1. Scope and contact
BuildingFolio is an Ontario-focused software project for building compliance and property management. This policy explains how we handle personal information through buildingfolio.ca, the pilot registration process, and — if subsequently offered — the BuildingFolio pilot application. Privacy questions and requests can be sent to shawn@buildingfolio.ca. A separate written agreement may govern customer use of the pilot software.
2. What we collect
When you request pilot access, we collect your name and work email, plus any company name, portfolio size, and message you supply. We retain the submission time and may keep related correspondence.
Our hosting and security providers process ordinary technical details such as IP addresses, request logs, browser information and error records. If your organization later uses the pilot application, we may process account details, building addresses and characteristics, compliance tasks, deficiencies, inspections, activity histories, evidence documents and notifications. Documents may contain personal information supplied by the participating organization.
3. Purposes of collection and use
We use information to review and respond to pilot requests; arrange follow-up and onboarding; provide any separately authorized pilot access; organize assigned building tasks, evidence and activity; communicate service notices; troubleshoot errors; protect against abuse; and comply with applicable legal obligations. We do not sell personal information to data brokers or advertisers. We ask applicants not to include unnecessary sensitive information in the public form.
4. Pilot emails and consent
Checking the registration consent box means we may contact you about your pilot inquiry. It does not subscribe you to unrelated promotional mail. If we later send commercial marketing messages, we will do so only as permitted by Canada's Anti-Spam Legislation (CASL) and provide the required sender information and unsubscribe mechanism where applicable. You may ask us to stop pilot follow-up at shawn@buildingfolio.ca. We may still retain records where legitimately or legally necessary.
5. Service providers and sharing
We currently use Vercel for website hosting and server-side functions, Neon for PostgreSQL data storage, and Google Workspace for email. Private Vercel Blob storage may be used for pilot documents. These providers process information to provide their services. We may share information with personnel authorized by a participating organization, service providers working on our instructions, or authorities when legally required. We do not make one pilot applicant's registration details available to other applicants.
6. Storage and transfers outside Canada
BuildingFolio does not guarantee Canada-only data residency. The Neon database currently storing public pilot registrations is hosted in a United States region. Website hosting, email delivery, service processing, logs, support, caches or backups may also occur outside Canada and may be subject to laws in those jurisdictions. For some pilot document storage, private Vercel Blob may have Montréal as the primary region where configured, but this does not ensure all backups, processing or other copies remain within Canada. Organizations with special residency requirements should discuss them with us before joining a pilot.
7. Cookies and technical data
This public landing page does not intentionally deploy third-party advertising pixels or behaviour-based advertising cookies. Hosting services may still use technical logs and essential protections. The separate pilot application may use necessary sign-in and session cookies. If we introduce non-essential analytics or marketing trackers, we will update this notice and provide any choices required by law.
8. Security
We apply safeguards intended to reduce unauthorized access, such as restricted service credentials, access controls and provider security measures. In the pilot software, organization membership and assigned roles are intended to limit access to relevant records. No system can guarantee absolute security. Do not send passwords, payment-card details, health information or other unnecessary sensitive material through the public registration form.
9. Information uploaded by organizations
Property management organizations are responsible for having a lawful basis to collect and provide information about owners, residents, employees, contractors or others. BuildingFolio processes customer-supplied records to provide the services authorized under an applicable agreement. Requests concerning these records may need to be handled through the relevant property management organization.
10. Retention
We retain inquiry information for as long as reasonably required for follow-up, potential pilot participation, ordinary business recordkeeping, dispute resolution or applicable law. We assess whether personal information remains necessary and delete or de-identify it when appropriate. Pilot building records and evidence may have specific regulatory, contractual or legal-hold retention requirements; a participating organization's agreement should address these in more detail.
11. Your rights and requests
Subject to applicable law, you may ask to access or correct your personal information, request deletion, or withdraw consent where appropriate. Contact shawn@buildingfolio.ca; we may verify your identity before taking action. If you have an unresolved concern, you may contact the Office of the Privacy Commissioner of Canada or another relevant regulator.
12. Children, updates, and contact
The website and business pilot are not directed to children. We may revise this policy when our services or legal obligations change, updating the effective date and providing additional notice when required. For any privacy or security concern, write to shawn@buildingfolio.ca.