Privacy Policy

Effective date: August 18, 2026
Last updated: August 18, 2026

North Star Management (“North Star Management,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices available to you. It applies to our website at northstarmanagement.ca, to our condominium management services, and to our telephone, email, and SMS text message communications.

We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

1. What Personal Information We Collect

We collect only the personal information we need to manage properties and communicate with owners, residents, board members, contractors, and prospective clients. Depending on your relationship with us, this may include:

• Contact information — your name, mailing address, unit or suite number, email address, and telephone and mobile numbers.
• Account and property information — the property and unit you own, rent, or occupy; your role (owner, tenant, board member, vendor); parcel and package records; parking and locker assignments; access-fob or key records; and service or maintenance request history.
• Financial information — common element fee balances, payment history, banking or pre-authorized debit details where you provide them for payment processing, and arrears records.
• Communications — the content of emails, letters, web form submissions, SMS text messages, and notes or recordings of telephone calls with our office.
• SMS-specific information — your mobile telephone number, your consent record (including the date, time, and method by which you gave consent), your message and delivery history with us, and your opt-out status.
• Website and technical information — your IP address, browser type and version, device type, pages viewed, referring page, and the date and time of your visit, collected through server logs and cookies.

2. How We Collect Personal Information

We collect personal information directly from you when you contact our office, complete a web form, sign a management or purchase agreement, provide it verbally to a member of our staff, or send us a text message. We also receive personal information from condominium corporations and their boards of directors, from property developers, from lawyers acting on a real estate transaction, and from public land registry records.

3. How We Use Personal Information

We use personal information to:

• provide condominium and property management services, including administering common element fees, reserve funds, and corporate records;
• communicate with you about your unit, your account, and your building — including maintenance and repair notices, entry notices, parcel and delivery alerts, appointment reminders, service updates, amenity bookings, meeting and AGM notices, emergency and building alerts, and account notifications;
• respond to your questions, service requests, and complaints;
• process payments and collect amounts owing;
• coordinate contractors, trades, and suppliers who perform work at a property;
• meet our legal, regulatory, insurance, and contractual obligations, including obligations under the Condominium Act;
• maintain and improve our website and safeguard our systems; and
• maintain records of consent for our communications, including SMS consent records.

We do not sell your personal information, and we do not rent, trade, or otherwise disclose it to third parties for their own marketing purposes.

4. Who We Share Personal Information With

We share personal information only where it is necessary for the purposes described above, and only with:

• The condominium corporation and its board of directors for the property you own, occupy, or serve, where disclosure is required or permitted for the administration of the corporation.
• Service providers and contractors who perform work on our behalf or on behalf of a condominium corporation — for example, trades and repair contractors, security and concierge providers, cleaning companies, engineers, and auditors. These parties may access personal information only to the extent needed to perform their work.
• Professional advisors such as lawyers, accountants, auditors, and insurers.
• Technology and communications providers that host our systems, deliver our email, or transmit our text messages on our behalf, including our SMS platform provider and the mobile telephone carriers required to deliver a message to your handset. These providers act on our instructions and may use the information only to deliver the service to us.
• Payment processors and financial institutions to process payments you authorize.
• Government authorities, regulators, courts, or law enforcement where we are required or permitted to disclose by law, or to establish, exercise, or defend a legal claim.
• A purchaser or successor in connection with a sale, merger, or reorganization of our business, subject to appropriate confidentiality protections.

5. SMS Text Messaging and Your Mobile Information

SMS consent is not shared with third parties or affiliates. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as our SMS platform provider and mobile carriers, is permitted only for the sole purpose of transmitting the messages you have asked to receive. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We use SMS to send customer care, account notification, and property-related messages — for example appointment reminders, parcel and delivery alerts, maintenance and entry notices, building and emergency alerts, and account notifications.

Consent. We send text messages only to individuals who have consented to receive them. Consent is obtained verbally from you by a member of our staff, or through a web form or written agreement. Consent to receive text messages is not a condition of any purchase or of receiving our property management services.

Message frequency. Message frequency varies.

Cost. Message and data rates may apply. Your mobile carrier’s standard rates for text messages apply; we do not charge you for the messages we send.

Opting out. You may opt out at any time by replying STOP to any message you receive from us. You will receive a single confirmation message and we will send you no further text messages. You may also opt out by calling our office at 905-532-2520 or emailing office@northstarmanagement.ca. Opting out of text messages does not remove you from other communications required for the administration of your condominium corporation, which we will continue to send by mail or email.

Help. Reply HELP to any message, call 905-532-2520, or email office@northstarmanagement.ca for assistance.

Delivery. Carriers are not liable for delayed or undelivered messages.

Our full SMS terms are available at https://northstarmanagement.ca/terms-and-conditions/.

6. Cookies and Website Analytics

Our website uses cookies and similar technologies to operate the site, remember your preferences, and understand how the site is used. You can set your browser to refuse cookies or to alert you when a cookie is being sent; some parts of the site may not function properly if you do. We may use analytics services that set their own cookies and process website usage data on our behalf.

7. How We Protect Personal Information

We maintain physical, organizational, and technological safeguards appropriate to the sensitivity of the information we hold. These include restricted access to files and systems, password protection, encryption of data in transit, secure disposal of records, and confidentiality obligations for our staff and service providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. How Long We Keep Personal Information

We keep personal information only as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, insurance, and contractual obligations — including record retention obligations under the Condominium Act. Records of SMS consent and opt-out are retained for as long as required to demonstrate compliance with applicable telecommunications and anti-spam rules. When information is no longer needed, we destroy, erase, or anonymize it.

9. Storage and Transfers Outside Canada

Personal information is stored in Canada and, in some cases, by service providers located in the United States or other countries. Where information is stored or processed outside Canada, it may be accessible to the courts, law enforcement, and national security authorities of that jurisdiction. We require our service providers to protect personal information with safeguards comparable to those described in this policy.

10. Your Rights and Choices

Subject to legal and contractual restrictions, you may:

• request access to the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• withdraw your consent to a particular use or disclosure, including consent to receive text messages; and
• ask questions or make a complaint about how we handle your personal information.

To make a request, contact us using the details in Section 12. We will respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.

11. Children

Our website and services are directed to adults. We do not knowingly collect personal information from children under the age of 13. If you believe a child has provided us with personal information, please contact us and we will delete it.

12. How to Contact Us

Questions, requests, and complaints about this Privacy Policy or our handling of personal information should be directed to our Privacy Officer:

North Star Management
Privacy Officer
710 Dorval Drive, Suite 702
Oakville, Ontario  L6K 3V7
Canada
Telephone: 905-532-2520
Fax: (905) 418-1890
Email: office@northstarmanagement.ca

13. Changes to This Policy

We may update this Privacy Policy from time to time. The revised policy will be posted on this page with a new effective date. Material changes affecting how we use your personal information will be brought to your attention where required by law.