Openroom Privacy Policy

Openroom Inc. (“Openroom”, “we”, or “us”) values and respects your privacy. We have prepared this privacy policy to describe the manner in which we collect, use, disclose and otherwise process personal information when you visit our website located at https://openroom.ca/ (the “Website”) or otherwise interact with us. We offer a platform that provides tenants and landlords with transparency in the rental ecosystem, and to provide related training programs for housing providers, rental housing investors, property managers and realtors (the “Services”).

TABLE OF CONTENTS

• Collection and Use of Personal Information
• Sharing of Personal Information
• Information About Our Website
• Safeguards and Retention
• Your Choices
• Our Privacy Policies and Practice
• Updates to the Privacy Policy
• Contact Us

COLLECTION AND USE OF PERSONAL INFORMATION

Means of Collection

We collect personal information that you provide directly to us (through our Website, or through other communication channels) as well as information your devices provide to us automatically. We also collect personal information contained in materials filed with judicial and quasi-judicial bodies which are made available to the public by courts, landlord and tenant boards, tribunals, or dispute resolution services (“Publicly Available Materials”).

How we collect and use personal information through the Website and in our other interactions with you

We may collect and use personal information when you:

• Register for an Account.
• Upload Publicly Available Materials.
• Have your personal information appear in Publicly Available Materials.
• Sign-up to receive marketing emails such as newsletters, offers and promotions.
• Apply for a job at Openroom.
• Attend a training program.
• Attend our events.
• Participate in our surveys or research.
• Enter our contests or promotions.
• Contact us with a comment, question or complaint.

Registering for an Account/Signing In: You will be asked to create an account and sign in to access some features of the Services (including training courses). If you create an account, we collect your email address, and you will be prompted to create a password. Alternatively, you can sign-in using your social media account (such as Facebook or Google), and we will collect your name, profile picture, and other information about your social media account to sign you in. We use this information to authenticate your request for an account and access to part of the Services.

Uploading Publicly Available Materials: When you upload Publicly Available Materials, we collect and use certain information about the document or record that you are uploading (including the jurisdiction, document type, tenant name, landlord name, rental unit address), the content of the document or record itself, along with your email address. We use this information to review the Publicly Available Materials, to ensure that they qualify for publication on our Website, and to correspond with the uploader about these matters. We also use artificial intelligence systems to summarize Publicly Available Materials, and make those summaries available to the public.

Personal Information in Publicly Available Materials: If your personal information is included in Publicly Available Materials uploaded to or accessible by our Website, we collect and use it for the purpose of making those materials more easily and readily accessible to the public, and to help us provide the Services.

Marketing Communications: If you sign up to receive email, SMS and other marketing communications, we will collect your name, email address and phone number in order to send you newsletters, offers, promotions, and other information that may be tailored to your interests and preferences. You can unsubscribe at any time by clicking the “unsubscribe” link included at the bottom of each email. Alternatively, you can opt-out of receiving email marketing communications by contacting us at the contact information provided in the “Contact Us” section below. Please note that you may continue to receive transactional or account-related communications from us.

Careers: In connection with a job application or related inquiry, you may provide us with certain personal information about yourself (such as that contained in a resume, cover letter, or similar employment-related materials). We use this information for the purpose of processing and responding to your application for current and future career opportunities.

Training Program: If you register for our online training programs, we may collect information about the course your register for, your responses and course performance, and any feedback you provide to us. We user this information to deliver our courses and to improve our course offerings.

Events: If you attend one of our events (or visit a booth at an event), we may collect business contact information such as your first and last name, company name, work email address and phone number. We collect this information so that we can communicate with you about the event and contact you about future events.

Surveys and Research: From time to time, we may offer you the opportunity to participate in one of our surveys or other research projects. We will collect certain personal information about you if you choose to participate in a research survey of ours. The information we collect will depend on the particular survey or research project and we will provide you with specific details regarding our information practices for that survey or research project prior to collecting any information from you. The information obtained through our surveys and customer research is used in an aggregated, de-identified form. We use this information to help us understand our users and to enhance our Website.

Contests or Promotions: When you enter a contest or participate in a promotion, we may collect your name, address, email address, phone number, and any additional information or content required for the contest or promotion, including to deliver a prize to you. We use this information to administer your participation in the contest or promotion. As part of a contest or promotion, we may obtain your consent to share or otherwise publish the content you submit.

Contact Us: When you contact us with a comment, question or complaint through email, phone, or through our “Contact s” form on our website, you may be asked for information that identifies you, such as your name, address and a telephone number, along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you in the future and to improve our customer service and products

SHARING OF PERSONAL INFORMATION

We do not disclose your personal information to third parties without your consent, except as set forth below or as required or permitted by law.

• Publicly Available Materials: We make Publicly Available Materials more easily and readily accessible to the public. If your personal information is contained in Publicly Available Materials uploaded to or accessible by our Platform, it will be accessible to users of our Website.
• Service Providers: Your personal information will be transferred (or otherwise made available) to certain third parties that provide services on our behalf (including our affiliates). We use service providers to provide services such as hosting Website, processing payments, providing customer and technical support, and providing advertising and marketing services. Our service providers are only provided with the information they need to perform their designated functions and are not authorized to use or disclose personal information for their own marketing or other purposes. We and our service providers may access, store and otherwise process personal information outside of Canada (and, for residents of Quebec, outside of Quebec), including in the United States, where we or our service providers are located.
• Legal and Compliance: We and our U.S., Canadian, and other foreign service providers may provide your personal information in response to a search warrant to other legally valid inquiry or order, or to another organization for the purposes of investigating a breach of an agreement or contravention of law or detecting, suppressing or preventing fraud, or as otherwise may be required or permitted by applicable U.S., Canadian or other law or legal process, which may include lawful access by US or foreign courts, law enforcement or other government authorities. Your personal information may also be disclosed where necessary for the establishment, exercise or defence of legal claims and to investigate or prevent actual or suspected loss or harm to persons or property.
• Sale of Business: We may transfer any information we have about you as an asset in connection with a proposed or completed merger, acquisition or sale (including transfers made as part of insolvency or bankruptcy proceedings) involving all or part of Openroom or as part of a corporate reorganization or other change in corporate control.

INFORMATION ABOUT OUR WEBSITE

• Visiting our Website: In general, you can visit our Website without telling us who you are or submitting any personal information. However, we collect the IP (Internet protocol) addresses of all visitors to our Website and other related information such as page requests, browser type, operating system and average time spent on our Website. We use this information to help us understand our Website activity and to monitor and improve our Website.
• Cookies: Our Website uses a technology called "cookies. "A cookie is a tiny element of data that our Website sends to a user’s browser, which may then be stored on the user’s hard drive so that we can recognize the user’s computer or device when they return. You may set your browser to notify you when you receive a cookie or to not accept certain cookies. However, if you decide not to accept cookies from our Website, you may not be able to take advantage of all of the Website features.
• Analytics: We may use a third-party such as Google Analytics to help us gather and analyze information about the areas visited on the Website (such as the pages most read, time spent, search terms and other engagement data) in order to evaluate and improve the user experience and the Website. These third parties may use cookies and other tracking technologies. For more information about Google Analytics or to prevent the storage and processing of this data (including your IP address) by Google, you can download and install the browser plug-in available at the following link: Google Opt Out Plugin. You can also obtain additional information on Google Analytics’ data privacy and security at the following links:
  • Google Analytics Partner Sites
  • Google Anlytics Support
• Third-Party Links: Our Website may contain links to other websites that Openroom does not own or operate. We provide links to third-party websites as a convenience to the user. These links are not intended as an endorsement of or referral to the linked websites. The linked websites have separate and independent privacy policies, notices and terms of use. We do not have any control over such websites, and therefore we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use or disclose, secure and otherwise treat personal information. We encourage you to read the privacy policy of every website you visit.

SAFEGUARDS AND RETENTION

We have implemented reasonable administrative, technical and physical measures in an effort to safeguard the personal information in our custody and control against theft, loss and unauthorized access, use, modification and disclosure. We restrict access to personal information on a need-to-know basis to employees and authorized service providers who require access to fulfil their job requirements.

We will retain personal information as long as necessary to fulfill the purposes stated herein unless the law requires us to keep it for a longer period of time. To provide security and business continuity for the activities described here, we make backups of certain data, which we may retain for longer than the original data.

YOUR CHOICES

Marketing Communications

As indicated above, if you have signed-up to receive our email communications, you can unsubscribe any time by clicking the “unsubscribe” link included at the bottom of the email. Alternatively, you can opt-out of receiving our marketing communications by contacting us at the contact information under “Contact Us” below.

Exercising Your Privacy Rights

We will take reasonable steps to ensure that personal information is not used unless it is accurate and up to date. We request that you regularly review the information you have submitted to us using the Website and promptly notify us if any information submitted is no longer accurate or correct.

Where it is not Publicly Available Materials and/or required by applicable law, you may have the right to access, update, rectify and correct inaccuracies in, and withdraw consent to the processing of, your personal information in our custody or control. You may make such a request or withdraw consent by emailing or writing to us using the contact information set out below. We may request certain personal information for the purpose of verifying your identity when you seek access to your personal information.

OUR PRIVACY POLICIES AND PRACTICES

We are committed to protecting personal information and have implemented policies and practices that govern our treatment of personal information, including:

• the designation of a Privacy Officer who is responsible for overseeing Openroom’s compliance with applicable privacy legislation;
• practices pertaining to privacy training and awareness for access to personal information;
• safeguards designed to protect personal information in our custody and control against loss or theft and unauthorized access, use or disclosure; and
• processes for responding to data subject requests and complaints concerning the handling of personal information in a timely and effective manner.

UPDATES TO THE PRIVACY POLICY

We may update this privacy policy periodically to reflect changes to our privacy practices. We encourage you to periodically review this page to ensure you are familiar with those changes. We will indicate at the top of this privacy policy when it was most recently updated.

CONTACT US

If you have any questions or comments about this privacy policy or the manner in which we or our service providers (including our service providers outside Canada) treat your personal information, or to request access to or correction of your personal information, please contact us at:

Weiting Bollu / CEO