Privacy Policy

1. Introduction and scope

This Privacy Policy describes how Lienance collects, uses, discloses, retains and protects personal information in connection with the Lienance platform, website and related services.

Lienance provides workflow software used in connection with Ontario condominium common-expense collections and lien administration. Customers may include condominium management providers and condominium corporations. Owners, directors and other individuals may also interact with Lienance through limited, matter-specific workflows without becoming ordinary customer account users.

Lienance provides technology for administering workflows. Lienance is not itself the condominium corporation, property manager, board of directors or legal counsel for a condominium corporation.

2. Information Lienance may process

Depending on the individual, organization and matter involved, personal information processed through Lienance may include:

• name, email address, telephone number and other contact information;
• condominium corporation and unit information;
• account, organization, role and authorization information;
• common-expense, arrears, payment-related and other financial information;
• collection, lien, notice and matter-history information;
• communications, responses, disputes and payment intentions;
• director, conflict, governance and board-response information;
• documents, evidence and generated matter records; and
• technical, security and audit information such as timestamps, IP address, browser or device information and workflow activity.

Financial and arrears information may be sensitive personal information.

3. Where information comes from

Personal information may be obtained from the individual, a condominium management provider, a condominium corporation, an authorized customer user, customer accounting records, another authorized participant in a matter, professional records supplied for the matter, system activity, or another source authorized or permitted by applicable law.

Not every individual whose information appears in Lienance created an account or supplied that information directly. In particular, information concerning an owner or unit may be supplied by the condominium corporation or its authorized management provider before the owner uses a public response workflow.

4. Why information is used

Lienance may process personal information for purposes reasonably connected with providing, administering and protecting the Service, including to:

• administer accounts, organizations and authorized access;
• process accounting updates and maintain financial history;
• administer collection and lien-related workflows;
• deliver and preserve matter-specific communications;
• receive owner responses, disputes and supporting information;
• administer authorized board and governance workflows;
• prepare and organize information for authorized professional or counsel handoff;
• maintain traceable matter, governance and evidentiary records;
• operate, secure, troubleshoot and maintain the Service; and
• comply with applicable legal obligations and lawful process.

5. Owners, directors and public participants

Owners, directors and other individuals may receive a purpose-specific Lienance link in connection with a condominium matter. These individuals are not necessarily Lienance customers and do not necessarily have Lienance accounts.

Opening or using a public workflow does not, by itself, make an individual a party to a customer's commercial agreement with Lienance, admit that an amount is owing, waive a dispute, authorize payment, or constitute blanket consent to unrelated uses of personal information.

6. Disclosure

Personal information may be made available, where appropriate to the matter and the recipient's authority, to authorized personnel of the applicable management provider or condominium corporation, authorized directors, legal counsel or another professional involved in the matter, authorized public participants, service providers used to operate Lienance, and persons or authorities where disclosure is permitted or required by law.

Access to one organization, corporation, matter or public workflow does not provide general access to another.

7. Service providers and cross-border processing

Lienance uses third-party service providers where necessary to operate the Service. Current material providers include Amazon Web Services as part of Lienance's hosting infrastructure and Postmark for transactional email delivery.

Service providers may process information required to provide their services. Some processing may occur outside the province or country in which an individual is located. Lienance does not represent that all personal information or service-provider processing remains exclusively in Canada.

8. No sale or unrelated marketing

Lienance does not sell customer-supplied owner or board-member personal information. Lienance does not use customer-supplied owner or board-member information for unrelated Lienance marketing, unrelated commercial profiling, or to create a marketing list merely because the information appears in a condominium matter.

9. Retention

Lienance does not apply one universal deletion period to every category of information. Retention depends on the nature and purpose of the record and may be affected by condominium, accounting, governance, evidentiary, statutory, security, dispute, legal-hold and other lawful requirements.

Material lien, financial, communication and governance records are generally corrected, resolved, voided or superseded through traceable workflow rather than silently rewritten or deleted. Closing a matter or invalidating a public link does not necessarily require deletion of the underlying record.

10. Security

Lienance uses administrative and technical safeguards intended to protect information according to its sensitivity.

Verified application-level safeguards include multi-tenant organizational isolation, role-based and contextual authorization, purpose-limited public links, lifecycle controls for applicable public credentials, matter-specific document and evidence authorization, browser request protections, applicable rate limiting, provenance and audit controls, and practices intended to minimize unnecessary personal information in operational logs.

Lienance has conducted an application-level adversarial security review covering cross-customer access, authorization, privilege escalation, public links, document access, browser request protection, logging and destructive deletion behaviour. Issues identified during that review were corrected and regression coverage was added where appropriate.

This was not an independent third-party penetration test, security certification or complete audit of production infrastructure. No Internet service can guarantee absolute security.

11. Access, correction and deletion requests

Subject to applicable law, individuals may request information concerning personal information about them and may request access or correction. Lienance may need to verify the identity or authority of the requester.

Access does not automatically extend to another person's information, another customer's information, privileged legal material, confidential security information or every record in a condominium matter.

Deletion requests are assessed having regard to applicable privacy law and any continuing statutory, accounting, corporate-record, governance, evidentiary, security, legal-hold or other lawful requirement. There is not necessarily an unconditional right to immediate deletion of every historical record concerning an individual.

12. Privacy and security incidents

Lienance maintains processes for investigating suspected privacy and security incidents. Depending on the circumstances, response may include containment, preservation of evidence, investigation, assessment of affected information and individuals, customer and provider coordination, remediation, and notification or reporting where legally required.

13. Changes to this Policy

Lienance may update this Policy as the Service, practices, providers or applicable requirements change. The current version will identify its effective or last-updated date.

14. Contact

Privacy questions, requests or complaints may be directed to:
Lienance
Attention: Privacy
admin@lienance.com