Tribe Management Inc provides a variety of services to the public, including, but not limited to property management and rental, commercial and condominium properties management. In the course of providing these services, Tribe Management Inc may collect certain personal information about its clients with their consent.
What is personal information?
For privacy purposes, personal information means information about an identifiable individual. This can include name, home address, email address, phone number, age, income, credit history, or other financial information, credit card information, personal preferences, and other information about his or her family. Personal Information does not include the name, title, business address, or telephone number of an employee of an organization.
Why do we collect personal information?
At Tribe Management Inc we may collect, use and disclose information respecting the Strata Corporation, including personal information respecting any Owner for any and all purposes related to the management, maintenance and administration of the Strata Corporation and for such other purposes as are appropriate in connection with the performance of the duties of the Agent respecting the affairs of the Strata Corporation, including the provision of documentation and information as required by the Act to facilitate the sale of any rental, commercial and condominium property lot which shall include its distribution to the Owner’s real estate licensees, potential purchasers, purchasers and their conveyancers, governmental authorities, Owners’ mortgagees or other authorized requestors in accordance with the Act.
What personal information do we collect at Tribe Management Inc?
Tribe Management Inc gathers personal information in order to provide you with the services you have requested or that you have agreed to via your Strata/Condo Council or Board. This includes owner’s names (business and/or personal), resident’s and tenant’s names, mailing addresses, non-resident addresses, alternate home addresses, phone numbers, and email addresses.
We may collect banking information, charge details (rental, commercial and condominium property fees, lockers, parking etc), special levy contributions, NSF information, payment history and fines issues. This could also include vehicle registration and insurance details and mortgage companies. Credit card information may be collected for realtors, lawyers and conveyancing, and credit agency information for rental buildings.
If you visit our website, we do not collect personal information through our site unless you provide it via a form or newsletter sign up.
How does Tribe use your information
We use personal information for the following:
To communicate with you in order to provide you with our services.
To identify and communicate with you in order to provide you with our services
To enable us to respond to emergency situations
For collecting monthly fees or other fees approved by owner
For management of services rendered to you – ie. rental, commercial and condominium property management or accounting software
For inclusion in documentation relating to your particular unit
To meet all regulatory, legislated or contractual requirements
We will only use personal information for the purpose that we have disclosed to you. If we want to use your information for a different purpose, we will notify you and ask for your consent first.
How does Tribe collect this information?
Tribe Management Inc collects this information with consent via agency agreements and the signing of forms by owners, such as, Form Bs and PAD agreements, with owners providing basic information. There may be periodic requests for information forms sent out to update records, through lawyers/notary at time of conveyancing, fee schedules, fine letters and similar rental, commercial and condominium property management correspondence.
With whom may Tribe share your information
(i) Tribe employees
(ii) Tribe Management third-party suppliers
Obtaining your permission
Except where authorized or required by regulatory, legislated or contractual requirements, we will not collect, use or disclose your personal information unless you have provided us with your consent. We will only request the information that we need for the purposes that we have identified to you. You may withdraw your consent to our collection, use or disclosure of your personal information upon receipt of reasonable and written notice. However, contractual or legal restrictions may override any such request.
Disclose of information
Data collected is inputted into software programs for the purpose of management services – ie. Tribe Home, Yardi, Condo Manager and Clockwork. On-site staff or contractors such as concierge or building managers may have access to owner information.
We may be asked to disclose information:
(i) When required by law
The type of information we are legally required to disclose usually relates to government tax reporting requirements. In some cases, however, such as under a court order, we may be required to disclose certain information to persons specified in the court order. We will only provide the specific information requested and only upon being satisfied that the authorities have legitimate grounds to request the information.
(ii) When permitted by law
The legislation has provided certain situations where Tribe Management Inc is legally permitted to disclose Personal Information without your consent. Examples include situations involving the collection of debt in arrears, medical emergencies, or suspicion of illegal activities.
How we safeguard information
Tribe Management Inc has extensive controls in place to maintain the security of its information and information systems. Client files are stored according to the sensitivity of the information contained therein. Appropriate controls (such as restricted access) are placed on our computer systems and data processing procedures. Physical access to areas where personal information is gathered, processed, or stored is limited to authorized employees. We will review and upgrade our storage and security systems on a regular basis. This includes all information that may have been transferred to a third-party service provider.
Access to your personal information will be limited to select employees within our organization. Where information must be provided to others, that information will be limited to only that which is specifically required for a particular task.
Accessing and amending your information
As a client, you have the right to access the personal information we keep in your file and you have the right to verify or amend the information if it is shown to be inaccurate. If you would like to view the personal information held in your file or make a change, please make a written request to the Privacy Officer at the address listed below.
Any request that you make should be sufficiently detailed so that we may properly respond to your request. When you make a request, we may insist upon verification of your identity, either by photograph, signature or personally identifying information. This ensures that only you, or someone authorized by you, has access to your file.
Anonymous information and “cookies”
Questions, concerns, and complaints
Maureen McMahon – Privacy Officer
Tribe Management 419-1155 West Pender Street, Vancouver, V6E 2P4
T 604.343.2601 F 604.608.2904