Why Arcturus Realty Corporation Collects and Maintains Personal Information
The collection of personal information is integral to Arcturus Realty Corporation’s role as a manager of property. In such circumstances, if we did not collect personal information we could not provide our services to you or your organization and administer client databases.
What Personal Information is Collected
“Personal information” is any information that is not publicly available and identifies an individual, or by which an individual’s identity could be deduced. For example, in performing certain aspects of our property management and other services Arcturus Realty Corporation collects the names, postal addresses, telephone numbers and e-mail addresses of individuals. Please note that “personal information” does not include either aggregate information used for statistical purposes that does not allow an individual to be identified, information about a visit to the Arcturus Realty Corporation Web site which is not linked to an individual, information about a computer’s operating system and web browser software (this technical information is verified to ensure that the Arcturus Realty Corporation Web site is optimized to serve our customers) or, the name, title, business address or phone telephone number of an employee of an organization.
How Personal Information is Collected
Wherever possible Arcturus Realty Corporation collects personal information in a direct active fashion via the execution of applications, forms and other similar documentation.
How Consent is Obtained
In most cases, Arcturus Realty Corporation obtains consent in writing to its collection, use, or disclosure of personal information. In some limited circumstances, Arcturus Realty Corporation may accept oral consent or consent may be implied through conduct. Consent can be withdrawn at any time by following the directions at the end of this policy.
Use and Disclosure of Personal Information
Personal information provided to Arcturus Realty Corporation will remain confidential to Arcturus Realty Corporation and its affiliates, agents and business partners. All of Arcturus Realty Corporation’s approved agents and business partners are required to provide a level of privacy protection comparable to that provided in this policy and are not permitted to use personal information for any other purpose.
Arcturus Realty Corporation does not sell, rent or trade in personal information.
Arcturus Realty Corporation retains personal information for only the period of time, which is reasonable under the circumstances, and once personal information is no longer required, it is deleted.
Arcturus Realty Corporation will disclose personal information:
when required or authorized by law to do so;
when required consent to the disclosure has been obtained; and
where it is necessary to establish or collect fees.
Arcturus Realty Corporation protects personal information by using appropriate security safeguards to prevent unauthorized access, collection, use, disclosure, copying, modification or disposal. Among the steps taken to protect information are:
restricted file access to personal information to only those with a need to know;
deploying technological safeguards like security software and firewalls to prevent hacking or unauthorized computer access;
internal password and security policies;
secure disposal of personal information no longer needed; and
screening and training of personnel together with appropriate contractual arrangements to protect personal information.
Arcturus Realty Corporation cannot, however, guarantee that loss, misuse or unauthorized use will never occur.
Arcturus Realty Corporation should be contacted via the process described at the end of this policy and be advised of changes that need to be made to personal information currently on file about you or your organization.
Access to and Correction of Personal Information
If you wish to access, request a correction to or have Arcturus Realty Corporation discontinue maintenance of any personal information we hold about you or your organization contact us by using the process described at the end of this policy. Summary information is available on request and Arcturus Realty Corporation will attempt to respond to the request within 30 days of receipt. More detailed requests, which require archive or other retrieval costs may be subject to our normal professional and disbursement fees and may require a longer response period.
Arcturus Realty Corporation attempts to ensure that personal information it holds is accurate, complete and up-to-date for the purposes for which it is used. If Arcturus Realty Corporation holds information about you or your organization, which is established to be inaccurate, incomplete or out of date, Arcturus will take reasonable steps to make corrections.
Denial of Access to Personal Information
We may deny access when:
denial of access is required or authorized by law;
information relates to existing or anticipated legal proceedings against you or your organization;
the information was generated as a result of a formal dispute resolution process including a court case;
granting you access would have an unreasonable impact on other people’s privacy, security or proprietary information;
denial of access protects the rights and property of Arcturus Realty Corporation;
the request is frivolous or vexatious or generates costs which are prohibitively expensive.
If we deny your request for access to, or refuse a request to correct information, we shall do so in writing and explain why.
Communicating with Us
You should be aware that any channel of communication, such as e-mail, is not 100% secure, and you should be aware of this when contacting us to send personal or confidential information using e-mail.
On our Web site, like most other commercial Web sites, we may monitor traffic patterns, site usage and related site information in order to optimize our Web service. We may provide aggregated information to third parties, but these statistics do not include any of your identifiable personal information.
When you interact with our Web site, we may use a browser feature, known as a “cookie” (which is a small computer file), to verify non-identifiable information about visitors to our Web site and measure visitor traffic patterns. We do this to maintain the best possible Web site. When you first visit our Web site, the Web site manager may have implemented a program that creates a small computer file stored on your computer’s hard drive. We ensure that the minimum information required is placed in the cookie only so that we can recognize returning Web site visitors. The cookie does not contain personal information and we will not combine information in the cookie with personal information that would enable us to identify you individually. On subsequent visits to the Web site, our server communicates with your computer, reads the cookie, recognizes and confirms that you are a returning visitor. Our server uses this information to provide you with a “short cut” that facilitates the quickest, most efficient and best possible Web site experience.
Most browser software allows you to delete cookies. You should consult your ISP for information on how to delete cookies. This may interfere with our ability to personalize your experience at our Web site and be recognized, or may slow down performance.
Requests for Access
If you have any questions, complaints or wish to access your personal information, please write to our Privacy Officer at:
Arcturus Realty Corporation
191 The West Mall, Suite 1100
Toronto, Ontario, Canada M9C 5K8
Last Update: January 2017