Privacy Policy — Haven Residences Ltd.

Effective date: October 2, 2025

Haven Residences Ltd. (“Haven”, “we”, “us”, “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website (the “Site”), inquire about leasing, apply for tenancy, or otherwise interact with us online or offline in Ontario.

By using the Site or providing us your information, you consent to the practices described below, subject to your rights under applicable law.

1) Who this policy covers

This policy applies to:

  • Website visitors and individuals who submit forms (e.g., “Contact”, “Register Your Interest”, “Book a Tour”);
  • Prospective residents/tenants and any co-applicants, occupants, or guarantors;
  • Current and former residents/tenants for Site-related services (e.g., resident portal access), maintenance requests, and community communications.

This policy does not replace any privacy terms that may appear in your lease or in a separate consent form. In the event of a conflict, the more specific document will govern.

2) What laws apply

We comply with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial requirements. For commercial electronic messages (emails/texts), we comply with Canada’s Anti-Spam Legislation (CASL). If we ever handle personal health information (generally we do not), we would comply with Ontario’s PHIPA.

3) Personal information we collect

We collect information that identifies you or could reasonably be linked to you, such as:

a) Information you provide

  • Contact details (name, email, phone, address);
  • Student status, school/program, expected move-in date, preferences;
  • Application details (date of birth, government-issued ID, employment/income, references, guarantor info);
  • Communications (inquiries, maintenance requests, feedback);
  • Marketing preferences and consent choices.

b) Information collected automatically

  • Device and usage data (IP address, browser type, pages viewed, time on page, referring/exit pages);
  • Cookies and similar technologies (see Section 7).

c) Information from third parties

  • Background or credit screening providers (with your consent);
  • Payment processors (limited metadata, not full card numbers);
  • Universities/colleges (only if authorized or provided in aggregate/de-identified form);
  • Social platforms when you interact with our content or sign in (subject to platform settings).

d) CCTV and building systems (if applicable)

  • Video surveillance in common areas and at entry points, used for security, incident investigation, and property management. Signs are posted where cameras operate.

We do not knowingly collect personal information from children under 13 on the Site.

4) How we use your information

We use personal information to:

  1. Respond to inquiries and provide information about suites, pricing, features, and availability;
  2. Process applications, screen tenancy/guarantor eligibility (with consent), and manage lease documentation;
  3. Administer tenancy, including maintenance, resident communications, emergency notices, and amenities;
  4. Process payments (through secure third-party processors);
  5. Operate and secure the Site, including fraud prevention and diagnostics;
  6. Conduct marketing with your consent (emails/texts/ads);
  7. Comply with law, enforce agreements, and protect our rights, residents, and property;
  8. Analyze and improve our services, buildings, and Site.

We only collect, use, and disclose information that a reasonable person would consider appropriate under the circumstances.

5) Our legal bases/consent

  • We rely on your consent where required (e.g., marketing emails/texts; credit checks).
  • We rely on contractual necessity to administer applications and leases.
  • We rely on legitimate interests for security (e.g., CCTV), fraud prevention, and analytics—balanced against your privacy rights.
  • We rely on legal obligations when the law requires us to retain or share information.

You may withdraw consent at any time for optional uses (e.g., marketing), subject to legal/contractual limits and reasonable notice.

6) When we share information

We do not sell personal information. We may disclose information to:

  • Service providers (e.g., management software, payment processors, cloud hosting, IT/security);
  • Credit/background agencies with consent;
  • Emergency services or law enforcement where permitted or required by law;
  • Professional advisors (lawyers, auditors, insurers);
  • Successors as part of a merger, acquisition, or asset transfer.

Some recipients may be located outside Canada (e.g., U.S.). Information stored abroad may be subject to local laws and access by authorities (see Section 9).

7) Cookies, analytics, and advertising

We use cookies to operate the Site, remember preferences, and understand usage. We may use analytics tools (e.g., Google Analytics) and advertising pixels (e.g., Meta/Google).

Your choices:

  • Adjust browser settings to block/limit cookies (may affect site functionality).
  • Use Google’s opt-out tools and social platform ad settings.
  • If we use a cookie banner, you can manage preferences there.

We do not use cookies to collect sensitive categories, and we do not combine cookie data with application data unless logged into a portal.

8) CCTV and access control

Where CCTV is in use, it is for security, safety, and incident investigation. Cameras are placed in common areas only. Typical retention is 30–90 days.

9) Transfers outside Canada

Your information may be stored or processed in Canada and the United States. We take reasonable steps to protect your information consistent with this Policy, though it may be accessible to foreign authorities.

10) Your rights and choices

You have the right to:

  • Access your personal information;
  • Request correction of inaccurate or incomplete info;
  • Withdraw consent to optional uses (e.g., marketing);
  • Unsubscribe from marketing emails/SMS.

To exercise your rights, contact us (Section 14). We may need to verify your identity.

11) Retention

We retain personal information only as long as necessary for stated purposes, legal obligations, and dispute resolution. CCTV is retained per Section 8. When no longer required, information is securely destroyed or anonymized.

12) Security

We use physical, organizational, and technical safeguards appropriate to sensitivity (e.g., encryption, access control, training). No method is fully secure; we cannot guarantee absolute security.

13) Third-party links

Our Site may link to third-party sites. Their practices are governed by their own privacy policies.

14) Contact us

Privacy Officer
Haven Residences Ltd.
[Insert mailing address]
Email: privacy@havenresidences.ca
Phone: [Insert phone number]

We aim to respond to access or correction requests within 30 days.

If not satisfied, contact the Office of the Privacy Commissioner of Canada:
Website: https://www.priv.gc.ca
Ontario residents may also contact the Information and Privacy Commissioner of Ontario:
Website: https://www.ipc.on.ca

15) CASL (email & text marketing)

We send messages only with consent. You can unsubscribe anytime. Requests are honoured within 10 business days.

16) Changes to this Policy

We may update this Policy periodically. The “Effective date” shows the latest version. Continued use signifies acceptance.

17) Residents’ portal and payments

If you access a portal, payments are processed by third-party processors compliant with PCI DSS. We do not store full card numbers.

18) Data for applications and screening

With consent, we may collect info from referees, employers, credit bureaus, or screening providers to assess tenancy eligibility.

19) Emergencies and safety

We may use or disclose information without consent where necessary to respond to emergencies that threaten life, health, or security.

Quick summary (plain language)

  • We collect only what we need to answer inquiries, process applications, manage tenancies, and keep properties secure.
  • We do not sell your information.
  • You can access, correct, or withdraw consent for certain uses and unsubscribe from marketing.
  • We keep data secure, limit retention, and store some in Canada/U.S. with safeguards.
  • Questions? Email privacy@havenresidences.ca.