ਗੋਪਨੀਯਤਾ ਨੀਤੀ

ਭਾਸ਼ਾ ਪਸੰਦ

ਜੇ ਤੁਸੀਂ ਵਿਕਲਪਿਕ ਭਾਸ਼ਾ ਪਸੰਦ ਦੀ ਇਜਾਜ਼ਤ ਦਿੰਦੇ ਹੋ, ਤਾਂ ਅਸੀਂ 90 ਦਿਨਾਂ ਲਈ ਪਹਿਲੀ-ਧਿਰ gp-language ਕੂਕੀ ਸੈੱਟ ਕਰਾਂਗੇ। ਇਸ ਵਿੱਚ ਸਿਰਫ਼ ਤੁਹਾਡੀ ਚੁਣੀ ਹੋਈ ਭਾਸ਼ਾ ਸਟੋਰ ਹੁੰਦੀ ਹੈ ਅਤੇ ਇਸਨੂੰ ਵਿਸ਼ਲੇਸ਼ਣ ਜਾਂ ਇਸ਼ਤਿਹਾਰਬਾਜ਼ੀ ਲਈ ਵਰਤਿਆ ਨਹੀਂ ਜਾਂਦਾ। ਤੁਸੀਂ ਇਸ ਕੂਕੀ ਤੋਂ ਬਿਨਾਂ ਵੀ ਭਾਸ਼ਾ ਚੁਣ ਸਕਦੇ ਹੋ ਅਤੇ ਭਾਸ਼ਾ ਵਾਲੇ URL ਵਿਚਕਾਰ ਜਾ ਸਕਦੇ ਹੋ। ਤੁਸੀਂ ਕੂਕੀ ਪਸੰਦਾਂ ਵਿੱਚ ਕਿਸੇ ਵੀ ਵੇਲੇ ਸਹਿਮਤੀ ਵਾਪਸ ਲੈ ਸਕਦੇ ਹੋ; ਇਸ ਨਾਲ ਕੂਕੀ ਹਟਾ ਦਿੱਤੀ ਜਾਵੇਗੀ।

Effective Date: October 21, 2026.

About This Policy

This website is intended for Gilmore Place residents and their guests. This policy explains how information collected through the website is handled.

The website is jointly administered through Club Gilmore for The Owners, Strata Plan EPS8857 (Tower 1); The Owners, Strata Plan EPS8858 (Tower 2); and The Owners, Strata Plan EPS8859 (Tower 3). Club Gilmore staff administer it, and Club Committee members assist with improvements. Each strata corporation retains responsibility for personal information under its control. In this policy, “we” refers to these corporations acting through the website’s Club Gilmore administration. The privacy officers listed below handle questions and requests.

Information We Collect

Suggestion Box

We collect suggestions to assess community improvements, identify recurring needs, follow up when contact details are provided, and assess whether repeated suggestions come from the same person. YCode processes submissions and may record technical details, including your IP address, browser, referring page and submission page.

Tower is required to route your suggestion. Your name, email address, unit number and owner or tenant status are optional. Details you choose to provide may help with follow-up, assessing duplicate submissions or verifying residency when needed. We may request further verification for a particular matter; it is not required for every general suggestion. Leaving optional fields blank does not guarantee anonymity: Your message and technical details may still identify you. Avoid sensitive or unnecessary personal information.

A copy of each new submission’s fields, including any optional contact details you provide, is also stored in a restricted Google Sheet administered through the website account. Google processes this copy to provide Sheets and the submission sync. IP addresses, browser details and referring-page metadata are not copied to the Sheet. Sheet access is limited to authorized accounts, and copies are subject to the same access, correction and retention practices as the original records. Google may process information outside Canada.

Automatic Suggestion Box email notifications to the website mailbox have been turned off. Older notification emails may still exist and are covered by the same necessity reviews and retention requirements as the underlying submission.

Email Requests

For strata parking rentals, resident activity requests and Xplor support, email clubattendant@clubgilmore.com. Send property damage and maintenance reports for Club Gilmore to maintenance@clubgilmore.com, copying the Club Attendants. For property damage in tower hallways, elevators or other tower common areas, contact your tower concierge.

Email links open a draft in your email application. You review and send it yourself. We use the information in your email to assess and respond to the request or report.

Cookies and Browser Storage

Cookies and browser storage remember your consent choices and operate services you enable.

The Suggestion Box does not save a copy of your submission in this website’s browser storage. When you revisit the updated website, it attempts to remove form copies stored by earlier versions. This does not delete emails or official strata records and cannot reach devices that do not revisit the site.

Optional Analytics

Google Analytics 4 runs only when you enable Website Analytics in Cookie Preferences. It processes technical information such as browser and device details, usage events and a cookie identifier to measure visits. Reports help us understand page use and engagement in aggregate. Aggregate reports do not mean all underlying data is anonymous. The website is configured to send limited page and event context, not Chatbase conversation content or form submissions.

See Google’s privacy policy for its processing practices. Analytics and other optional services may process information outside Canada; the laws of the processing location may apply to that information.

AI Assistant

The optional AI Assistant uses Chatbase and runs only when you enable it. Chatbase processes your messages to generate responses. Conversation history is kept for resident support and may be reviewed by Club Gilmore staff and authorized Club Committee members for the purposes described below. The assistant does not request names or unit numbers, but anything you type may become part of the history. Do not submit sensitive personal information or unnecessary details about another person.

Chatbase may process information outside Canada, including in the United States. Read Chatbase’s privacy information for details.

External Media and Links

YouTube videos and Momento360 tours are optional. If you load them, the providers may collect information through their embedded services, including their own analytics. Xplor, myRanchoStrata and RService are independent services with their own privacy practices.

Hosting and Logs

YCode and delivery providers may process IP addresses, browser details and server logs to deliver, secure and maintain the website. Page assets load automatically from services including Supabase and Google Fonts; these requests are separate from optional analytics, chat and media choices. Vercel hosts some embedded services and may receive similar technical request information.

Strata Fee Calculator

The calculator loads current strata budget figures from a Google Sheet containing budget figures only, with no resident information. The fee amount you enter is used in your browser. It is not sent to the Sheet or stored or logged by the calculator. Google and the hosting provider may receive technical request information when the budget data or calculator loads.

Public Service Directories

Service-provider contact details and flyers are published with the listed person’s permission. These pages are publicly accessible and may be indexed or copied by others. Ask the Club Attendants to correct or remove a listing.

How We Use and Share Information

We use personal information for its stated purpose, including responding to requests, providing community services, maintaining the website, improving it when analytics is enabled, and meeting legal or operational obligations.

Club Gilmore staff and authorized Club Committee members may access Suggestion Box records for community improvements, follow-up and assessing duplicate submissions. Identifying details are for tasks that need them, rather than general circulation. Staff are responsible for record cleanup. The service providers named in this policy process information to deliver the relevant features.

Club Gilmore staff and authorized Club Committee members may review Chatbase conversation logs to support resident enquiries, identify recurring questions and improve community services. Access to Chatbase logs and Suggestion Box records is limited to what reviewers need for the purposes described in this policy. Reviewers must keep records confidential and use anonymized summaries for general discussion. A chat may contain personal information supplied in free text, even when it has no name or unit-number field.

Committee members may send tower-specific recommendations to the appropriate Strata Council. They normally share a summary without names, unit numbers or contact details. Identifying details are included only when needed to address the matter and permitted by law. Recommendations about parking or commercial matters sent to Onni or another outside organization use anonymous summaries only.

Retention and Record Cleanup

Club Gilmore staff regularly remove or de-identify personal information that is no longer needed, including mailbox copies, Google Sheet copies and exports. The scheduled cleanups below supplement this ongoing work; unnecessary personal information is removed earlier.

Chat History

Club Gilmore staff manually clear Chatbase conversation history at the start of each calendar year, beginning in January 2027, after preserving any records that must be retained. Each cleanup includes recent messages. This is an annual cleanup, not a fixed retention period measured from the date of each conversation.

Suggestions

Club Gilmore staff de-identify Suggestion Box records in January 2030, then every five years, after preserving any records that must be retained. They remove names, contact details, tower and unit numbers, technical identifiers and identifying details in free text. Only information that no longer identifies a person and aggregate request counts are retained for community planning.

Earlier Removal and Required Records

Before any cleanup, staff must preserve records required for an access or correction request, dispute, legal obligation or a decision that directly affects an individual in the appropriate restricted records system. Retention depends on the record and its use, not a single blanket period for all website information.

Information used to make a decision that directly affects an individual must be kept for at least one year after that use. Other recordkeeping requirements may require longer retention, including when a submission becomes official strata correspondence.

Your Choices and Privacy Requests

You can change or withdraw optional consent through Cookie Preferences at any time. Withdrawal stops future loading of optional services; it does not automatically delete information already processed by a provider. Contact a privacy officer about that information or to withdraw consent for another use or disclosure. The officer will explain any consequences and any legal reason collection, use, disclosure or retention must continue.

Send an access or correction request in writing to your privacy officer, with enough detail to locate the relevant information. We may need reasonable verification of your identity to avoid disclosing information to the wrong person. Do not send passwords or identity documents through the Suggestion Box or AI Assistant.

PIPA provides rights to request your personal information, information about its use and disclosure, and corrections, subject to its limits and exceptions. A response is normally due within 30 days of a request, subject to the Act’s timing rules and permitted extensions. If access is limited or refused, the response must explain the applicable reason and review options.

Raise a privacy complaint with the relevant officer. Information about the complaints process is available on request. If a concern remains unresolved, or you wish to request a review of an access decision, you may contact the Office of the Information and Privacy Commissioner for British Columbia.

Protection and Privacy Incidents

We are responsible for protecting personal information under our control, including information handled by service providers, with reasonable safeguards appropriate to its sensitivity. Please report a suspected loss, unauthorized access or disclosure to a privacy officer promptly. Avoid including unrelated personal information in your report.

Privacy Contacts

Towers 1 and 2, and Club Gilmore

Joseph Tsang, Privacy Officer for Towers 1 and 2 and Club Gilmore josephtsang@ranchogroup.com

Tower 3

Ylya Malek, Privacy Officer for Tower 3 ymalek@ranchogroup.com

Changes to This Policy

We update this policy when website practices change. The date above identifies when this policy takes effect. A policy update does not by itself authorize a new use or disclosure of information already collected. Where required, we will provide notice and obtain consent before a new purpose begins.