Privacy Policy

Privacy Policy
Last Updated: June 20, 2025

My Condo Space Inc. (“My Condo Space”, “we”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with the AI Minutes App, a software-as-a-service platform that helps condominium property managers and boards across Canada generate official meeting minutes. We adhere to Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws in our handling of personal information. By using the AI Minutes App, you agree to the collection and use of your personal information as described in this Policy and in accordance with applicable law.

Personal Information We Collect

We only collect personal information that is necessary for the purposes outlined in this Policy. The types of information we collect include:

Account Information: When you register or are set up with an account, we collect your name, email address, role (e.g. property manager or administrator), and a password hash. This information is used to create and secure your account.
Condominium Corporation Details: If you manage or belong to a condominium corporation on the platform, we collect the corporation’s legal name and the names and roles of its board directors (e.g. President, Treasurer). We do not collect personal unit numbers, home addresses, or other resident details – only the identifiers needed for meeting documentation (names and official roles).
Meeting Data: If you use the AI Minutes App’s meeting recording features, we collect the audio recordings of condominium board meetings, the text transcripts generated from those audio recordings, and the meeting minutes documents that our system produces (typically in Word format). These records may include discussions and decisions from the meeting, including any personal information mentioned by participants during the meeting.
Technical and Usage Data: We automatically receive certain technical data when you use the AI Minutes App. This includes your device or computer’s IP address, your browser type and version or application user agent, and timestamps of when you access or perform actions on the platform. We collect this information to maintain the security and proper functioning of the service (for example, keeping audit logs and detecting suspicious activity) and to understand usage patterns for improving our service.
Meeting File Access Logs: When meeting minutes, audio recordings, or transcript files are downloaded through the AI Minutes App, we automatically log the user’s identity (name and role), the type of file accessed, the associated meeting, and the date of access. This logging applies equally to administrators and regular users. These access logs are maintained for accountability, security, and audit purposes and are only visible to authorized users associated with the same condominium corporation. We do not access your meeting content or generated minutes unless you have explicitly requested troubleshooting or support assistance. Access logs are retained for the same duration as the corresponding meeting files and are not shared with third parties unless legally required.

Sources of Information: In most cases, we collect personal information directly from you or through your interactions with the AI Minutes App. For example, you provide account and condo information during sign-up or setup, and meeting recordings are captured when you or your organization’s meeting organizer initiates a recording through the app. Technical data is collected automatically by our systems when you interact with our service (similar to how web servers and applications routinely log certain data). We do not obtain personal information about you from third-party sources for this platform.

How We Use Your Information

We strictly use personal information for the purposes for which it was collected, and we limit use to what is necessary to fulfill those purposes. Specifically, we use the collected information to:

Provide and Operate the Service: We use your information to enable the core functionality of the AI Minutes App – for example, using your account details to authenticate you, and using meeting audio to generate accurate transcripts and official minutes documents. The personal data collected is solely used to facilitate and document condominium board meetings as required by you and your organization.
Generate Official Meeting Minutes: Meeting audio recordings and transcripts are processed in order to produce official minutes of the board meetings. This includes transcribing spoken dialogue into text and summarizing or formatting it into a minutes document. The content of these minutes will include names of attendees (as provided) and the discussions or decisions made, which is the intended purpose of the AI Minutes App.
Maintain and Improve the Platform: We use technical data and usage information (like IP addresses, timestamps, and general usage trends) to monitor the performance of our service, troubleshoot issues, and improve features. For example, understanding how users navigate the app can help us refine the user interface or add features. We also maintain access logs when users download meeting-related files (such as minutes, audio, or transcripts) to support security, accountability, and internal auditability. Any analysis of usage is done in aggregate or in a manner that doesn’t profile individual users. We do not use your meeting content (audio, transcripts, or minutes) to develop user profiles or for advertising.
Communication and Support: We may use your name and email to send important notices related to the service, such as account confirmations, meeting summaries you request, password reset emails, or updates about critical changes to the AI Minutes App. We may also respond to you regarding any support inquiries. We do not send promotional marketing emails unrelated to the AI Minutes App’s service unless we obtain your consent.
Legal and Compliance: In rare cases, we may use personal information as necessary to comply with applicable laws or regulations, to enforce our Terms of Service, or to protect our rights or the rights of other users (for example, to investigate misuse of the platform or to respond to lawful requests by authorities).

We do not use personal information for any purposes other than those described above without your consent. In particular, no personal data collected through the AI Minutes App is used for advertising targeting, marketing to you, or for any form of automated decision-making or profiling about you beyond generating the meeting minutes as described. This means, for instance, we are not analyzing your data to predict your behavior or preferences – all processing is in service of the meeting documentation function of the app.

Consent and Recording Notice

We are committed to obtaining valid consent for the collection and use of personal information, especially for something as sensitive as recording meeting audio. By using the AI Minutes App and its features, you consent to the collection, use, and disclosure of your information as explained in this Privacy Policy. In particular:

Account & Condo Setup: When you (or your organization) provide personal details to create an account or set up your condominium corporation’s profile on the AI Minutes App, you are consenting to our collection and use of that information to operate your account and the service.
Meeting Recording Consent: Before a meeting recording begins, the AI Minutes App clearly notifies the meeting organizer (and any participant using the app interface) that “This meeting is being recorded for the purpose of generating official minutes.” This on-screen notice is designed to inform all users of the recording’s purpose in advance. By choosing to initiate the recording and by continuing to participate in the meeting after seeing or hearing this notice, all participants are providing their implicit consent to the recording and its use in creating the minutes. We rely on this form of informed consent to lawfully collect and process meeting audio. (If you do not agree to be recorded for minutes, you have the choice not to continue with the meeting on the platform.)
Implied Consent through Use: In accordance with Canadian privacy principles, consent can be implied by the actions of individuals in context. When you voluntarily use the AI Minutes App to record a meeting or upload data, it implies you understand and agree that the data will be used to generate meeting minutes and for related service purposes. We ensure that our purposes are clearly communicated (via this Privacy Policy and in-app notices) so that your consent is meaningful.
Withdrawing Consent: You have the right to withdraw your consent at any time, subject to legal or contractual restrictions. For example, you may withdraw consent for future recordings or ask us to stop collecting certain information. If you withdraw consent for us to use certain necessary information (like the meeting recording), please note that we might not be able to provide the corresponding service (e.g., we cannot generate minutes without processing the audio). We will inform you of any implications of withdrawal if you choose to do so. To withdraw consent, you can contact us at any time using this form.

Our goal is to ensure no personal information is collected without awareness and agreement. We do not use deceptive or misleading practices to obtain consent. All collections are done openly and with your knowledge, for the purposes identified.

Use of Service Providers and International Processing

My Condo Space uses a few trusted third-party service providers to deliver the AI Minutes App’s functionality. Whenever we share personal information with these third parties, it is only for the purposes of providing our service to you, and always in accordance with this Policy. We do not sell your personal information to any third party. The main service providers we rely on are:

Cloud Hosting (Amazon Web Services): The AI Minutes App is hosted on Amazon Web Services (AWS) cloud infrastructure. All of our servers and databases are located in Montreal, Canada to ensure that stored data remains in Canada. AWS acts as our data processor for storage and cloud computing needs. Personal information (including account info and stored meeting data) is stored on these secure servers. AWS does not access the content of your data except as needed to maintain the cloud service, and it is contractually obligated to protect your information with high security standards.
Artificial Intelligence Processing (OpenAI): We utilize OpenAI’s API services to perform certain automated processing tasks on meeting data – specifically, to transcribe audio recordings into text (using OpenAI’s Whisper model) and to assist in generating the written minutes from the transcript (using models like GPT). When a recording is processed, the audio and/or transcript text is securely sent to OpenAI’s system for analysis and returned as a transcript or summarized content. Importantly, we use OpenAI’s API in a privacy-protective mode. Data submitted through the API is not used to train OpenAI’s models. OpenAI retains submitted data for up to 30 days for abuse detection and security monitoring, after which it is deleted. No human at OpenAI reviews your data unless you specifically submit it for support. My Condo Space does not authorize OpenAI to reuse or repurpose meeting data, and your content is processed solely to deliver transcription and meeting summary results.
Email and Notification Services: (If applicable) We may use an email delivery service (for example, AWS SES or a similar Canadian-based service) to send you account notifications or the completed meeting minutes. Such a service would only have access to your email address and the content of the communication necessary to deliver the message, and cannot use that information for any other purpose.

Each of these third-party processors is selected for their strong security practices and commitment to privacy. We have agreements in place with them to ensure your data is handled confidentially and securely, consistent with the protections of Canadian privacy law.

International Transfers: Our primary data storage is in Canada (via AWS Montreal). However, when we process audio through OpenAI’s API, it may involve secure servers located in the United States or other countries outside of Canada. Therefore, some personal information (like meeting audio or transcript data) may be transferred outside of Canada for processing. In all such cases, we remain responsible for the information and take steps to protect it. We ensure that any service provider outside Canada safeguards your data to standards comparable to Canadian law and only uses it for the purposes we specify. Please note that when data is in another country, it may be subject to that country’s laws (for example, information in the U.S. might be lawfully accessed by U.S. authorities under their laws). By using the AI Minutes App, you consent to this international transfer for the processing components of our service. We will inform you of any significant changes to cross-border data handling.

Aside from the service providers above, My Condo Space Inc. does not share your personal information with third parties, except in the following limited circumstances:

With Your Direction or Consent: We may share information with others if you expressly ask us to or give us consent. For instance, the AI Minutes App allows you to download the final minutes document; once you have downloaded it, you are free to share that document with your board members or owners as needed (at your discretion). We do not automatically send your documents or data to anyone outside your organization without your action. If in the future we ever consider a new integration or sharing feature, we will only do so with your knowledge and consent.
Legal Obligations: We may disclose personal information if required by law or a legal process. For example, if we receive a court order, subpoena, or a lawful request by government authorities, we may be compelled to release certain data. Our policy is to verify any such request and only provide the minimum information necessary in compliance with the law. Where permitted, we would inform the affected user of such disclosures.
Protection of Rights and Safety: If necessary, we may share information when we believe it’s appropriate to enforce our Terms of Service or this Privacy Policy, to investigate or protect against fraudulent or illegal activity, to protect the safety, rights, or property of our users, the public, or My Condo Space. This could include sharing information with law enforcement or relevant authorities in case of serious threats or misuse of the service.
Business Transactions: If My Condo Space Inc. is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our business or assets, your information may be disclosed to the entities involved as part of due diligence or transferred as an asset. If such a transfer happens, we will ensure the recipient respects your personal information in a manner consistent with this Policy, and we will provide notice before your personal information becomes subject to a different privacy policy.

Rest assured, we do not disclose your personal information to third parties for their own marketing or advertising purposes, and we do not sell your information to anyone. All sharing is either at your instruction, for the core operation of the service with appropriate safeguards, or as required by law.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law, after which we securely delete or anonymize the data. The retention periods for different types of data in the AI Minutes App are as follows:

Audio Recordings

Audio files from meetings are retained on our system for a maximum period of forty-five (45) days from the date of the meeting. This limited retention window allows sufficient time for transcription, quality assurance, reprocessing requests, and issue resolution. After this period, audio recordings are automatically and permanently deleted from our storage and cannot be recovered.

Transcripts

Transcripts generated from audio recordings are retained for the duration of the corporation’s status as an active client. If a client account is terminated, My Condo Space Inc. will retain transcripts for a period of up to two (2) years to address potential legal, regulatory, audit, or governance-related inquiries. After this period, transcripts will be securely and permanently deleted.

Generated Minutes Documents

Final meeting minutes documents (e.g., Word documents) are retained for as long as your corporation remains a client. These files are considered essential records of your governance history.

If your account is closed or terminated, we will retain the last 2 years of finalized minutes to safeguard against statutory claims, audits, or compliance requests. These documents will no longer be accessible through the app but may be retrieved by request if needed during the retention window.

Account and Profile Information: Your account data (name, email, role, condo corporation info) and any settings are kept for as long as your account is active in the AI Minutes App. We retain this information to provide you with ongoing access to the service. If you or your organization decides to deactivate or delete your account, or if you request deletion, we will remove or anonymize these personal details from our production systems (except for information that must be retained for legitimate business or legal purposes, as described below).

Technical Logs

Our system maintains technical logs that may include IP addresses, user activity, access timestamps, and other metadata related to system usage. These logs are used strictly for:

Security monitoring
Troubleshooting system issues
Audit and compliance reviews when necessary

Logs are retained for a maximum of 12 months, unless:

A specific log is required to investigate a security incident, or
It must be preserved longer to comply with legal obligations

Retention beyond 12 months is manual and exception-based only. Logs are automatically rotated and deleted after their retention period, unless flagged for investigation. Access to these logs is restricted to authorized personnel only.

After the retention period ends for any category of data, we will securely erase the personal information or anonymize it so it can no longer be associated with you. For example, audio and transcript deletions are performed on a rolling basis and removed from our databases. Please note that when we delete data from our active systems, it might remain for a short period in our encrypted backups before those backups are rotated and overwritten. We apply strict controls to ensure that any such backups are stored securely and are only used if needed for disaster recovery. If used, any restored data would be re-deleted if it should have been purged under our retention schedule.

If you require deletion of certain data sooner than the schedules above (for example, you want a particular meeting’s records deleted immediately after it’s over), please see the “Your Rights and Choices” section below for how to request deletion. We will make reasonable efforts to accommodate such requests while balancing any operational or legal requirements to keep the data for the stated time.

Data Security Measures

My Condo Space Inc. takes the security of your personal information very seriously. We employ a variety of administrative, technical, and physical safeguards to protect against unauthorized access, use, alteration, or destruction of personal data. These measures include:

Encryption: All personal data in the AI Minutes App is encrypted in transit and at rest. This means when data travels between your device and our servers (or between our servers and our service providers), it is protected using industry-standard encryption protocols (such as HTTPS/TLS). Similarly, the databases and storage volumes where we keep your recordings, transcripts, and documents are encrypted using strong encryption algorithms. Encryption helps ensure that even if data were intercepted or accessed without authorization, it would not be readable.
Access Controls: We restrict access to personal information strictly to those employees, contractors, and service providers who need to process it in order to operate and support the service. Within My Condo Space, access to user data is role-based and limited to key personnel (for example, a database administrator or a support engineer if needed for troubleshooting). Every authorized person is subject to confidentiality obligations. We also employ authentication barriers (such as multi-factor authentication) for our internal systems to prevent unauthorized internal access.
Audit Logging and Monitoring: The AI Minutes App maintains logs of key activities (for example, logins, account changes, data accesses) to create an audit trail. We monitor these logs for any unusual or unauthorized behavior. Administrative access to systems is logged and periodically reviewed. This audit logging helps us detect any improper access and provides accountability for how data is handled.
Network and Application Security: Our servers are protected by firewalls and network security measures to prevent external attacks. We keep our software and infrastructure updated with security patches. Regular security scans, and occasionally third-party security assessments or penetration tests, are conducted to identify and address vulnerabilities.
Training and Policies: Our team is trained on privacy and security best practices. We have internal policies in place to ensure we handle personal information in compliance with the law and this Privacy Policy. For example, we have procedures for responding to potential security incidents or data breaches, should one ever occur.
Data Minimization: We design our systems to collect the minimum amount of personal information needed. For instance, we record audio only when explicitly initiated for meeting minutes, and we avoid collecting extraneous data (like sensitive personal details not required for meeting documentation). By limiting what we collect and how long we keep it, we reduce the risk exposure of your personal information.

While we strive to protect your data, it’s important to note that no method of transmission over the internet or method of electronic storage is 100% secure. However, we continuously update and refine our security practices to meet or exceed industry standards and to address new threats. In the unlikely event of a data breach that poses a real risk of significant harm to you, we will notify you and the appropriate authorities as required by law.

Your Rights and Choices

We believe in being transparent and giving you control over your personal information. Under Canadian privacy laws, including PIPEDA, you have certain rights regarding the personal information we hold about you, and we support those rights. These include:

Access to Your Information: You have the right to request access to the personal information we have about you. This means you can ask us to confirm whether we are processing your personal data and to provide you with a copy of that data, as well as information about how it’s being used and who it has been disclosed to. For example, you can request to see what account details we have on file, or what meetings data is associated with your account. We will respond to access requests within a reasonable time and at minimal or no cost to you, as required by law. To make an access request, contact us via this form. (For security, we may need to verify your identity before releasing personal data to you.)
Correction of Errors: If any of your personal information is inaccurate or incomplete, you have the right to request a correction or update. This applies to basic information like your name or email, as well as any content in minutes or transcripts that you believe is incorrect and within our control to change. We rely on you to provide accurate information, but if our records are wrong, we will correct them upon your request and instruction. In the case of generated content (like a typo in a transcript of your meeting), you can contact us to amend or you can edit the minutes document before finalizing it. We’ll make corrections and, where appropriate, we’ll also notify any third parties who received the incorrect information (for example, if minutes were shared through the app) about the change.
Account and Recording Deletion: You have the right to request deletion of your personal information in our systems, also known as the right to be forgotten. This includes the ability to request that we delete your user account or specific personal data like meeting recordings. You can initiate such a request by contacting us via this form. For example, if you want us to remove all audio recordings of past meetings, you can ask us and we will manually delete them from our platform (if they haven’t been already removed by our retention schedule). If you want to close your account entirely, we will deactivate it and remove personal info associated with it (except for data we are required to keep for legal or operational purposes, which we would inform you about). Please note, after deletion, we will not be able to recover your data, and deleting an account will remove access to the AI Minutes App service. We will process deletion requests as soon as reasonably possible and will confirm to you when completed.
Withdrawal of Consent: As mentioned in the Consent section, if you have previously given consent for us to collect or use certain information, you may withdraw that consent for future use. For instance, you can turn off or choose not to use the recording feature if you no longer want to collect meeting audio, or you can ask us to stop using your email for non-essential communications. Withdrawal of consent will not affect the lawfulness of any processing done prior to the withdrawal, but it might limit what services we can provide you going forward (since some features rely on your information). We will explain any such consequences to you at the time you make a request to withdraw consent.
Opt-Out of Communications: If we ever send any optional communications (such as a newsletter or new feature announcement) that you do not wish to receive, you will have the ability to opt out of further messages by using the unsubscribe mechanism in the email or contacting us. However, please note that we will still send you essential service and account-related communications (for example, meeting summaries you requested or urgent service notifications), as these are not promotional in nature.
Complaints and Inquiries: You have the right to inquire about our privacy practices or lodge a complaint if you believe we are not complying with our obligations. We encourage you to reach out to us first using this form so we can address your concerns. We will investigate and respond to any complaints or questions to the best of our ability. If you are not satisfied with our response, you also have the right to contact the Office of the Privacy Commissioner of Canada (or your provincial Privacy Commissioner if applicable) to file a complaint or seek guidance. We will provide you with the contact information for the appropriate privacy commissioner upon request, or you can find it on the official website of the Office of the Privacy Commissioner of Canada.

We will not discriminate or deny you any service for exercising any of these rights. However, certain rights (like deletion or withdrawal of consent) may affect our ability to continue providing you the AI Minutes App service if the information is essential to that service. We will clearly communicate with you and try to find a reasonable solution in such cases (for example, perhaps using the app without the recording feature if you withdraw consent to recording).

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. If we make material changes, we will notify you by posting the updated policy on our website and/or through the AI Minutes App, and we may also send a notice to the email address associated with your account. The “Last Updated” date at the top will always indicate when the latest changes were made. We encourage you to review this Policy periodically to stay informed about how we are protecting your information. Your continued use of the AI Minutes App after any update to this Privacy Policy will signify your acceptance of the changes, so it’s important to review changes carefully. If you do not agree with any update, you have the choice to stop using the service and request deletion of your data.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us. We are here to help and address any issues related to privacy and data protection. You can reach our privacy team (or Privacy Officer) at:

My Condo Space Inc.
Contact Us Form
(Please include “Privacy Inquiry” in the subject line to ensure it is directed to the right team.)

We will respond to your inquiries or requests as soon as reasonably possible, and within any timeframes required by law.

Thank you for trusting My Condo Space and the AI Minutes App with your meeting management needs. We value your privacy and are committed to safeguarding your personal information while providing you with a useful and efficient service. For more details about the terms governing your use of the AI Minutes App, please also review our Terms of Service.