This Privacy Policy (the “Policy”) describes the practices of Holt Meadow Group in relation to the
collection, use, retention, disclosure, and protection of information about an identifiable individual
(“Personal Information”). This Policy applies to Personal Information Holt Meadow Group collects about
users who visit Holt Meadow Group website or use Holt Meadow Group mobile or web applications, and
individuals who apply for a lease, request our services, apply for a job opportunity, visit our rental
properties, or otherwise interact with us. This Policy also applies to Personal Information Holt Meadow
Group collects about visitors to our website, job applicants, residents, occupants, and guarantors under a
lease.
Holt Meadow Group is committed to protecting the privacy of visitors to our website through practices
that limit the collection, use and disclosure of Personal Information to what is necessary for the effective
operation of our business. This Policy was created to inform you of our commitment to protecting your
Personal Information and is based on the fair information principles and relevant requirements contained
in applicable data protection laws. This Policy also includes information regarding Holt Meadow Group’s
compliance with Canada’s Anti-Spam Legislation (CASL).
Personal Information Holt Meadow Group Collects about You and How Holt Meadow Group Uses the
Information
Depending on how you interact with us, Holt Meadow Group may collect Personal Information directly
from you, through automated means, and/or from third-parties or other sources.
The amount of Personal Information collected by Holt Meadow Group is limited to what is necessary for
the identified purpose of that collection.
Holt Meadow Group collects Personal Information you provide to the organization by mail, by email,
over the telephone, through our website or in any other direct manner, for instance when you apply for
a lease, participate in a survey, communicate with us via telephone or email, submit a job application or
upload content to our website or respond to Holt Meadow Group posts on other social media.
For example, Holt Meadow Group collects and use the following types of Personal Information you provide directly to us:
Name and contact information, such as your email address, residential address and telephone number, to communicate with you regarding the administration of your lease or tenancy, job application or other matters relevant to your interactions with us, to inform you by email, phone or mail about our services, events, surveys and other information that may be relevant to you after voluntarily joining our mailing list, and to respond to your request, inquiry or application.
Information pertaining to your lease application, such as your income, rental history, credit history and employment-related information, when required to determine your suitability for a lease, to confirm your income, to record the necessary details to evaluate your credit worthiness, for the ongoing administration of your lease, to process information related to a job application or offer of employment, and the obligations thereunder, and as otherwise required or permitted by applicable law.
Information required as part of your tenancy such as emergency contact information and relevant emergency medical information.
Job application information, which may include some of the information described above, as well as letters of motivation and any additional information provided by you in the application form. We sometimes work with recruitment agencies and job-board websites as part of our talent recruitment strategy. If you apply to a position with Holt Meadow Group through these third parties, relevant PII needed to process your job application may be passed on to us in order to assess your candidacy.
Holt Meadow Group may collect certain types of information using automated means when you visit our rental property, contact us over the phone or interact with our website, including through:
Video surveillance and recordings when you visit some of our rental properties. Holt Meadow Group uses video recordings to protect you, all Holt Meadow Group residents, employees, job applicants and other individuals who visit our rental properties, and to maintain security of these locations, as further described in the “Video Surveillance and Recordings” section.
Audio equipment and recordings when you contact us by phone. Holt Meadow Group uses audio recordings for quality assurance and training purposes, as further described in the “Audio Equipment and Recordings” section below.
Cookies, pixels, and similar technologies when you visit our websites. Holt Meadow Group uses cookies, pixels, and similar technologies to improve the display and content of our websites and to understand how our users interact with our websites. Holt Meadow Group may also use this information for advertising purposes. To learn more about our use of these technologies and how to manage your preferences, please see the “Cookies and Similar Technologies” section below.
Holt Meadow Group may receive Personal Information from third parties, including but not limited to former and present employers and landlords, personal references, and financial institutions when you apply for a lease or position with Holt Meadow Group. In these cases, Holt Meadow Group receives your Personal Information from third party organizations only if Holt Meadow Group has obtained your consent to do so, if you provided your consent to the third party, or if the law requires or permits us to do so.
For example, Holt Meadow Group collects and uses the following types of Personal Information from third parties or other sources:
Contact information provided by yourself to us, current or prospective residents if you are a co-resident, guarantor, or a third-party payor of the rent.
Credit score and credit report from credit reporting agencies when required to evaluate your credit worthiness in connection with your lease application.
Income, employment, and reference verification information provided by former and present employers and landlords, personal references, and financial institutions, all of whom are named by you in documents submitted to Holt Meadow Group so that Holt Meadow Group may contact them as part of the process of evaluating your lease application.
You may request to learn more about the information Holt Meadow Group collects about you and how it is handled, including the categories of persons who have access to that information within our company, how long Holt Meadow Group keeps it and the source of information Holt Meadow Group may collect about you from other businesses, by contacting our Office.
Holt Meadow Group may share your Personal Information with our affiliates, our service providers, credit reporting agencies (only if you apply for a lease), your personal references and former and present employers (if you apply for a lease or a job opportunity at Holt Meadow Group and provide consent to do so). With respect to those who enter into a lease, Holt Meadow Group may share your information with other third parties outside of what is mentioned in the lease in connection with the services requested and/or provided, including (i) determining your suitability for a lease, (ii) the ongoing administration of your lease and the obligations thereunder and (iii) for other legitimate business activities as required or permitted by applicable law.
Examples of the way your Personal Information may be shared by Holt Meadow Group include:
To any co-resident or guarantor or to any third-party payor of your rent if required under your tenancy agreement or related housing agreement.
Through public directories of residents maintained by Holt Meadow Group (e.g., by the front door); only your name and buzzer number will be shared. If you do not wish to be listed in any directories or wish to be described in a particular way, please let us know by contacting the relevant rental office staff.
To credit reporting agencies to evaluate your credit worthiness in connection with an application for lease.
To former and present employers, former and present landlords, personal references, and present banking institution, all of whom are named by you in documents submitted to Holt Meadow Group so that Holt Meadow Group may contact them as part of the process of evaluating your lease or job application which includes verifying your income, employment, and references.
When necessary to enforce the terms of your tenancy agreement, including collection of any judgment that may be obtained against you as a consequence of breach of the agreement.
To providers of any security alarm system, cable television, telephone, telecommunication, internet and internet connectivity, hydro/electricity, water/hot water, gas and/or other similar or related services that are available and outlined in the lease agreement. These third-party providers are restricted to using your Personal Information to fulfill other than for the purpose of contacting you for the provision of such services, and all of whom are disclosed on Schedule “A” of this Policy from time to time.
To governmental authorities when required to comply with our legal obligations. For example, Holt Meadow Group may disclose your Personal Information to Canada Customs & Revenue Agency, to whose attention the T-5 interest income tax information return and/or the NR4 non-resident withholding tax information return is submitted (where applicable).
To our after-hours technology and customer service providers who may have access to such Personal Information incidentally through their administration and servicing of software used by Holt Meadow Group in business operations.
In connection with a disposition of your building, an assignment of your lease agreement, obtaining financing or otherwise as required or permitted by law.
When required in the context of a prospective or completed business transaction, such as a transfer of assets or shares or merger, in accordance with applicable legal requirements. For example, Holt Meadow Group may make your Personal Information available to advisors or (potential) buyers of our business or assets if necessary for concluding the transaction and continuing operating the business.
To process a job application, and where you further consent to such disclosure or as otherwise required or permitted by law.
The collection, use or disclosure of your Personal Information by Holt Meadow Group requires your knowledge and consent. At certain times, your consent for the collection, use and disclosure of your Personal Information may be implied from the way it is collected. For example, when you provide Holt Meadow Group with your Personal Information in connection with a lease or job application, you have implicitly consented to Holt Meadow Group collecting, utilizing, and disclosing your Personal Information in a manner necessary to determine your suitability for, and administer, your lease or to connect with you related to your job application.
Consent may also be expressly provided by you. If Holt Meadow Group collects, uses, or discloses Personal Information for purposes other than those described above, prior to the collection, use and/or disclosure of such Personal Information, unless required to be disclosed by law, you will be informed of and your consent obtained prior to Holt Meadow Group’s collection, use and/or disclosure of that Personal Information. If Holt Meadow Group intends to use and/or disclose Personal Information that Holt Meadow Group previously collected for a new purpose that is not authorized under applicable laws, your consent will always be obtained before Holt Meadow Group uses and/or disclose it for that new purpose.
You may always choose not to supply Holt Meadow Group with your Personal Information. This may impact Holt Meadow Group’s ability to provide you with services.
When Holt Meadow Group obtains your consent, you may request our assistance to better understand the scope of the consent requested either by contacting the relevant rental office or by contacting our Office. Furthermore, previously granted consent may be withdrawn at any time subject to certain legal or contractual restrictions by notifying our Office in writing. Keep in mind that by withdrawing your consent (in whole or in part) to our collection, use or disclosure of your Personal Information, Holt Meadow Group may no longer be able to provide you with the services you requested.
There are certain circumstances where Holt Meadow Group may, or may be required to, collect, use, or disclose your Personal Information without your knowledge or consent.
Those circumstances include: if the collection, use or disclosure without your knowledge or consent is required or permitted by law, the Personal Information is provided to our lawyers, for the purpose of collecting a debt you owe to us or resolving a dispute, in compliance with a subpoena, warrant, or issued order made by a court, person or body with jurisdiction to compel the production of information, or to comply with rules of court relating to the production of records.
Disclosure may also be made to a government institution or investigative body that has made a request for the information and identified its lawful authority to obtain the information.
Various government agencies (e.g., Canada Revenue Agency, Information and Privacy Commissioner, Human Rights Commission, etc.) have the authority to review our files and interview our employees as a part of their mandates. Also, upon our initiative, Holt Meadow Group may also disclose Personal Information without your knowledge or consent if the information is used for the purpose of acting in respect of an emergency that threatens the life, health, or security of an individual, or has been collected when consent is not required.
Holt Meadow Group maintains policies and practices governing the retention and destruction of Personal Information in its possession or custody. Holt Meadow Group retains your Personal Information for as long as it is necessary to fulfill the purposes for which it was collected or used and to comply with applicable laws.
Holt Meadow Group will protect your Personal Information in a manner that is consistent with and appropriate to the sensitivity of that Personal Information. For example, Holt Meadow Group employs physical, technical, and organizational measures to ensure your Personal Information receives an adequate level of protection while it is under our care, including when your Personal Information is transferred to one of our service providers located outside the jurisdiction where you reside. Our handling of your Personal Information will always respect its confidential nature from the time of its collection until its ultimate disposal or destruction.
Holt Meadow Group maintains policies and practices which ensure the protection of your Personal Information. Depending on the volume and sensitivity of the information, the purposes for which it is used and the format in which it is stored, Holt Meadow Group implements a combination of measures to protect your Personal Information, including:
Holt Meadow Group undertakes to use reasonable efforts to maintain the accuracy, completeness and currency of your Personal Information that is held by Holt Meadow Group as is necessary to fulfill the purpose for which it was collected and is to be used. Holt Meadow Group may, from time to time, ask you to confirm the accuracy of your Personal Information for such purpose.
Video equipment may be installed and operating in common areas of our buildings in which our residents’ rental units are located as well as corporate offices. The video equipment may have capabilities such as zoom, or night-vision features. The video equipment may be always operating. Surveillance of the video recordings may occur at any time to ensure the safety of our residents, site staff, contractors, and other visitors to the building.
Photographs may be taken for the administration of business operations or to document incidents.
Holt Meadow Group collects this information to ensure your safety, security, and reasonable enjoyment and that of the other tenants, to ensure you have access to the premises, equipment, and services that Holt Meadow Group has agreed to provide, to preserve Holt Meadow Group’s property and to deter crime.
Where required by law, signs will be posted informing you that video equipment is operating and recording Personal Information about you.
When you contact our customer service helpline, Holt Meadow Group may make audio recordings of its employees, contractors, residents, or other individuals. There are several purposes for making the recordings, which include: situations where there are work-related performance issues in respect of Holt Meadow Group’s role as employer, to ensure the safety of the workplace, for quality control, for training, and to prevent harassment.
Audio recordings may be made during meetings, interviews, or telephone calls between Holt Meadow Group and its employees, vendors, and contractors. Calls made to Holt Meadow Group may also be recorded for training and quality control purposes. Information recorded by the audio equipment may capture communications of any of the following persons: the employer, employee, residents, contractors, and the public.
Access to your Personal Information held by Holt Meadow Group may be requested by contacting the Office in writing. Upon such written request, you shall, to the extent possible and/or were permitted under applicable law: be informed of the existence, use and disclosure of your Personal Information and
be given access to and ensure the accuracy of that Personal Information.
You also have the right to request the rectification of your Personal Information if it is inaccurate, incomplete, or no longer up to date. Depending on where you reside, you may also be entitled to request the rectification or deletions of your Personal Information if our collection, disclosure or retention of such information is not authorized by law.
Any questions with regard to requesting access to, or rectification of, Personal Information or your other privacy rights may be addressed to our Office.
When you visit Holt Meadow Group website(s), Holt Meadow Group may collect and use your internet protocol address to help diagnose problems with our server and to administer the website, to understand how users interact with Holt Meadow Group website, and to gather broad demographic information. Holt Meadow Group may also collect web page choices, browser type, operating system, and time you spend on the site, to help CAPREIT improve your experience.
Holt Meadow Group uses “cookies”, a technology that installs a small amount of information on a website user’s computer, to permit our website to recognize future visits using that computer and to avoid having to register your contact information at each visit. Cookies enhance the convenience and use of our website(s). For example, the information provided through cookies is used to recognize you as a previous user of our website(s), to track your activity on our website(s), to respond to your needs, and to otherwise facilitate your experience on our website(s). You may choose to decline cookies if your browser permits, but doing so may affect your use of our website(s) and your ability to access certain features of our website(s) or engage in transactions through our website(s).
Holt Meadow Group also uses web cookies and pixel tags to track user behaviour on our websites and to compile reports regarding user demographics, and website traffic patterns. Within our applications, Holt Meadow Group may also use analytic tools and automated tracking technology or methods. CAPREIT uses these tools to analyze and enhance the user experience. Please visit our cookie policy for more information.
Holt Meadow Group may use third-party advertising networks to display advertising on our websites or other websites. These advertising networks use cookies or similar technologies to track your navigation habits on our websites and third-party websites to serve you advertising that is customized to your inferred interests and preferences. For example, a cookie may be placed on your computer when you visit a Holt Meadow Group website, which is recognized and used by third-party advertising networks to serve you with a Holt Meadow Group ad when you visit other websites within their advertising network. As described above, you may be able to set your browser to decline cookies. If you decline cookies you may still receive online advertising; however, it may be less personalized. Some advertising networks participate in industry programs that include web pages to visit to opt-out.
Holt Meadow Group may provide links to other websites that are not operated or controlled by Holt Meadow Group. These websites are not governed by this Policy. You should review the privacy policy associated with any linked website prior to visiting the site or providing any information.
Our website(s) are for those who are over the age of majority. Holt Meadow Group does not knowingly solicit or collect any Personal Information from children under the age of majority through our website. If you are under the age of majority, please do not submit any Personal Information through the website. If Holt Meadow Group is notified or discovers that a child under the age of majority has submitted Personal Information to us, Holt Meadow Group will take reasonable steps to delete the information.
Holt Meadow Group reserves the right to change this Policy from time to time. If Holt Meadow Group makes a significant change, Holt Meadow Group Holt Meadow Group will provide a more prominent notice when required by applicable laws. Holt Meadow Group recommends that you periodically review this Policy, which is available on our website, so that you are aware of any changes. Your continued use of our services or website following the posting of any changes to this Policy or after having been informed of such changes shall constitute your acceptance of these changes. The “Effective Date” at the top of this Policy indicates when it was last updated.
Please address any questions or concerns about our compliance with this Policy or our privacy practices generally to our Office by email or at our address.
Below is a list of Third Parties that the Landlord may provide Personal Information to and who may send you CEMs.
Bell Canada
1050 côte du Beaver Hall, Montréal, Québec H2Z 1S4 www.bell.ca
Firetronics 2000 Inc.
550 Alden Rd Unit #110, Markham, ON L3R 6A8
Rogers Communications Partnership
855 York Mills Road, Toronto, Ontario M3B 1Z1 www.rogers.com
We are Holt Meadow Group headquartered at 1 Whitehorse Road, Unit 16-18, Toronto, ON , Canada M3J 3G8 (“we” “our” or “us”). This Policy explains how we use cookies on our website https://www.holtmeadow.ca/. Please do not use our website or services if you are not comfortable with the ways in which we will obtain information about your general internet usage.
A cookie is a small file consisting of letters and numbers that is placed on your computer or other device. Cookies enable our systems to recognise your device. Such recognition helps the efficient operation of our site.
We may obtain information about your general internet usage by using a cookie file that is typically stored on the hard drive of your computer or on your mobile device.
Cookies contain information that is transferred to your computer’s hard drive or mobile device. For instance, when you return to our website after logging in, cookies provide information to our website so that the website remembers you. Cookies help us to improve our website, and to deliver a better, more personalised service.
You can change your web browser settings, so your computer warns you each time a cookie is sent, or to turn off all cookies. Each browser is a little different, so look at your browser “help menu” to learn the correct way to modify your cookies. If you turn off all cookies, you won’t have access to many features that may make your browsing of our website smoother, and some of our services may not function properly.
We use temporary “session” cookies which enable a visitor’s web browser to remember which pages on our website have already been visited, your current location, historical search preferences and/or user ‘favourited’ lists. This information may be used to help us to improve, administer and diagnose problems with our website and server, and provide a relevant, easy to use customer experience.
Cookie data may also be used by our website content management system. Our website may also use other technical methods to track visitor usage, including web beacons. (“Web beacons” are small pieces of data that are embedded in images on the pages of a website.) We may also use these technical methods to analyse the traffic patterns on our website, such as the frequency with which our users visit various parts of our website. These technical methods may involve the transmission of information either directly to us, or to another party authorised by us to collect information on our behalf. Our website uses Google Analytics a web analytics service provided by Google, Inc. (“Google”) to collect anonymous traffic data to our website to help us analyse how users use it and providing other services relating to website activity and internet usage. The information stored in the cookie is transmitted to and stored by Google on servers in the United States and then used to evaluate visitors’ use of our website and to compile statistical reports on website activity for us. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. We will not (nor will we enable third parties to) use this analytics tool to track or collect any personally identifiable information about users of our website. For further information on the privacy of Google Analytics data please visit https://policies.google.com/privacy.
We may also use these technical methods in HTML e-mails that we send in reply to visitor queries and users of our website to determine whether such visitors have opened those e-mails and/or clicked on links in those e-mails. We may collect the information from use of these technical methods in a form that is personally identifiable.
Some cookies that have been set on our website may not be related to or controlled by us. When you visit a page with content embedded from, for example, Twitter or Facebook, these service providers may set their own cookies on your web browser. We do not control the use of these cookies and cannot access them due to the way that cookies work, as cookies can only be accessed by the party which originally set them. You should check the third-party websites for more information about these cookies.
You may refuse or limit the use of cookies by selecting the appropriate settings in your web browser. For further information about how to manage cookies, and how to clear previously set cookies, please refer to the “Help” function in your browser. Consequences of turning off all cookies: you may not have access to features that would make your browsing of our website smoother, and some services may not function properly.
For your convenience, these are external resources to help you learn about and control cookies:
The following are the terms of use (the “Terms”) that govern the use of this website (the “Website”). By using the Website, you agree to be bound by the Terms as revised or updated from time to time, including without limitation, the Privacy Policy posted on the Website as revised or updated from time to time, and any other usage guidelines and rules that may be posted from time to time, all of which are incorporated herein by reference, as well as all applicable laws and regulations governing the Website. If you do not agree, please do not enter, or use the Website.
Holt Meadow is the owner or authorized user of all intellectual property rights on the Website and all content displayed on the Website. All information at the Website is protected under the copyright laws and other intellectual property laws of Canada and other countries. You may display on your computer, download, and print pages of the Website, provided: (i) the words “copyright Holt Meadow” appears on all material that is so printed; (ii) the information will not be altered in any manner; and (iii) your use of such pages is only for personal and non-commercial use. Other than in accordance with the foregoing, no one has permission to copy, redistribute, reproduce, or republish in any form, any content displayed at the Website.
All trademarks, logos, and service marks (the “Trademarks”) displayed on the Website are registered and unregistered trademarks of Holt Meadow and others and may not be used by you in any way without the express written permission of Holt Meadow or the owner of such Trademark.
You are prohibited from posting or transmitting to or from the Website any unlawful, threatening, libelous, defamatory, obscene, pornographic, hateful, malicious, or other material that would violate any applicable law, or otherwise be in violation of the intellectual property rights of others.
Holt Meadow welcomes ideas and/or suggestions for improvements or additions to the Website, all of which will be subject to the Terms. Any and all ideas, suggestions and/or submissions forwarded or disclosed by you or on your behalf to Holt Meadow are made with the specific understanding that: (a) same will not be subject to any obligation of confidentiality or expectation of compensation, (b) any and all rights that you may have in such ideas, suggestions and/or submissions are absolutely waived, (c) you represent and warrant to us that such ideas, suggestions and/or submissions are wholly original with you, that no one else has any rights in and to same, and (d) Holt Meadow is free to implement the ideas, suggestions and/or submissions as it may from time to time desire, without obtaining permission or license from any third party.
Regular, unencrypted e-mail messages over the Internet are not secure. Holt Meadow shall not be responsible for any unauthorized access to personal or confidential information that is contained in any email or other transmission to us. This Website uses cookies and session variables to personalize content and enhance the user’s experience. This may result in unauthorized access to personal or confidential information. While every reasonable effort is made to ensure that all software provided at the Website is suitable for use on a wide variety of computer systems, you should take reasonable and appropriate precautions to scan for computer viruses and ensure compatibility of the software with your specific computer system. Holt Meadow recommends that you utilize firewall hardware. Holt Meadow cannot represent or warrant that the Website is a secure repository.
The services provided under the Website may be limited or discontinued at any time by Holt Meadow at its discretion and without notice.
The Website may provide links to third party websites, and some of the content appearing on the Website may be supplied by third parties by way of framing, meta tagging or otherwise linking to other websites. Holt Meadow shall not be responsible for any such content or information, nor shall it be liable for any damages incurred from viewing such linked websites, including without limitation, damages caused by computer viruses, Trojan horses or other intrusive, destructive, or disruptive codes which may be downloaded from such linked websites. Holt Meadow does not endorse any such linked website. If you have any concerns in visiting any website that is linked to the Website, please contact Holt Meadow and Holt Meadow will determine, in its discretion, if the link should be removed from the Website. You may not provide a link to the Website without the express written permission of Holt Meadow.
Any references on the Website to products, services, or publications, other than those of Holt Meadow, do not imply the endorsement or approval of such products, services, or publications by Holt Meadow.
Although reasonable care has been taken to ensure the accuracy of the information on the Website, all Website content is provided on an ‘as is’ basis, without any warranties of any kind, express or implied. Content on the Website is for informational purposes only, and is not intended to provide specific legal, financial, or other similar advice, and should accordingly not be relied upon in that regard.
In no event will Holt Meadow be liable for any damages whatsoever (including, without limitation, damages resulting from lost profits, loss of prospective economic advantage, lost data or business interruption) arising out of the use, inability to use, or the results of use of the Website, any websites linked to the Website, or the content contained on any or all such websites, whether based on warranty, contract, tort or any other legal theory and whether or not advised of the possibility of such damages, nor for any claim by another party/or parties.
If any provision of the Terms shall be unlawful, void, or unenforceable for any reason, then any such provision shall be deemed severable to the extent that it is unlawful, void, or unenforceable, but shall not affect the validity or enforceability of the remaining provisions.
The Terms are governed by the laws of the Province of Ontario and the laws of Canada applicable therein without reference to the principles of conflicts of laws thereof. Any dispute arising from these Terms shall be resolved exclusively in the Province of Ontario by the courts of the Province of Ontario.
The Web Content Accessibility Guidelines (WCAG) defines requirements for designers and developers to improve accessibility for people with disabilities. It defines three levels of conformance: Level A, Level AA, and Level AAA. Holt Meadow is partially conformant with WCAG 2.1 level AA. Partially conformant means that some parts of the content do not fully conform to the accessibility standard.
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