Internet and portal privacy policy

Updated September 23, 2026 · Strata Plan BCS3625 · Woodwards W32

About this policy

The strata arranges shared building internet, funded collectively by the owners, with one public IP address per suite and common-area Wi-Fi for residents and their guests. This policy explains how the strata handles personal information for these services and the resident and guest portals under British Columbia’s Personal Information Protection Act (PIPA).

What we collect and why

• Account information: names, email addresses, suite memberships, guest sponsorships, login credentials and account activity. We use this information to verify access, manage accounts and invitations, and send account-related messages.
• Connection information: IP and device addresses, device details, suite network connections, connection events and upload/download measurements. We use this information to identify suite connections, operate and troubleshoot the network, plan capacity and protect the service.
• Internet notices: notices of alleged misuse or infringement, reported IP addresses and times, relevant suite-assignment evidence, recipient details and handling records. We use these to review notices and forward them to the appropriate residents. A notice is an allegation, not a finding of wrongdoing.
• Website and security records: sign-in activity, web requests, browser information and administrative changes. We use these records to operate the portal and investigate security or service problems.

The portal’s graphs show traffic volumes and rates, and its connection logs show network events. They do not display websites visited, browsing histories or message contents. Suite connection information relates to a shared connection and does not establish which individual used it.

Who can access information

Residents can manage their own accounts and sponsored guests. Current members of a suite can see its shared connection details and retained graph and connection history, including history from before they joined. Building management can also create guest accounts without a resident sponsor or suite. Guest accounts do not provide access to suite information or strata administration.

A sponsoring resident can see their guest’s name, email address, access status, last-used date and expiry information, and can delete the guest account. The host cannot see the guest’s password. Residents should obtain their guest’s permission before entering their details and share this policy with them.

Authorized administrators and service providers may access information needed to operate, secure and support the service. Other uses or disclosures require consent or legal authority. Shared ownership of the service does not give owners general access to other people’s personal information.

Cookies, service providers and safeguards

The portal uses cookies needed for sign-in and security. When enabled, Google reCAPTCHA helps prevent automated abuse and processes browser/device information and IP addresses under Google’s privacy policy. We do not use the portal for advertising or remarketing.

Providers supporting email delivery, staff authentication and internet connectivity process information needed for those services. Information may be processed outside Canada. Linked websites have their own privacy practices.

We use encrypted website connections, protected login credentials and restricted access to safeguard information. Providers handling information for the strata must protect it. Keep your password private and report suspected unauthorized access to the building team.

Retention and deletion

• Logs and graphs: routine portal, security and network logs, suite traffic measurements and connection-event logs are retained in live systems for no more than 30 days from the event or measurement. Account deletion does not restart that period.
• DHCP assignment history: IP address, router address and recorded suite assignments are retained for 24 months to identify historical suite connections and investigate service issues or notices.
• Internet notice cases: correspondence and the information needed to document its handling are retained for two years after the case’s last substantive correspondence, or longer where required by law or a documented legal hold. These separate case records remain when a resident account is deleted.
• Resident accounts: building management deletes the resident’s account when processing their departure, together with associated guest accounts, including guests whose access has not expired. Residents can also delete their own account through the portal. Account deletion permanently removes account details, login credentials, memberships and associated guest accounts from the live portal.
• Guest accounts: guests, their sponsoring residents and authorized administrators can delete guest accounts. Guest access expires after 30 days without qualifying account activity. Successful Wi-Fi sign-in or active use of the guest account page counts as activity; continuous internet traffic alone does not. Expired accounts and invitations are permanently deleted by scheduled cleanup. Resident-sponsored guests also lose access when their host no longer has a current suite membership. Building-managed guests follow the same inactivity and deletion rules without a resident sponsor. Returning guests need a new invitation. An already-connected device may remain connected until its current network session ends.
• Backups: backups are kept for less than 30 days from creation and are restricted to recovery purposes. Deleted records may remain in an existing backup until it expires, so backup copies can outlast the live retention period. Deletions and retention limits must be reapplied after restoration.

Suite graphs and connection logs are maintained separately from resident accounts. Deleting an account does not delete this suite history or the suite’s service configuration. The 30-day limit continues to apply to graphs and connection-event logs. DHCP assignments and internet notice cases follow the separate periods above.

Specific legal obligations may require longer retention. Under PIPA, personal information used to make a decision directly affecting someone must be kept for at least one year after that use. Such exceptions apply to the relevant records, not all routine logs.

Your choices and privacy contact

You can update available account details or delete your account through the portal. You may request access to or correction of your personal information, withdraw consent on reasonable notice subject to legal limits, or raise a privacy complaint. We may need to verify your identity and will respond within applicable legal deadlines. Withdrawing information needed to operate an account or service may prevent its continued use.

Contact the Strata Privacy Officer at privacy@w32.ca, or write to Strata Plan BCS3625, 108 W Cordova St, Vancouver, BC V6B 0G5. You can also contact the Office of the Information and Privacy Commissioner for BC about your rights or a complaint.

We will update this policy when practices change and provide additional notice or obtain consent where required.