Privacy Policy

Account information. Name, email address, role, and unit association, provided when you create an account or are invited into a community.

Community records. Content that you or your community’s administrators add to the platform: documents, announcements, maintenance requests, violation records, form submissions, registry entries, bookings, and messages.

Billing information. Payments are processed by our payment provider. We don’t store full card numbers on our systems.

Usage data. Standard technical information such as log data, device and browser type, and interactions with the service, used to keep the platform secure and improve it.

We use your information to provide and operate the service, including delivering notices and emails your community sends, processing subscriptions, providing support, keeping the platform secure, and improving how it works. We don’t sell personal information.

EZ is community software, so some information is visible to others in your community by design and according to role. For example, your community’s managers and council can see the records that relate to your unit, and directory or contact information may be visible where your community chooses to publish it. Owners and tenants see their own community and their own unit’s records, and not other units’.

We share information with service providers who help us run the platform: cloud hosting and database infrastructure, payment processing, email delivery, AI document processing, and analytics. These providers process information on our behalf and under contractual obligations. Some providers may store or process data outside of Canada.

Some features use AI to propose information for a person to review, such as suggesting a title and category for an uploaded document or structuring a bylaws PDF into a registry. Documents are processed to generate those suggestions, and nothing is saved to your community’s records until a person reviews and confirms it.

We retain community records for as long as the community’s account is active, because those records are the point of the product. Your documents and records are yours: you can download your documents anytime, and we’ll provide a full export of your community’s records on request. When an account is closed, we delete or de-identify personal information within a reasonable period, except where we’re required to keep it.

The service is cloud-hosted and encrypted in transit, with role-based access enforced down to the unit level. No system is perfectly secure, but we treat access control as a core product feature, not an afterthought.

We use cookies needed to keep you signed in and, where enabled, privacy-respecting analytics to understand how the site and product are used.

You can access and correct your account information in the app. Subject to applicable law, you may request access to, correction of, or deletion of your personal information by contacting us. Note that many community records are controlled by your strata or condo corporation, which may have its own legal obligations to retain them.

If we make material changes to this policy, we’ll update the date above and communicate the change. Questions about privacy? Contact us.