Aquarius Community Privacy Notice

The Owners, Strata Plan LMS3903 ("Aquarius") operates the Aquarius Community portal. Aquarius handles personal information in accordance with British Columbia's Personal Information Protection Act (PIPA), the Strata Property Act where applicable, and other legal obligations.

What Aquarius may collect

Aquarius may collect account and contact information; unit number, civic address and relationship to a unit, including whether a portal user is recorded as an Owner or Renter; registration requests, verification and approval information; owner, renter and occupancy contact records used to administer the portal; amenity and elevator reservations; parking, storage and other property-assignment information; resident requests and contributions; documents, photographs and other files you provide; staff and operational records where applicable; access-control information such as fob/card identifiers, access groups and access status where authorized; waiver and acknowledgement records; and technical/security information such as sign-in events, IP address, browser/device information, failed sign-in information, downloads, exports, View As activity and access to selected sensitive records.

Why Aquarius collects and uses it

Aquarius uses personal information to verify eligibility for the private community portal; connect authorized users to units; administer resident accounts and unit relationships; provide resident services; administer amenities, reservations, waivers, access control and property assignments; communicate with residents and authorized users; respond to requests; operate and maintain the property; keep accountable operational and legal records; protect the portal, residents and community information from misuse; investigate security or operational issues; and meet legal, regulatory, insurance, accounting and business-record obligations where applicable.

Registration verification and unit contacts

Aquarius may maintain owner and renter names, email addresses and unit relationships obtained from authorized strata or strata-management records for portal administration. When a person asks to register for a unit, Aquarius may use those records to verify that the request is associated with the unit and may send limited registration-request information to a contactable Owner of that unit so the Owner can confirm or approve the request. Registration approval requests are not sent to renters or other resident contacts under the current Aquarius registration policy. Unit contact information used for this purpose is not made available generally to other residents.

Owner and Renter designation

Aquarius records the unit relationship selected or otherwise legitimately established for a portal user, including Owner or Renter. This designation is separate from the user's portal security role and may be used for registration administration, unit-specific services, communications, amenity or waiver workflows, and other purposes reasonably connected with the person's relationship to the unit.

Amenity waivers and access

Aquarius may administer Gym, Pool and other amenity waivers electronically. For an electronic waiver, Aquarius may retain the exact waiver/version presented, its validity dates and content hash; the resident and unit associated with the acceptance; confirmation that the resident reached the end of the waiver and acknowledged reading it; acceptance of the waiver terms; acceptance and interaction timestamps; waiver-reminder dismissals; IP address; browser/device information; and a cryptographic hash of the portal session identifier rather than the raw session token. These records may be used to determine amenity-access eligibility and to maintain evidence of the waiver process. Aquarius may also use authorized access-control records to validate or administer amenity-access status.

Sources of information

Information may come directly from you; from the Strata Corporation's owner, tenant and occupancy records; from records supplied by the authorized strata-management agent; from an Owner responding to a registration-verification request; from Aquarius staff, management or council members acting within authorized duties; from contractors or service providers performing authorized work for the strata; from the strata's access-control and building-operation systems; and from other existing strata records where the collection and use are permitted.

Who may see information

Access is role-based and limited to people who need the information for an authorized Aquarius purpose. A unit Owner may receive limited information about a registration applicant where reasonably necessary to verify or approve that applicant's association with the unit. Information may also be disclosed to service providers that support the portal or strata operations, professional advisers, insurers, regulators, law enforcement or other parties where the disclosure is authorized or required by law. Aquarius does not sell personal information and does not make private portal information available to advertisers.

Audit and activity records

Aquarius keeps change history for important operational records and a limited activity history for security-sensitive actions. These records can include who performed an action, when it occurred, the record affected, old and new values where appropriate, IP address and browser/device information. Ordinary navigation and routine page clicks are not intended to be logged as a comprehensive browsing history. Passwords, authentication tokens and raw session identifiers are not intentionally stored in audit history.

Accuracy, safeguards and retention

Aquarius takes reasonable steps to keep personal information accurate and uses administrative and technical safeguards appropriate to the sensitivity of the information. Information is retained only as long as reasonably necessary for the purpose for which it was collected or for continuing legal, security, insurance, evidentiary, audit or business-record requirements. Registration decisions, access-control records, waiver acceptances and related audit evidence may be retained longer where reasonably necessary to establish, exercise or defend legal rights or preserve accountability. Information used to make a decision directly affecting an individual will be retained for at least the period required by applicable law. Information that is no longer required should be securely destroyed, erased or anonymized where appropriate.

Consent and withdrawal

Where Aquarius relies on an individual's consent, the individual may withdraw that consent on reasonable notice, subject to legal and contractual limits. Withdrawal does not require Aquarius to delete information that it is legally entitled or required to retain, and it does not prevent collection, use or disclosure that is otherwise authorized by law. Depending on the information or service involved, withdrawal may limit the person's ability to use optional portal features or amenities. Aquarius will explain material consequences where appropriate.

Access, correction and questions

Individuals may request access to their personal information or ask Aquarius to correct information that is inaccurate, subject to applicable legal exceptions. Questions, access/correction requests, requests concerning withdrawal of consent, or privacy complaints may be directed to:

Tino Varelas — Privacy Officer, Strata Council, Strata Plan LMS3903

privacy@theaquarius.ca

Aquarius may update this notice when its information practices materially change. A new version may require users to acknowledge the updated notice.