This policy describes the processes 1515435 Ontario Limited o/a Woodland Court has in place regarding the personal information it collects, uses and discloses in compliance with applicable privacy legislation (collectively "Privacy Law").
This Privacy Policy may be updated from time to time. An individual may obtain the most up to date version of this Policy by contacting us at the address set out below.
This Privacy Policy outlines how we manage personal information and safeguard individual privacy during our business operations in accordance with Privacy Law.
For the purposes of this Privacy Policy, personal information means information about an identifiable individual. For example, an individual's name, birth date, address and personal email address is personal information.
The confidentiality of personal information is an important part for Woodland Court. While it is a reality of doing business that we collect personal information, we are committed to doing so in a manner which complies with Privacy Law. The following concepts are at the foundation of Woodland Court’s approach to privacy protection as it relates to our existing residents and prospective residents;
As a landlord, we are required to assess potential residents for their suitability as residents and collect the necessary basic information should they become residents. Like all landlords, we collect, use and disclose personal information in order to serve our residents needs/expectations, ensure the safety, security and reasonable enjoyment of the leased premises for each resident, and to collect rents and other fees.
Woodland Court will confirm the information provided, check references and conduct a history check of each prospective resident. This could include following up with other individuals identified during the course of these inquiries as having relevant information (e.g., a person identified by a reference provided to us). We may also contact appropriate public sources or a credit agency and/or a consumer reporting service for information about an individual's suitability as a resident. The types of personal information we may collect include name, address, electronic address(es), telephone numbers, income or other identifying information, such as driver's license or date of birth. Information obtained during a tenancy may be used for purposes of enforcing any term of the Land Lease Agreement and to obtain a consumer report in the event the resident is in arrears of rent or wishes to renew their Land Lease Agreement. Woodland Court does ask for and collect personal information on visits to our website on a voluntary basis for purposes of providing more information on tenancy in our community, obtaining and determining the needs of prospective residents, and to obtain reservations for land leasing/mobile home sales.
Consent to use the personal information supplied by prospective residents is provided by means of a signature(s) on the "Land Lease Rental Application" form. By signing the Land Lease Rental Application, the applicant gives permission to the landlord or its agent to perform credit checks, to contact current and previous employers, landlords and references, or to take any other reasonable steps to assess the Land Lease Rental Application for credit worthiness. Additional consent is granted by signing the Land Lease Agreement, if accepted to become a new resident. If a resident applicant withdraws consent or refuses to provide certain personal information requested, it likely will mean that we cannot provide the applicant with a Land Lease within the community. There may be situations where we collect personal information without the resident's express consent, such as in the case of an emergency where we believe the resident would consent if asked and it is impractical to obtain consent (e.g., information obtained by a relative about an absent resident), access public sources (i.e., government, court or tribunal records) or to investigate a breach of the Land Lease Agreement or contravention of the law.
Personal information is collected only for the purposes set out herein and not indiscriminately. If we require information for any purpose not specified herein, we will, unless otherwise permitted or required by applicable law, notify the owner of the information of the new purpose and, subject to their consent, that new purpose will become an identified purpose. Woodland Court will only collect personal information by fair, lawful means.
Personal information will not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as may be permitted or required by applicable law. We will only disclose personal information as permitted by law. We do not sell or transfer any personal information outside of Woodland Court other than where explicit reference is made and approval obtained at the time the personal information is provided, or passing that information to third parties is necessary to provide the information or service requested. Where we disclose personal information to a third party, we obligate that third party to use and take steps to protect personal information in a manner consistent with the provisions of this Privacy Policy. Park has guidelines and procedures in place for the retention and destruction of personal information, considering legal requirements and restrictions. Personal information that has been used to decide about an individual will be kept for a reasonable time period to permit access to the information by the individual following the decision having been made. Information that does not have a specific purpose, or that no longer fulfils its intended purpose, will be destroyed in a secure manner.
We will strive to keep personal information as accurate, complete and up to date as necessary, considering its use and the interests of the individual. Personal information will only be updated when necessary to fulfill the purposes specified. We can help identify what records we might have about an individual as well as help explain any information that is not understood such as short forms, technical language, etc. We will need to confirm an individual's identity if we do not know who they are, before providing them with this access. If an individual believes there is a mistake in the information that we have on file, they have the right to request a correction although they may be asked to provide documentation. Where we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we have made a mistake, we will still agree to include in our file a brief statement from the individual on the matter and we will forward that statement to anyone else who received the earlier information. We rely on individuals to disclose all material information to us and to inform us of any changes required. With proof of entitlement, a request to correct information in our possession may be made by contacting the Property Manager at the address set out below. Because the right to access information is not absolute, Woodland Court may decline access to information that we have under our control for reasons such as:
We retain personal information for the purposes described in this Privacy Policy. Personal information is stored at our offices in Canada. Access to your personal information is limited to our employees, and service providers who need access in order to perform their job or provide services to us. We apply appropriate safeguards to our computer networks and physical files, and we restrict access to personal information to those at Woodland Court who need to know that information in order to complete their job. Banking information provided for the purpose of paying lease rent or fees by electronic banking is encrypted through software supplied by the banking industry.
To make a formal complaint about our privacy practices, or for more general inquiries, requests may be made by email to our Property Manager at woodlandcourtpark@gmail.com or by phone 226-747-5154. The Property Manager will acknowledge receipt of the complaint, ensure that it is investigated promptly and provide a formal decision and explanation by email or phone.