Effective date: June 2026 · Last updated: June 2026
Imperion Property Services ("Imperion", "we", "us") respects the privacy of everyone who contacts us or uses this website. This policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights regarding it. It is provided in keeping with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy expectations.
1. Information We Collect
When you contact us or submit the Property Review form, we may collect the following categories of personal information:
- Identity: your name and, where provided, your company or organization name
- Contact: email address, telephone number, mailing or property address, and city
- Project details: the nature of your enquiry, property type, service required, timeline, and any other details you choose to share
- Communication records: correspondence between you and Imperion in connection with a project or enquiry
- Engagement records (for active clients): quotations, signed agreements, project notes, task records, photographic evidence, access information, vendor records, completion sign-offs, and invoices
We collect only the information necessary for the purposes described below. We do not knowingly collect personal information from individuals under the age of 18.
2. Why We Collect It
- To respond to your enquiry and assess whether we can assist
- To prepare and deliver quotations, proposals, and service agreements
- To plan, coordinate, and confirm property readiness work
- To communicate with you about your project, schedule, and deliverables
- To create and deliver the Imperion Readiness Record and related documentation
- To invoice and collect payment for services
- To meet our legal, tax, and contractual obligations
- To improve our services and communicate about relevant future offerings, where you have consented
3. Legal Basis and Consent
By submitting a form, emailing, or calling us, you consent to the collection and use of your information as described here. You may withdraw consent at any time by contacting us, subject to legal or contractual obligations that may require us to retain certain records.
4. Service Providers We Use
We rely on reputable third-party providers to operate this website and communicate with you. These providers may process your information in accordance with their own terms and privacy policies and the services as configured by Imperion. At present they include:
- Website hosting: Cloudflare Pages (Cloudflare, Inc.) — your connection to this website passes through Cloudflare's network
- Form processing: Web3Forms — delivers submitted form data to our email inbox
- Email: Zoho Mail (Zoho Corporation) — used to receive and manage correspondence
- Analytics: Where enabled, Cloudflare Web Analytics provides aggregate, cookieless traffic data that does not track you individually or across other websites
We do not sell, rent, or trade your personal information. We do not use it for third-party advertising.
5. Sharing
We may share limited personal information with:
- Qualified specialists and trade providers, to the extent necessary to coordinate and confirm your project — only the access, location, and scope details they require
- Professional advisors such as accountants or lawyers, where required
- Regulatory authorities or courts, if required by law
We do not share your information with any other third parties without your consent.
6. Cross-Border Processing
Some of our service providers operate outside Canada. Information processed by those providers is subject to the laws of the country in which they operate. By using this website you acknowledge that your information may be transferred to and processed in other jurisdictions.
7. Retention
We retain personal information for as long as necessary for the purposes described. Our general retention principles are:
- Unconverted enquiries: up to 12 months, then deleted or anonymized
- Active project records: duration of the project plus a reasonable post-completion period
- Signed agreements and completion records: at least 7 years for legal and tax purposes
- Financial and invoice records: as required by Canada Revenue Agency guidelines
- Property photographs and access records: as long as required by the project agreement
8. Safeguards
We take reasonable technical and organizational measures to protect your personal information, including access controls, secure email, and limited sharing on a need-to-know basis. No system is entirely secure; if you have concerns about transmitting sensitive information, contact us directly.
9. Data Breaches
In the event of a breach of security that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.
10. Your Rights
You have the right to request access to, correction of, or deletion of your personal information held by Imperion, subject to legal exceptions. To exercise any of these rights, email [email protected]. We will respond within 30 days.
11. Cookies
This site does not set advertising or cross-site tracking cookies. Where analytics is enabled, it is cookieless and does not identify you as an individual.
12. Contact and Complaints
Questions or complaints about our privacy practices may be directed to [email protected]. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.
13. Updates
We may update this policy as our services, providers, and legal obligations change. The effective date above reflects the most recent revision. We encourage you to review this page periodically.
Privacy Officer: Andrea Evans — [email protected] (Subject: Privacy Request)