MASTER PRIVACY, TERMS & OPERATIONAL POLICY

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Effective Date: January 28, 2025

Edited: February 17, 2026

The Hometown Property Management

Wyoming, Ontario

SECTION 1: PRIVACY POLICY (PIPEDA COMPLIANT)

The Hometown Property Management (“we,” “our,” or “us”) is committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario legislation.

1.1 Information We Collect

Website Visitors

• Name
• Email address
• Phone number
• Mailing address
• Contact form submissions

Service-Related Information (Property Management)

Where applicable, we may collect:

• Lease documentation
• Maintenance records
• Tenant communications
• Inspection documentation
• Financial and rent records
• Vendor service records

We collect only information necessary to provide contracted services or meet regulatory obligations.

1.2 Automated Data Collection

We may collect:

• IP address
• Device and browser information
• Site usage data
• Referral source

Cookies may be used for essential and analytical purposes.

1.3 Use of Information

Information may be used to:

• Deliver property management services
• Communicate with clients, tenants, vendors, and housing partners
• Maintain regulatory compliance
• Improve website functionality
• Prevent fraud or unlawful activity
• Fulfill contractual obligations

1.4 Disclosure of Information

We do not sell personal information.

We may disclose information:

• To service providers necessary to deliver contracted services
• To regulatory authorities when legally required
• To funding bodies or housing agencies when required for compliance

1.5 Data Retention

Personal information is retained only as long as necessary for:

• Service fulfillment
• Legal compliance
• Regulatory audits
• Contract enforcement

1.6 Security Safeguards

We implement reasonable administrative, technical, and physical safeguards.

Absolute security cannot be guaranteed.

1.7 Individual Rights

Under PIPEDA, individuals may:

• Request access to their information
• Request corrections
• Withdraw consent (subject to legal restrictions)
• File complaints with the Office of the Privacy Commissioner of Canada

Contact: jessica@thehometownpm.com

SECTION 2: TERMS OF SERVICE

2.1 Informational Use

This Website provides general information regarding services and does not create a contractual relationship.

A service relationship exists only through a signed written agreement.

2.2 No Legal or Financial Advice

Website content is informational only and does not constitute legal, financial, or professional advice.

2.3 Intellectual Property

All branding, logos, text, and materials are owned by The Hometown Property Management and protected under Canadian law.

Unauthorized reproduction is prohibited.

2.4 Limitation of Liability

To the fullest extent permitted by law, we are not liable for:

• Errors or omissions
• Website downtime
• Damages arising from reliance on Website information

2.5 Governing Law

Governed by the laws of Ontario and Canada.

SECTION 3: WEBSITE DISCLAIMER

All Website content is provided “as is.”

We make no guarantees regarding:

• Rental income
• Tenant placement
• Property performance
• Inspection outcomes
• Regulatory approvals

Outcomes depend on market conditions, property condition, and regulatory frameworks.

SECTION 4: CONTRACTOR & VENDOR CONFIDENTIALITY CLAUSE

This clause applies to all contractors, vendors, trades, consultants, and service providers engaged by The Hometown Property Management.

Contractors agree:

1. To maintain strict confidentiality of all tenant, client, property, and operational information.
2. Not to disclose personal information to unauthorized parties.
3. To use personal information solely for the purpose of fulfilling contracted services.
4. To implement reasonable safeguards while handling sensitive information.
5. To immediately report any suspected data breach or unauthorized disclosure.

This obligation survives termination of service.

SECTION 5: RENTAL APPLICATION PRIVACY NOTICE

Applicants submitting rental applications acknowledge:

• Information provided will be used to assess tenancy suitability.
• Information may be shared with property owners or authorized screening providers.
• Credit checks and background verification may be conducted where applicable.
• Information will be retained only as required for legal and operational purposes.

Failure to provide required information may impact application review.

SECTION 6: CLIENT SERVICE AGREEMENT CORE TERMS

The following principles govern all client engagements unless otherwise specified in writing:

1. Scope of Services – Defined in signed agreement.
2. Authority – We act as authorized agent only within the scope granted.
3. Compliance – Clients remain responsible for property ownership compliance unless otherwise contracted.
4. No Guarantee – Market conditions and tenant performance cannot be guaranteed.
5. Indemnification – Clients agree to indemnify management for actions taken in good faith within authority scope.

A full service agreement may expand on these terms.

SECTION 7: SUPPORTIVE HOUSING CONFIDENTIALITY ADDENDUM

This addendum applies when managing transitional, supportive, or community-based housing programs.

7.1 Sensitive Information

We recognize supportive housing may involve:

• Health-related disclosures
• Social service coordination
• Case management notes
• Vulnerability-related documentation

Such information is treated as highly sensitive and shared only:

• With authorized housing partners
• With consent of the individual
• When legally required

7.2 Dignity & Privacy Commitment

We commit to:

• Maintaining tenant dignity
• Minimizing disclosure
• Limiting access to authorized personnel
• Avoiding unnecessary data collection

7.3 Program Compliance

Where housing programs are funded by municipal, provincial, or federal bodies, information may be shared for compliance, reporting, or audit purposes only.

SECTION 8: POLICY UPDATES

This Master Policy may be updated periodically.

Updates will reflect regulatory changes or operational adjustments.