Privacy Policy

My Condo Space Inc. ("My Condo Space", "we", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our software platforms, including:

• AI Minutes App – a software-as-a-service platform that assists condominium corporations with generating meeting minutes; and
• Vote App – a software platform that facilitates electronic voting, proxy execution, quorum calculation, and related meeting governance processes.

Together, these are referred to as the "Services."

We adhere to Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. By using any of the Services, you agree to the collection, use, and disclosure of personal information as described in this Policy and in accordance with applicable law.

Personal Information We Collect

We collect only the personal information necessary to operate the Services.

Account Information

Name, email address, role (e.g. property manager, administrator), authentication credentials (stored as secure password hashes).

Condominium Corporation Information

Legal corporation name, meeting identifiers, and names and roles of directors or meeting officials. We do not collect unit owner addresses, payment details, or personal financial information.

Meeting and Governance Data

Depending on the Service used, this may include:

AI Minutes App

• Audio recordings of meetings
• Transcripts generated from recordings
• Generated minutes documents

Vote App

• Voting selections and ballot submissions
• Proxy instructions and proxy validation data
• Quorum counts and participation status
• Director election and removal results

Voting data is processed solely to execute the instructions provided by authorized users. My Condo Space does not interpret voting rules, validate legal compliance, or determine the legal validity of any meeting or vote.

Technical and Usage Data

IP address, browser or application user agent, timestamps, and action logs used for security, auditability, and service operation.

Access Logs

Logs of file access, voting actions, and administrative activity for accountability and audit purposes. Access is restricted to authorized users associated with the same condominium corporation.

How We Use Your Information

We use personal information only for purposes directly related to operating the Services, including:

• Authenticating users and securing accounts
• Generating meeting minutes and governance records
• Processing votes and proxy instructions as entered
• Calculating quorum and displaying voting outcomes
• Maintaining audit trails and access logs
• Providing support and responding to inquiries
• Ensuring platform security and integrity
• Complying with legal obligations

We do not:

• Use your data for advertising
• Sell personal information
• Profile users for marketing or behavioral prediction
• Certify or guarantee the legal validity of votes or meetings

Consent and Notice

Account and Service Use

By creating an account and using the Services, you consent to the collection and use of your information as described in this Policy.

Meeting Recording (AI Minutes App)

Meetings are recorded only when explicitly initiated, with clear notice that recording is occurring for the purpose of generating minutes.

Voting and Proxies (Vote App)

By submitting a vote or proxy instruction, users consent to the processing and recording of that instruction for governance purposes. The Vote App acts as a technical processor, not as a legal advisor or decision-maker.

Service Providers and International Processing

We use trusted service providers, including:

• Amazon Web Services (AWS) – hosting and data storage (Canada – Montreal)
• OpenAI – transcription and summarization services (limited, non-training API usage)
• Email delivery providers – account and service notifications

Some processing may occur outside Canada (e.g. OpenAI). Where this occurs, we remain responsible for safeguarding personal information and ensure comparable protections apply.

Data Retention

Retention depends on data type and service:

• Audio recordings: up to 180 days
• Transcripts and minutes: retained while the corporation remains a client; last 2 years retained post-termination
• Voting and quorum records: retained while required for governance reference and auditability, then securely deleted
• Technical logs: up to 12 months unless required for investigation or legal compliance

Backups are encrypted and rotated on a rolling basis.

Your Rights

You have the right to:

• Access your personal information
• Request corrections
• Request deletion (subject to legal and operational requirements)
• Withdraw consent for future processing
• File a complaint with us or the Privacy Commissioner

Requests can be submitted via our contact form.

Changes to This Policy

We may update this Policy as our Services evolve. Material changes will be communicated via the platform or email. Continued use of the Services constitutes acceptance of the updated Policy.

Contact Us

My Condo Space Inc.
Contact Us Form
(Please include "Privacy Inquiry" in the subject line)