ROI Property Services favicon – property care and maintenance company in British Columbia Canada

Privacy Policy

Effective Date: March 2, 2026

ROI Property Services Inc. (“we”, “our”, or “us”) is committed to protecting the privacy and personal information of our clients, partners, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with applicable Canadian privacy laws and any other applicable jurisdiction where we may conduct business.

1. Legal Framework

ROI Property Services Inc. is incorporated and operates in Canada. Our privacy practices comply with:

  • The Personal Information Protection and Electronic Documents Act (PIPEDA) (Canada)
  • The Personal Information Protection Act (PIPA) (British Columbia)
  • Any other applicable provincial, federal, or international privacy legislation where we provide services

If we conduct business outside British Columbia or outside Canada, we will comply with applicable privacy legislation governing those activities.

We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances.

2. Scope of Application

This Privacy Policy applies to all services provided by ROI Property Services Inc., including property oversight, maintenance coordination, project coordination, and related consulting services, regardless of the geographic location of the client or property.

3. Information We Collect

We may collect personal information including:

  • Name and contact information (email address, phone number)
  • Property address and service-related details
  • Communication records
  • Billing and invoicing information
  • Information submitted through website forms
  • Contractual and service documentation

We limit collection to information necessary for legitimate business purposes.

4. How We Use Personal Information

We use personal information to:

  • Provide property oversight and maintenance coordination services
  • Communicate regarding inspections, reports, and vendor coordination
  • Issue invoices and manage payments
  • Maintain proper operational records
  • Comply with legal and regulatory requirements
  • Protect our legal rights and contractual interests

5. Consent

By providing personal information to us, you consent to its collection, use, and disclosure for the identified purposes. Consent may be withdrawn at any time, subject to legal or contractual restrictions and reasonable notice.

6. Use of Third-Party Service Providers

We use trusted third-party service providers to operate our business efficiently and securely. These may include:

  • Website hosting providers
  • Customer Relationship Management (CRM) systems, including Odoo
  • Email service providers
  • Accounting systems
  • Cloud storage providers
  • Spam detection and cybersecurity tools

These providers may process personal information on our behalf strictly for business purposes. We use contractual and operational safeguards to ensure appropriate protection of personal information.

7. Cross-Border Transfers

Personal information may be stored or processed in jurisdictions outside your province or outside Canada, including through cloud-based service providers.

Where personal information is transferred across borders, it may be subject to the laws of the jurisdiction where it is processed. We take reasonable steps to ensure a comparable level of protection consistent with Canadian privacy standards.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information to protect against unauthorized access, disclosure, alteration, or destruction.

9. Data Retention

We retain personal information only as long as necessary to:

  • Provide services
  • Meet legal, tax, and regulatory obligations
  • Maintain business and financial records
  • Resolve disputes and enforce agreements

When information is no longer required, it is securely destroyed or anonymized in accordance with applicable laws.

10. Access and Correction

You may request access to your personal information and request corrections if it is inaccurate or incomplete. Requests must be submitted in writing to our Privacy Officer.

11. Privacy Officer

ROI Property Services Inc. has designated a Privacy Officer responsible for compliance with applicable privacy legislation.

If you have questions about this Privacy Policy, wish to access your personal information, or wish to make a complaint, please contact:

Privacy Officer
ROI Property Services Inc.
Email: privacy@roi-p.com

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect operational, legal, or regulatory changes. Updates will be posted on this page with a revised effective date.