VIS4643 Strata Corp Privacy Policy

Approved BY: Name: Mountianview Strata Council Maintain Privacy and Access Owners Stata Lots Apppsvsl Date: October 21 ,2018 Review Date: Purpose: These guidelines will help Mountainvieyr stlg!^c.3uncil and strata agents in discharging their duties under the strata property Act (.'spA\") in a manner that respects the privacy of owners ano tenanis under the B.c. Perional lnformation Protection Act (\"P|PA') and that promotes transParency Stata ProPerty Act (SPA) property Act require a strata corporation to collect, use Sections 35 and 36 of the Strata and disclosure of the following: 1. A list of owners, with their strata lot addresses, mailing addresses if different, strata lot numbers as shown on the strata plan, parking stall nurnbers, if anY, and unit entitlements; 2. Names of tenants; and 3. Each council member's telephone number or some other method by which the council member r\"V U\" contacted at short notice, as long as that method is not ilhib,t\"Jby the Oyir*t T.!is information, although personal information' must be provided to: (1) b*n\"r; (2) a tenant who has been assigned a landlord's right to inspect and obtain copies of docrm\"nts; and (3) a person authorized in writing by an \"n o*n\"t or a tenant (with a right to inspect)' property Act governs lnformation certificates (Form B's). Some of section 5g of strata the information required in the Form B is personal information' -Fot 1. the monthly strata fees payable by an owner; \"*rrple: Z. iiy , orntt a strata lot owner owes to the strata corporation; S. agreement under which the owner takes responsibility for \"d, expensei relating to alterations; and 4. anyamount an owner is obligated to pay in future for a special levy' Sections 115 and 116 of the strata Property Act deal with personal information' These sections require the strata corporation to oiscrose whether an owner owes money or the strata rot is subject to a strata corpoiation rien. section 146 of the strata Property Act requires the strata corporation to collect personal information about a tenant'

Name: Approved By: Mountianview Strata Council Maintain Privacy and Access Owners Stata Lots Approval Date: October 21 ,2018 Review Date: DEFINITION OF \"PERSONAL INFORMATION Mountianview recognises and follows the definition of personal information as defined by PIPA to be information about an \"identifiable individual\" and includes things such as name, age, weight, height, home addresS, hOme phone number, race, ethniC origin, sexual orientation, medical information, marital status, religion, finances, education and employment, as well as factual accounts or opinions about that individual. For example, one owner's opinion of another owner would be the personal information of the person being described. Mountianview Council Process: Mountianview collects maintains, the common types of personal information that include: . name, address and Phone number . banking or credit card information . elTlergency contact information . owner/tenant's insurance particulars . names of family members living with an owner or occupying the strata lot . debts owed to the strata corporation by an owner . vehicle license numbers Mountianview acknowledges that PIPA gives owners and tenants the right to: . be told the purpose for a strata corporation's collection, use or disclosure of their personal information; . expect a strata corporation to collect, use or disclose personal information for purposes that are reasonable and appropriate; . know who in the strata corporation is responsible for protecting personal information; . expect a strata corporation to protect persona! information by taking appropriate security measures; . expect that the personal information a strata corporation uses is accurate and complete for the purpose for which it was collected; . request acc€ss to their personal information held by the strata corporation; . request their personal information be corrected; and . have their complaints about how a strata corporation handles personal information addressed.

Name: Approved By: Maintain Privacy and Access Mountianview Strata Council Owners Stata Lots Approval Date: October 21 ,2018 Review Date: Mountianview follows the PIPA requirements for a strata corporation to: . designate someone to be accountable on the strata corporation's behalf for its compliance with PIPA; . obtain the consent of owners and tenants before it collects, uses or discloses personal information (except in circumstances where consent is implied or is not required); . tell owners and tenants upon request why personal information is being collected, how it is being used and to whom it has been disclosed; . use, disclose and retain personal information only for the same reasonable purposes for which it was collected (unless fresh consent is obtained for a new use or disclosure); . ensure that personal information it collects is accurate and complete for the purpose for which it was collected; Mountianview follows the PIPA requirements for a strata corporation to: (Gont.) . respond to requests for persona! information completely and without delay; . have personal information policies that are clear, understandable and readity avaitable; and . destroy, erase or make anonymous personal information about owners and tenants that the strata corporation no longer needs for the purpose for which it was collected and for legal or business purposes. This Strata corporations should only collect the minimum amount of personal information that is reasonable for it to fulfil! its obligations under SPA and other relevant !egislation. For example, some of the legitimate purposes for the collection of personal information by a strata corporation will be so that it can properly identify owners and tenants and to facilitate communication with them.

Name: Approved By: Maintain Privacy and Access Mountianview Strata Council Owners Stata Lots Approval Date: October 21 ,2018 Review Date: COLLEGTION OF PERSONAL INFORMATION WITH CONSENT There are two types of consent: express and implied. \"Express consenf' means that the individua! specifically consents either orally or in writing to the strata corporation collecting, using or disclosing his or her personal information for specified purposes. \"lmplied consenf is considered to be given when an individual, knowing the purpose for the collection of his or her personal information, voluntarily gives the information to the strata corporation. lf a strata intends to obtain the express consent of an individual to collect his or her personal information, the individual's consent must be obtained prior to the personal information being collected. It is generally a good practice to seek and obtain the express consent from owners or tenants to collect any personal information since this enhances transparency and fosters trust. Stata Property ACT (SPA) Permit entry to strata lot: 7 (1) An owner, tenant, occupant or visitor must allow a person authorized by the strata corporation to enter the strata lot (a) in an emergency, without notice, to ensure safety or prevent significant loss or damage, and (b) at a reasonable time, on 48 hours'written notice, to inspect, repair or maintain common property, common assets and any portions of a strata lot that are the responsibility of the strata corporation to repair and maintain under these bylaws or insure under section 149 of the Act. (2) The notice referred to in subsection (1) (b) must include the date and approximate time of entry, and the reason for entry.

Name: Approved By: Maintain Privacy and Access Mountianview Strata Council Owners Stata Lots Approval Date: October 21 ,2018 Review Date: Mountianview Council Process: lf a council member is notified of or becomes aware of an emergency; follow the below steps to ensure a consistent approach that shows respect of privacy. 1. ln case of Owners Safety or Prevention of Significant loss or damage: a. Owners Safety- Call 911, report type of emergency. Do not enter unit without another member of council and/or police. b. Fire- pull nearest fire alarm, call 91 1. Do not enter unit and start alerting others for evacuation of building. c. Water-Turn off main water valve to prevent significant damage, notiff other council members and owners. 2. Entering unit at a reasonable time and with a 48 hour notice: a. Notice must be given (48 hours) in writing, that includes date and approximate time of entry and reason. b. Do not enter unit without another council member and the key holder. c. Key holders could include, family, friends or responsible person that the owner has approved of and given a key.