Privacy Notice

Xaragua® respects your privacy and is committed to protecting the personal information you share with us. This statement describes how Xaragua® collects and uses your personal information to provide services that you request or when you choose to provide us with your personal information.

Information Collection
Personal information means any information that may be used to identify an individual, including, but not limited to, a first and last name, email address, a home, postal or other physical address, other contact information, title, occupation, industry, personal interests, and other information when needed to provide a service or product or carry out a transaction you have requested.

When you browse our website, you do so anonymously, unless you have previously registered with us. We do not automatically collect personal information, including your email address. We do log your IP address (the Internet address of your computer) to give us an idea of which part of our website you visit and how long you spend there. But we do not link your IP address to any personal information unless you have registered with us. Like many other commercial websites, the Xaragua® website may use a standard technologies, such as “cookies” and other HTML tools, to collect information about how you use the site or to record that you opened an email marketing message. Please go to "Cookies and Other Tracking Technologies" below for more information.

Xaragua® collects personal information when you register with Xaragua.com (or xaragua.ca) for a Xaragua® account, when you use certain Xaragua® products or services, when you register to attend a seminar or participate in an online survey, when you ask to be included in an email or other mailing list, or when you submit your personal information to Xaragua® for any other reason. From time to time, Xaragua® receives personal information from business partners and vendors. Xaragua® only uses such information if it has been collected in accordance with acceptable privacy practices consistent with this Privacy Statement and applicable laws.

Access to certain Xaragua® web pages requires a login and a password. The use of those web pages, and the information or programs downloadable from those sites, may be governed by a written agreement between your employer, organization, or yourself and Xaragua®. Unless you request deactivation of your personal information as specified below, your personal information may be retained by Xaragua® to verify compliance with the agreement, log software licenses granted, track software downloaded from those pages, or track usage of other applications available on those pages.

Notice
When personal information is collected, we will inform you at the point of collection the purpose for the collection. Xaragua® will not transfer your personal information to third parties without your consent, except under the limited conditions described under the discussion entitled "Information Sharing and Disclosure" below.

In most cases we will provide you with the opportunity to "opt in" prior to receiving direct marketing or market research information. This means we will require your affirmative action to indicate your consent before we use your information for purposes other than the purpose for which it was submitted. At a minimum, we will always give you the opportunity to "opt out" of receiving such materials. This means we assume you have given us your consent to collect and use your information in accordance with this Privacy Statement unless you take affirmative action to indicate that you do not consent, for instance by clicking or checking the appropriate option or box at the point of collection.

Cookies and Other Tracking Technologies
A cookie is a small data file that certain websites write to your computer’s hard drive when you visit them. A cookie file can contain information such as a user ID that the site uses to track the pages you have visited, but the only personal information a cookie can contain is information you supply yourself. A cookie cannot read data off your hard disk or read cookie files created by other sites. Some parts of Xaragua®'s website use cookies to track user traffic patterns. We do this in order to determine the usefulness of our website information to our users and to see how effective our navigational structure is in helping users reach that information.

Some Xaragua® websites and HTML-formatted e-mail newsletters may use web beacons in conjunction with cookies to understand user behavior. A web beacon is an electronic image, called a single-pixel (1x1) or clear GIF. Web beacons can recognize certain types of information on a visitor's computer, such as a visitor's cookie number, time and date of a page view, and a description of the page where the web beacon is placed. Some Web beacons may be unusable if you elect to reject their associated cookies. Xaragua® may also use customized links or other similar technologies to track email links that you click. We may associate that information with your personal information in order to provide you more focused e-mail communications or purchase information. Each e-mail communication includes an unsubscribe link allowing you to stop delivery of that type of communication.

If you prefer not to receive cookies while browsing our website or via HTML-formatted emails, you can set your browser to warn you before accepting cookies and refuse the cookie when your browser alerts you to its presence. You can also refuse all cookies by turning them off in your browser, although you may not be able to take full advantage of Xaragua®'s website if you do so. In particular, you may be required to accept cookies in order to complete certain actions on our website. You do not need to have cookies turned on, however, to use/navigate through many parts of our website, except access to certain of Xaragua®'s web pages may require a login and password.

How We Use Information Collected
Xaragua® uses information for several general purposes: to fulfill your requests for certain products and services, to personalize your experience on our website, to keep you up to date on the latest product announcements, service updates, special offers or other information we think you would like to hear about either from us or from our business partners, and to better understand your needs and provide you with better services. We may also use your information to send you, or to have our business partners send you, direct marketing information or contact you for market research.

Information Sharing and Disclosure
Because Xaragua® is a company with global reach, your personal information may be shared with other Xaragua® offices or subsidiaries around the world. All such entities are governed by this Privacy Statement or are bound by appropriate confidentiality and data transfer agreements.

Your personal information is never shared outside Xaragua® without your permission, except under conditions explained below. Inside Xaragua®, data is stored in controlled servers with limited access. Your information may be stored and processed in the United States or any other country where Xaragua®, its subsidiaries, affiliates or agents are located.

Xaragua® may send your personal information to other companies or people under any of the following circumstances:

when we have your consent to share the information; if sharing your information is necessary to provide a product or service you have requested (If your information is shared with third parties we will only provide the information they need to deliver the service. Also, such companies are prohibited from using your information for any other purpose); as part of a joint sales promotion or to pass sales leads to one of our distribution partners; and to keep you up to date on the latest product announcements, service updates, special offers or other information we think you would like to hear about either from us or from our business partners (unless you have opted out of these types of communications).
We will also disclose your personal information if required to do so by law, to enforce our Terms of Use, or in urgent circumstances, to protect personal safety, the public or our websites.

Your Ability to Access, Update or Deactivate Your Information
If you are a registered user, you can review your personal information and make change requests by accessing http://www.xaragua.com (or http://www.xaragua.ca). You may also request deactivation of your Xaragua® account or any of your personal information held by us by sending an email through our Contact Us page. If you choose to deactivate your account, we will retain in our files some personal information you have requested to remove to prevent fraud, resolve disputes, troubleshoot problems, enforce our Terms of Use, respect your opt-out preferences, and comply with legal requirements as permitted by law.

Data Security
Your Xaragua® account information is password-protected for your privacy and security. Xaragua® safeguards the security of the data you send us with physical, electronic, and managerial procedures. In certain areas of our websites, Xaragua® uses industry-standard SSL-encryption to enhance the security of sensitive data transmissions. While we strive to protect your personal information, we cannot ensure the security of the information you transmit to us, and so we urge you to take every precaution to protect your personal data when you are on the Internet. Change your passwords often, use a combination of letters and numbers, and make sure you use a secure browser.

Children and Privacy
Our websites do not target and are not intended to attract children under the age of 13. Xaragua® does not knowingly solicit personal information from children under the age of 13 or send them requests for personal information.

Third Party Sites
Xaragua®'s website contains links to other sites. Xaragua® does not share your personal information with those websites and is not responsible for their privacy practices. We encourage you to learn about the privacy policies of those companies.

Our website may contain links to websites operated by other companies. Some of these third-party sites may be co-branded with a Xaragua® logo, even though they are not operated or maintained by Xaragua®. Although we choose our business partners carefully, Xaragua® is not responsible for the privacy practices of web sites operated by third parties that are linked to our site. Once you have left our website, you should check the applicable privacy statement of the third party website to determine how they will handle any information they collect from you.

Changes to this Privacy Statement
Xaragua® will amend this privacy statement from time to time. If we make any substantial changes in the way we use your personal information we will make that information available by posting a notice on this site.

Questions or Suggestions
If you have questions or concerns about our collection, use, or disclosure of your personal information, please email us through our Contact Us page.

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XARAGUA® ENTERPRISE CORPORATION -  THE PROPERTIES MANAGEMENT DIVISION

The Landlord (as defined in the tenant’s Lease) is committed to protecting personal information in its possession. This Privacy Policy (the “Policy”) has been developed to explain how the Landlord treats the personal information it collects and to detail its responsibilities under the Personal Information Protection and Electronic Documents Act (“PIPEDA”).

What is PIPEDA?
PIPEDA is federal legislation that governs the collection use and disclosure of personal information in a manner that respects your right of privacy concerning your personal information. PIPEDA balances these rights against an organization’s need to collect, use and disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances.

What is personal information?

Personal information is information about an identifiable individual. Examples of personal information include: gender, date of birth, drivers license number, current and previous home address, phone number, family status, credit score, names of former landlords, social insurance number, income, the name of your employer and other employment details, names of family members, and monthly rent.
What does this Policy encompass?

This Policy describes how the Landlord complies with PIPEDA including the purposes for which information is collected, used and disclosed, the Landlord’s treatment of personal information and your rights concerning your personal information. It is organized based on the principles listed in the Canadian Standards Association’s Model Code found in Schedule II to PIPEDA, under which the landlord’s privacy responsibilities are organized. This Policy also applies to all individuals whose personal information is collected by the Landlord including, without limitation, applicants for residency and tenants.

Accountability
The responsibility for the personal information under the Landlord’s control rests with its Privacy Officer. The individual designated as Privacy Officer may change from time to time, however, his or her identity will be made known upon request.

The Landlord will occasionally disclose personal information under its control to third parties, but only for an identified purpose, and with the implied or express (as appropriate) consent of the tenant. When disclosing personal information, the Landlord uses contractual means to ensure that it is treated in accordance with PIPEDA by the third party.

Protecting your privacy is a top priority of the Landlord. Accordingly, procedures have been adopted to give effect to this Policy. The Landlord’s employees have received training concerning this Policy and the procedures in place to implement it.

Identifying Purposes
Manager May Be Used. The Landlord may use a management company to operate its leasing business. The management company may differ depending on the building, and it may change from time to time. When a management company is used for a building, the personal information of tenants in and applicants for tenancy in the building will be exchanged between the management company and the Landlord and may be collected, used and disclosed by either the management company and/or the Landlord for any appropriate purposes. Consent may not be withdrawn for this arrangement during the term of the lease or any renewal of it.

Co-Owners. The Landlord may own one or more buildings in a co-tenancy with one or more co-owners. The Co-owner may differ depending on the building, and it may change from time to time. When a building is owned in a co-tenancy, the personal information of tenants in and applicants for tenancy in the building will be exchanged between the co-owner or co-owners and the Landlord and may be collected, used and disclosed by either the co-owner(s) and/or the Landlord for any appropriate purposes. Consent may not be withdrawn for this arrangement during the term of the lease or any renewal of it.

Leasing and Business Operations. Personal information is collected in order for the Landlord to operate its business as a landlord. This includes activities indicated in the lease agreement, other activities incidental to tenancy in the building (for example: responding to tenant inquiries, bringing or defending Ontario Rental Housing Tribunal claims, collecting rent or other amounts due, or informing tenants about various building rules and policies) and activities common to the running of all businesses such as collecting and retaining records for income tax purposes or providing receipts. Consent may not be withdrawn for this purpose during the term of the lease or any renewal of it; or while there are amounts owing from you to the Landlord.

Selling or Financing a Building. When the Landlord sells a building or finances it, the personal information of the tenants of the building contained on the building’s rent roll will be disclosed to the potential buyer or financer. The rent roll contains personal information including the location and size of leased premises, the amount of rent paid, if there are rental arrears or ever have been, and other similar information. The rent roll is used to calculate the value of a building. Disclosure of it to a buyer or a financer is essential to assess the risk involved in buying or financing the building. Consent may not be withdrawn for this purpose during the term of the lease or any renewal of it.

Secondary Marketing Purposes. The Landlord may use and disclose non-sensitive personal information such as name and address to other organizations for the purpose of marketing services to you. Consent may be withdrawn for this purpose at any time by contacting the Landlord at the phone number or address indicated at the end of this document; however, the Landlord will require 30 days’ notice of such withdrawal. Please be aware that this purpose assists the Landlord in keeping the rental payments in the building as low as possible and therefore withdrawal of consent for this purpose may result, over time, in rising rents. 

Credit Checks. Personal information is collected for the purpose of conducting a credit check on applicants for tenancy. The credit check is a risk assessment tool used to ensure that you will be able to make the monthly payments required to lease premises. Consent to collect personal information for the purpose of conducting a credit check will be requested on the application for accommodation or offer to lease premises. Your refusal to provide information and consent to its use and disclosure for the purposes of conducting a credit check is grounds for the Landlord to refuse rental accommodation. Credit checks may also be done on tenants with rent payments in arrears. The Landlord will retain the results of a credit check for a minimum of two and a maximum of seven years following (i) a rejected application or (ii) the end of your tenancy.

References. (1) Your personal information may be used to provide credit or rental-history references to third parties. The Landlord will only disclose such information with your express consent. (2) Your personal information is collected in order for the Landlord to conduct a reference check during the application process. The reference check will include references concerning rental payments, cleanliness, noise violations and complaint history (the “Factors”). The reference check is an assessment tool used to determine your suitability to be a tenant of the Landlord based on the Factors. Your refusal to provide reference names and telephone numbers and consent to their use and disclosure for the purposes of conducting a reference check is grounds for the Landlord to refuse rental accommodation. The Landlord will retain the results of a reference check for a minimum of two and a maximum of seven years.

Identification. Personal information is collected for the purposes of identification. Consent may not be withdrawn for this purpose during the term of the lease or any renewal of it.

Assessments. Pursuant to the Assessment Act (Ontario) your personal information must be disclosed to the Municipal Property Assessment Corporation for the purposes of assessing the value of the property on which the building in which your leased premises are situate. This disclosure is made for the purposes of municipal taxation. Your consent for this purpose is not required as this disclosure is required to comply with a provincial law.

Co-Tenant’s Access Requests. Your personal information may be disclosed to a tenant with whom you have co-signed your lease if a request is made by that tenant to access his or her personal information.

Consent
Consent is required for the collection of personal information for the above purposes, or any new purposes that the Landlord identifies.

The form of consent required by the Landlord varies depending on the sensitivity of the information requested and the reasonable expectations of the tenant. Consent shall be implied for all purposes unless the purpose indicates that express consent will be collected.

The Landlord may collect, use or disclose your personal information without your consent in circumstances indicated in PIPEDA. For example, the Landlord may disclose personal information to a collecting agency for the purpose of collecting any rent that owed by the tenant.

Limiting Collection
The Landlord does not collect personal information indiscriminately. The Landlord limits the collection of personal information to that which is necessary for purposes it identifies.

The Landlord primarily collects personal information directly from you; however, personal information may also be collected from other sources including credit bureaus, employers, previous landlords, referees, other tenants or other people who represent that they have the right to disclose information.

The personal information that the Landlord collects directly from you may be disclosed by you to the Landlord, generated by your transactions with the Landlord, or from the Landlord’s observations.

The types of personal information collected include: (i) information related to the tenancy including name, proposed occupants, address, amount of rent paid, payment history, complaints, requests, etc.; (ii) information necessary to have a credit check conducted; (iii) information necessary to evaluate tenancy-worthiness such as employment information, banking information and references from prior landlords; and (iv) information necessary to identify you or locate you in the future.

Limiting Use, Disclosure and Retention
The Landlord only uses and discloses information for the purposes for which it was collected, or otherwise in accordance with PIPEDA. Any new purpose for which the information is to be used or disclosed shall be documented, and consent will be obtained for it.

Unless this Policy indicates otherwise, the Landlord retains personal information for a minimum period of seven years. Personal information will be disposed of by shredding or otherwise destroying it. Third party services may be retained to destroy personal information; however, that third party will be required to enter into a confidentiality agreement with the Landlord in order to protect the personal information.

Accuracy
Personal information will be kept as accurate, complete and up-to-date as necessary for the purposes for which it is to be used. You are responsible for informing the Landlord about changes to your personal information as appropriate. The Landlord encourages you to examine your lease agreement, application for lease and any other documents that you submit to the landlord that contain the personal information in order to ensure that the information is accurate. If you have concerns about the accuracy of your personal information collected by the Landlord, contact the Landlord at the phone number or address indicated at the end of this document.

Safeguards
The Landlord protects personal information against loss or theft; as well as unauthorized access, disclosure, copying use or modification; with security safeguards appropriate to the sensitivity of the personal information. Files are protected by keeping them in areas restricted to employees, and/or in locked filing cabinets or rooms. The Landlord’s employees have been made aware of the need to safeguard personal information and they only access the information on an as-needed basis. The Landlord also uses firewalls and passwords to protect electronic personal information. 

Openness
The Landlord’s policies and practices related to the management of personal information are contained in this Policy. The Policy as well as additional information and documents are available from the Privacy Officer on request or online at www.xaragua.com/index.php?main_page=privacy. They include:

• A Personal Information Request Form to be used to inquire about or gain access to personal information held by the Landlord; and
• A Privacy Complaint Form used to complain about the Landlord’s treatment of personal information.

Individual Access
Upon written request, the Landlord will divulge the existence, use and any disclosure made of personal information and will give you access to your information. Written requests should be delivered to the Privacy Officer at the address at the end of this Policy. Personal Information Request Forms are available from the Landlord and online at www.xaragua.com/index.php?main_page=privacy. If assistance is needed with the request, please contact the Privacy Officer.
The Landlord will respond to an access request within thirty (30) days, unless an extension of time is required, pursuant to PIPEDA, in which case the response may take up to an additional thirty (30) days. A fee for reasonable costs incurred pursuant to the request may be charged to the requestor by the Landlord, provided that you are informed of the fee in advance and do not withdraw your request.

The Landlord may require additional information from you in order to locate certain personal information. If this is the case, the additional information will not be used for any purpose other that locating the personal information.

Should your information on file with the Landlord be proved to be incomplete or incorrect, it will be amended as required. Where necessary, the amended information will be transmitted to third parties using the information in question.

The Landlord will not comply with access requests in certain situations:

• If it would reveal information about a third party;
• If the information is subject to solicitor-client privilege;
• If to do so would reveal confidential commercial information; and
• If the information was generated in the course of a formal dispute resolution process.

If the Landlord does not comply with an access request, it will inform you of the reasons for such refusal.

Challenging Compliance
Any concerns respecting the Landlord’s compliance with PIPEDA should be addressed to the Privacy Officer. A Privacy Complaint Form is available from the Privacy Officer or at www.xaragua.com for making complaints. The Landlord will investigate and respond to written complaints within ninety (90) business days of receiving a complaint. If a complaint is found to be justified the Landlord will take appropriate measures, including, if necessary, amending its policies and procedures.

This document was last updated September 25, 2009