics are likewise handled by providers under contract to us.

Providers are given only the information they need to perform their function for us, and are required to protect it and to use it only for that function.

Cross-border processing

ClickUp is not a Canadian company, and information you enter into the intake form, or that we route into ClickUp from an inquiry, may be stored and processed outside Canada, including in the United States. Once information is outside Canada it is also subject to the laws of the country it sits in, including lawful access by authorities there. Using the intake form is your acknowledgement of that transfer. If you would rather not have your information leave Canada through that route, use the contact form or email us instead and say so.

TODO: confirm the hosting region of our own database and state it here. If it is outside Canada, this section must say so plainly rather than describing only ClickUp.

Consent for commercial email

We ask for express consent before sending commercial electronic messages. When you submit a form and check the consent box, you are opting in to email about your inquiry and about our inspection and oversight services. We do not add addresses to a mailing list from any other source.

Consent records

When you submit the contact form or request a council presentation, we record whether you gave consent along with the date and time. We keep those records because CASL places the burden of proving consent on the sender.

Withdrawing consent to email

You can withdraw consent to commercial email at any time. Emails carry an unsubscribe link, and you can also write to info@sentinelpropertygroup.ca. CASL allows up to 10 business days to give effect to a withdrawal, and we act on requests as soon as we receive them.

Sender identification in our email

Our email footer is built to identify Sentinel Property Services Inc. by legal name, print a mailing address, and carry an unsubscribe link, which is what CASL requires of a commercial electronic message. TODO: no mailing address has been supplied for that footer yet. A street address, post office box, or general delivery address must be supplied, and must stay reachable for at least 60 days after each send, before any commercial email goes out.

Openness

This policy is published on this website and is available at any time. It carries an effective date and a revision history so you can see when it last changed.

Changes to this policy

We may update this policy as our practices change. Updates are posted on this page with a new effective date and a revision-history entry. Where a change materially affects how we use information we already hold, we will seek consent for that use rather than rely on the posting alone.

Reach the Privacy Officer

Questions about this policy, access requests, correction requests, and complaints can be sent through our contact page or by emailing info@sentinelpropertygroup.ca.

If our response does not resolve the matter, you may ask the Office of the Information and Privacy Commissioner for British Columbia to review it. Where a matter concerns information transferred outside Canada, you may also contact the Office of the Privacy Commissioner of Canada.