Most people are aware that the Personal Information Protection and Electronic Documents Act and Privacy Act (PIPEDA) governs the collection, use, and disclosure of personal information within their business dealings. But do you know it also applies to landlords, condo associations and boards, and property management companies and does not apply to tenants?
What information is protected under PIPEDA?
Lots! There is quite a bit of information that falls under PIPEDA, including;
· Date of birth
· Phone number
· Eye colour
· Social insurance number
· Driver’s license
· Email address
· Banking information
· Criminal history
· License plate number
· Capturing a tenant’s face on a security camera
· Surveillance cameras
· Taking pictures of a tenant’s apartment and contents if a breach is suspected
As a landlord, it is your responsibility to acquire the tenant’s consent before collecting data and have a reasonable purpose of collecting, using, and releasing personal information. You must also protect the data by preventing unauthorized access, loss, or destruction of that data. You can only use the information for the original purpose discussed, or you must ask for the tenant’s consent if using it for another reason. Lastly, it is your duty to know the PIPEDA rules to comply with them and safeguard information by locking filing cabinets, restricted office access, alarms, digital encryption, firewalls, and with the fortification of your organization’s security, controls.