Legal
Privacy Policy
Effective Date: April 9, 2026
This Privacy Policy describes how Next Century Solutions Inc. (“CondoAI”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information in connection with the CondoAI platform and website (condoai.app).
We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA) where applicable, and applicable provisions of the Condominium Act, 1998 (Ontario) governing the handling of corporation and owner records.
1. Information We Collect
We collect the following categories of personal information:
Account Information: Name, email address, phone number, job title, and organization name provided during registration or demo requests.
Platform Usage Data: Actions taken within the platform, feature usage, session data, and access logs associated with your user account.
Condominium Corporation Data: Documents, records, financial data, owner and resident information, meeting minutes, maintenance records, and correspondence uploaded or generated within the platform by authorized users.
Communications: Messages, support requests, and other communications you send to us.
Technical Data: IP addresses, browser type, device identifiers, and cookies used to operate and improve the platform.
2. How We Use Your Information
We use personal information to:
- Provide, operate, and improve the CondoAI platform
- Authenticate users and manage role-based access controls
- Facilitate compliance with the Condominium Act, 1998 (Ontario) and related regulations
- Generate AI-assisted documents, summaries, and compliance alerts on behalf of authorized users
- Respond to inquiries and provide customer support
- Send platform updates, security notices, and service communications
- Analyze usage patterns to improve platform performance
- Meet our legal and regulatory obligations
We do not sell personal information to third parties.
We do not use condominium corporation data to train AI models without explicit consent.
3. Condominium Corporation Records
CondoAI processes condominium corporation records — including owner information, financial records, meeting minutes, and legal documents — on behalf of property managers and boards who are the data controllers for that information.
Access to corporation records within the platform is governed by role-based permissions consistent with the disclosure obligations and restrictions under the Condominium Act, 1998 (Ontario), including but not limited to sections governing status certificates, record inspection rights, and owner privacy.
Property managers and boards are responsible for ensuring their use of CondoAI complies with their obligations under the Condominium Act and the Condominium Management Services Act, 2015 (Ontario).
4. Data Storage and Residency
All data processed by CondoAI is stored on servers located in Canada. We use Google Cloud Platform infrastructure hosted in the Montreal (northamerica-northeast1) region to ensure Canadian data residency for all condominium corporation data.
5. Disclosure of Information
We may disclose personal information to:
Service Providers: Trusted third-party vendors who assist in operating our platform (cloud infrastructure, authentication, analytics), subject to confidentiality obligations and data processing agreements.
Legal Requirements: Where required by law, court order, or regulatory authority, including disclosure to the Condominium Authority of Ontario (CAO) or the Condominium Management Regulatory Authority of Ontario (CMRAO) where legally compelled.
Business Transfers: In the event of a merger, acquisition, or sale of assets, personal information may be transferred to a successor entity subject to equivalent privacy protections.
We do not disclose condominium corporation records to unauthorized third parties. Inter-corporation data is strictly segregated within the platform.
6. Data Retention
We retain personal information for as long as your account is active or as required to provide services. Condominium corporation records are retained in accordance with the record-keeping requirements under the Condominium Act, 1998 (Ontario). Upon account termination, we will provide a data export and delete personal information within 90 days, except where retention is required by law.
7. Security
We implement industry-standard security measures including:
- Encryption in transit (TLS) and at rest
- Role-based access controls with audit logging
- Blockchain-verified document integrity trails
- Regular security assessments
No system is completely secure. We encourage users to use strong passwords and report any suspected security incidents to security@condoai.app.
8. Your Rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Withdraw consent to certain uses of your information
- Lodge a complaint with the Office of the Privacy Commissioner of Canada
To exercise these rights, contact us at: privacy@condoai.app
9. Cookies
Our website uses cookies for authentication, session management, and analytics. You may disable cookies through your browser settings, though some platform features may not function correctly without them.
10. Children’s Privacy
CondoAI is a business-to-business platform not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or platform notification. Continued use of the platform after changes constitutes acceptance of the updated policy.
12. Contact Us
For privacy-related inquiries:
Next Century Solutions Inc.
Operating as CondoAI
Email: privacy@condoai.app
Website: condoai.app