Date of last update: October 2, 2023
1. Scope of the policy
The purpose of this Privacy Policy (the “
Policy”’) of Petra Ltd., its affiliates and entities of the same
group (collectively “
Group Petra”) is to describe the manner in which Group Petra collects, uses,
stocks and communicates your Personal Information (as hereinafter defined).
This Policy applies to all the Personal Information collected and processed by Group Petra from or
about guests, tenants, service providers or business partners and the users of our website, our
mobile apps and social media. However, this Policy does not apply to third-party websites or
services that may be accessed by clicking on links displayed on the Group Petra website. Group
Petra may not be held liable for how such third parties collect, use or communicate your Personal
Information; as such, it is important to familiarize yourself with their privacy policies before providing
them your Personal Information.
2. Definition of “ Personal Information ”
The term “
Personal Information” when used in this Policy means all information that can be used
to identify an individual, such as, but not limited to, their name, contact information, IP address,
navigation history, etc. (the “
Personal Information”).
Generally, professional contact information (such as name, job title, and work address and
telephone number) is Personal Information that is not subject to the same obligations. Note that we
do not need your consent to collect it, and it is not confidential.
3. Collection of Personal Information
When you browse our website or our mobile apps, when you consult our social media platforms,
visit our properties, register to receive our newsletter, enter a contest or promotion, when you
communicate with us and when you interact with us, whether in person or through electronic
means, we collect, namely, the following information:
3.1. Personal information provided voluntarily
Certain Personal Information about you (such as your personal contact information) are
voluntarily transmitted to us by forms and interactions between you and our website, our
social media platforms, our mobile apps and/or our WI-FI as well as through on-site visits of
our spaces, while using our services, when you register to our newsletter or when you enter
a contest or a promotion.
3.2. Tenants (for individuals)
When you wish to rent a space in one of our properties, we can collect, namely, your name,
your address, your phone number, your email address, a copy of your ID, your banking
information, your references, your insurance information as well as any other information
which you may provide to us from time to time.
3.3. Electronic/technical information
Certain information may be collected automatically through log files and cookies: the type
and version of browser and/or computer system the user uses, the IP address, pages
consulted and dates of connection to our website.
The information thus consulted enables us to, mainly, establish general statistics including,
without limitation, the number of visits on our website, the duration of visits and the pages
consulted and viewed on our websites and/or our social media platforms. You may configure
your browser to reject cookies, but certain website pages may no longer work optimally.
3.4. Information collected from third parties
We may collect your Personal Information in the context of a new partnership or a new
business relationship and from third parties, particularly in the context of background checks,
credit files, criminal records or research and development purposes.
3.5. Video surveillance
Group Petra uses video surveillance technologies, sensors or other similar systems that we
may use from time to time in the properties under our management in order to monitor the
public areas of those properties (for example: parking lots, lobby and common areas) and
thus ensure the security of individuals and that of the belongings and assets of the properties
and tenants. Video images and the voices of individuals who enter our properties as well as
license plates of certain vehicles may be captured. If you do not wish to have your voice and
images of yourself and of your vehicle and license plates captured by us, please do not enter
those areas. A video surveillance footage or similar system may be provided to a law
enforcement agency or other competent body if permitted or required by law or for the
purposes of a law enforcement investigation.
4. Use of Personal Information
Upon collecting and using your Personal Information, Group Petra acts reasonably and collects
only information necessary for its business. This includes namely the following uses:
-
for general business related purposes such as to evaluate, establish and maintain
commercial relationships, determine rental rates, administer accounts and fulfill contractual
obligations;
- determine your eligibility to lease spaces managed by Group Petra (ex.: credit files);
- perform searches, develop and manage services rendered by Group Petra (ex.: via
surveys);
- investigating and settling complaints and claims;
- compiling statistics and conducting market research;
- deliver tailored messages and interest-based advertisements;
- track the use of our websites;
- monitor the use of our WI-FI in our properties;
- administer Group Petra’s operations, including for regulatory reporting or compliance
purposes;
- ensure Group Petra protection against errors, fraud and misconduct;
- ensure the safety of any person present on our properties;
We collect, use and communicate your Personal Information with your consent or as permitted or
required by law.
5. Consent
Generally, by communicating with us and /or doing business with us, you consent to the collection,
use, retention and communication of your Personal Information, in accordance with this Policy and,
if applicable, the terms and conditions of use of our websites, social media, mobile apps and/or
WI-FI.
Notwithstanding the foregoing, we may communicate your Personal Information where required by
law, regulation, court order or search warrant and to respond to a government investigation or any
other lawful request. We may also communicate your Personal Information to our accountants,
auditors, agents and lawyers to enforce or protect our rights. In addition, we may communicate
certain Personal information when we believe it is necessary to do so for our safety or that of our
properties, insofar as provided or permitted by law.
6. Right to withdraw consent
You may withdraw your consent at any time in the circumstances permitted by law by contacting
us in the manner described in the section “Consultation and updating of your Personal Information”.
However, such withdrawal may prevent Group Petra from continuing its business relationship with
you or restrict the services it can offer you, but only insofar as such Personal Information is
necessary for such purposes.
7. Accuracy of Personal Information
Having accurate information is essential for Group Petra to properly conduct its business. Group
Petra takes reasonable steps to ensure that the Personal Information it collects, uses, discloses
and retains is accurate. Group Petra may contact persons who have provided Personal Information
to verify its accuracy or refuse to accept information that does not meet legal requirements or take
other step deemed necessary to ensure the accuracy of the information.
Notwithstanding the foregoing, insofar as you have provided us with Personal Information, we will
assume that such information is accurate and up to date. Should any of your Personal Information
change during our business relationship, we expect you to inform us of such changes so that we
may update your file.
8. Communication and storage of Personal Information
Group Petra may communicate Personal Information in accordance with the law and, namely, as
follows:
(i) to its advisors, mandataries and representatives;
(ii) to affiliated entities or of the same group;
(iii) to public bodies where required or mandated by law;
(iv) to services providers to, among other things, provide services for and on behalf of Group
Petra;
(v) to any business partner following, namely, your participation in a contest via our website
or social media platforms; and
(vi) to a third party wishing to acquire any rights and interests of Group Petra or the entities it
represents in connection with a sale of a property or any other commercial transaction.
In all of the above cases, your information will continue to be protected by applicable privacy laws.
Your Personal Information is processed and stored in Quebec. Should a transfer of Personal
Information outside Quebec be necessary, such transfer will only take place if it is deemed that the
Personal Information would be adequately protected in accordance with the law. Such transfer will
also be subject to appropriate contractual agreements to ensure adequate protection in compliance
with privacy laws.
9. Retention and protection of Personal Information
Except as otherwise required by law, your Personal Information is retained and used only as long
as necessary to fulfill the purposes for which it was collected, including fulfilling our legal,
accounting or reporting obligations to the appropriate governmental and regulatory authorities.
Group Petra uses various policies to protect Personal Information in its possession including,
namely, a policy of retention, digitization and destruction of Personal Information which contains a
retention schedule.
In certain circumstances, we may anonymize your Personal Information so that it can no longer, at
any time and irreversibly, be associated with you. We reserve the right to use such anonymous
data for serious and legitimate purpose, without further notice or consent from you.
Our employees and any other person who may have access to your Personal Information are
required to keep it confidential. We undertake to keep the information confidential through
technological solutions, such as, namely, secure servers and firewalls. However, because it is
impossible to entirely warrant the security of information collected or transmitted online or through
other publicly accessible telecommunication systems, know that a certain risk always exists when
using electronic means to transmit Personal Information.
10. Minor of less than 14 years of age
No Personal Information from children of less than 14 years of age is deliberately and knowingly
collected, used nor communicated by Group Petra without the prior consent of a parent or a person
who has parental authority. Should we be notified that we have collected Personal Information from
a child of less than 14 years of age or less than the legal age in the country where the said child
resides, we shall delete any Personal Information concerning said child.
11. Consultation and updating of your Personal Information
You may request to have access to the Personal Information we hold about you, or in certain
circumstances, ask that we alter, remove or correct certain information in your file. You may also
ask to withdraw your consent to our use and communication of your Personal Information by
contacting us in one of the following ways:
By mail
PETRA LTD
8000 Langelier Boulevard, Suite 808
Montréal (Québec) H1P 3K2
To the attention of: Privacy Officer
By e-mail
privacy@groupepetra.com
12. Complaint
If you wish to file a complaint, please contact the Privacy Officer, whose contact information is
provided in the “Consultation and updating of your Personal Information” section above. We will
investigate each complaint and attempt to resolve it.
13. Changes to the Policy
The present Policy may be changed at any time, at Group Petra’s sole discretion. The changes
shall be effective as soon as they appear on our website that you may visit at all times. We will take
appropriate steps to bring the changes to your attention, namely, by including the date of the last
revised version of this Policy.
14. Comments and additional information
If you have any comments or questions about this Policy, please contact us in one of the ways
indicated in the “Consultation and updating of your Personal Information” section above.