Privacy Policy

1. Who is responsible and what this policy covers

LIV WINDSTONE is a rental marketing brand presented by Windstone Holdings Inc. ("Windstone", "we", "us" or "our"). This policy is issued by Windstone Holdings Inc. in its corporate capacity. Windstone is responsible for personal information under its control and is the primary contact for questions about this policy.

Properties advertised through LIV WINDSTONE may be owned by separate legal entities and managed by appointed property managers, including Vancor Group. This policy does not make Windstone Holdings Inc. the landlord of every advertised property. The applicable rental agreement identifies the landlord.

This policy covers website visitors and related inquiries by email or telephone. Separate privacy notices and consent processes may apply to rental applications, screening, tenant portals and tenancy administration. This policy does not itself authorize a credit check or other applicant screening.

2. Contacting us through the website

The website's email inquiry buttons open a draft in your email application. Opening, editing or copying a draft does not send its contents to us. The intended recipient receives your message only when you send it. Calling a displayed number connects you with the identified receiving team.

The website does not currently submit rental applications or process payments. Making an inquiry does not reserve a home, constitute an approved application or create a tenancy.

3. Information you provide

When you contact us or a designated property manager, the receiving team may collect your name, email address, telephone number, preferred property or home type, intended move-in date, rental preferences, and the contents of your correspondence. We limit collection to information reasonably necessary for the purposes explained in this policy.

Please keep initial inquiries to contact details and rental preferences. Do not send Social Insurance Numbers, identification documents, banking or payment details, or other sensitive records in an initial email. If additional information is needed for a later application, the receiving organization should explain the purpose and appropriate submission method at that time. Provide another person's information only if you have their authority.

4. Website information and cookies

Our hosting and technology providers may process IP addresses, browser and device details, access times, pages requested, and security or error logs to deliver, maintain and protect the website. They may use necessary cookies or similar technologies for website functionality, authentication where applicable, and security.

As of the date above, we have not installed advertising trackers or custom analytics tools on this website. Browser settings may allow you to restrict or delete cookies, although doing so can affect functionality. If we introduce optional analytics or advertising technologies, we will provide appropriate notice and obtain consent where required before using them.

5. How we use information

We use personal information, as appropriate, to:

• Respond to inquiries, discuss availability and arrange or follow up on viewings.
• Coordinate your request with the relevant property owner, leasing team or property manager.
• Deliver the website, diagnose technical problems, and detect or prevent fraud, misuse and security incidents.
• Maintain necessary correspondence and consent records, respond to privacy requests, and investigate complaints.
• Comply with legal obligations and establish, exercise or defend legal claims, where permitted by law.

We do not use inquiry information for unrelated purposes without appropriate notice and consent, unless the law permits or requires otherwise. We do not sell, rent or trade personal information for third-party marketing.

6. Consent and communications

Where permitted by law, your voluntary provision of ordinary contact details for a rental inquiry may imply consent to use those details to respond and coordinate the request. We seek express consent where required, including for sensitive information or uses outside your reasonable expectations. Simply visiting the website does not constitute blanket consent to all possible uses of personal information.

Optional promotional communications, if offered, are subject to applicable consent requirements and include an unsubscribe method. You can also ask us to stop optional marketing by emailing info@windstone.ca. An unsubscribe request does not prevent necessary responses to requests you initiate or communications otherwise permitted or required by law.

You may withdraw consent, subject to applicable legal or contractual restrictions and reasonable notice. Withdrawal may prevent us from completing an inquiry or providing a service that requires the information. We will explain relevant consequences and any lawful retention requirements.

7. When information may be shared

We limit sharing to information reasonably necessary for the relevant purpose and to circumstances supported by consent or permitted or required by law. Recipients may include:

• Authorized Windstone personnel, the relevant property-owning entity, and appointed leasing or property management teams, including Vancor Group, to respond to your request.
• Providers of hosting, email, information technology, security and records management services that process information on our behalf.
• Legal advisers, insurers and other professional advisers where necessary to address a complaint, claim, compliance matter or related professional service.
• Courts, regulators, law enforcement or other parties where disclosure is legally required or a lawful exception permits it.

Service providers acting on our behalf must protect the information through contractual or other appropriate safeguards and use it only for authorized services or as legally required. Windstone remains accountable for information under its control, including information transferred for processing on its behalf.

Information may also be disclosed as necessary to evaluate or complete a merger, financing, reorganization, or sale of a business or property, subject to applicable privacy law, confidentiality protections and any required notices or consents. If a proposed transaction does not proceed, recipients must return or destroy information as required by law and the applicable agreement.

8. Property managers and external services

Where a property manager handles information on Windstone's behalf, our accountability described above continues to apply. Where a property manager or another organization handles information independently for its own purposes or for a separate property owner, its privacy practices and legal obligations also apply. Contact Windstone if you need help identifying the organization responsible for your information.

External websites, email applications, telephone providers and other independent services have their own privacy practices. Linking to an external service does not place it under Windstone's control. Review its privacy information before submitting personal information. This distinction does not remove our obligations for providers processing information on our behalf.

9. Where information may be processed

Our service providers may store or process information in Canada or other countries. Information processed outside Canada may be subject to foreign laws and lawful access by courts, law enforcement or government authorities in those jurisdictions. We use contractual or other appropriate safeguards for information processed on our behalf. Contact us for available information about our service providers and processing arrangements.

10. Retention and disposal

We retain personal information only as long as reasonably necessary for the identified purposes and applicable legal requirements. Relevant factors include whether your inquiry remains active, whether a complaint or claim is outstanding or reasonably anticipated, and applicable recordkeeping and limitation periods. We do not retain inquiry information indefinitely merely because it was provided to us.

When information is no longer needed, we securely delete, destroy or anonymize it, as appropriate. Limited copies may remain in protected backups until removed through the applicable backup cycle, or in records subject to a lawful preservation requirement. Such retained information remains protected and is not used for unrelated purposes.

11. Safeguards and communication risks

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. These include restricting access to people who need it for authorized duties and taking reasonable steps to protect it against loss, misuse, unauthorized access, disclosure or alteration.

No website, email system, transmission method or storage system can be guaranteed completely secure. Email may be misdirected, intercepted or accessed through a compromised account or device. Please verify the recipient and limit the information you send. If sensitive information is needed, contact the receiving organization to arrange an appropriate submission method.

We do not promise absolute security or error-free transmission. This does not exclude any duty or liability that cannot lawfully be excluded. If a privacy breach occurs, we will assess and respond to it, maintain required records, and notify affected individuals and regulators where the law requires.

12. Your privacy rights and requests

Subject to applicable law, you may ask whether we hold personal information about you, request access to it and information about its use or disclosure, and request correction of inaccurate or incomplete information. You may also withdraw consent or request deletion where applicable. Deletion is subject to lawful retention requirements and is not an unconditional right to immediate removal of every record.

Send requests to info@windstone.ca with enough detail to identify the relevant inquiry, property and information. We may request reasonable verification of your identity or a representative's authority before disclosing information. Please do not send identification documents unless we explain why they are necessary and how to provide them appropriately.

We respond within applicable legal time limits, generally within 30 days for an access request under the Personal Information Protection and Electronic Documents Act (PIPEDA), subject to permitted extensions. Access may be limited or refused only where legally permitted or required, including to protect another person's information or legally privileged material. Where required, we will explain the reason, any extension and available recourse.

You may raise a privacy complaint directly with us. We will review it and respond. You may also contact the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca/en/ or another privacy regulator with jurisdiction. You do not have to complete our internal complaint process before exercising a statutory right.

13. Changes and applicable law

We may update this policy to reflect changes in our practices, services or legal requirements. The revised version will be posted with an updated date. For material changes, we will provide additional notice and obtain fresh consent where required before using information in the new manner. Posting a revised policy does not, by itself, authorize an incompatible new use of previously collected information.

This policy is subject to applicable Canadian privacy law, including PIPEDA where it applies. Nothing in it waives a statutory privacy right, prevents a complaint to a competent regulator, or excludes a legal obligation or liability that cannot be excluded by law.