Condo Inspect Pro

Privacy Policy

Last Updated: February 9, 2026

Introduction

Condo Inspect Pro ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application and mobile-optimized services (collectively, "the Service").

By using Condo Inspect Pro, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

Information We Collect

Personal Information

  • Account Information: Name, email address, and role (e.g. Managing Agent, Superintendent, Contractor) when you create an account
  • Authentication Data: Login credentials managed through our authentication provider (Clerk)
  • Organization Information: Organization name and membership details
  • Payment Information: Billing details processed securely through Stripe (we do not store credit card numbers)

Inspection Data

  • Building Information: Building names, addresses, corporation numbers, floor counts, and property details
  • Inspection Records: Inspection results, compliance scores, notes, deficiency descriptions, and timestamps
  • Photos: Images captured during inspections to document findings and deficiencies
  • Incident Reports: Documentation of incidents including descriptions, locations, and follow-up actions

Technical Data

  • Device Information: Device type, operating system, screen resolution, and browser type
  • Usage Data: Features used, pages visited, and interaction patterns
  • Log Data: IP address, access times, and error logs
  • Cookies: We use essential cookies for authentication and session management

How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide, operate, and maintain our inspection management services
  • Account Management: To manage your account, authenticate your identity, and provide customer support
  • Compliance Documentation: To generate reports required under Ontario Condo Act regulations
  • Payment Processing: To process subscription payments and manage billing
  • AI Document Analysis: To process uploaded inspection documents using artificial intelligence for data extraction (when you opt to use this feature)
  • Service Improvement: To analyze usage patterns, diagnose technical issues, and improve our application
  • Communication: To send important service updates, security alerts, and support messages
  • Legal Compliance: To comply with applicable laws and regulations

Third-Party Services and SDKs

We use the following third-party services to operate Condo Inspect Pro. Each has its own privacy policy governing data use:

  • Clerk (clerk.com) — Authentication and user management. Processes login credentials, email addresses, and session data.
  • Stripe (stripe.com) — Payment processing. Processes billing information and payment card data. We do not store card numbers on our servers.
  • OpenAI (openai.com) — AI document scanning. When you use the document scanning feature, uploaded images are processed by OpenAI's API to extract inspection data. Images are not retained by OpenAI after processing.
  • Resend (resend.com) — Email delivery. Processes email addresses for transactional emails such as contact form submissions.
  • Google Analytics (analytics.google.com) — Website analytics. Collects anonymized usage data including pages visited, session duration, and device information to help us understand how our service is used.
  • Neon (neon.tech) — Database hosting. Stores application data in secure PostgreSQL databases.
  • Replit (replit.com) — Application hosting and object storage. Hosts the application and stores uploaded files.

Data Security

We implement appropriate technical and organizational security measures to protect your data:

  • Encryption in Transit: All data is encrypted using TLS/SSL protocols
  • Secure Storage: Data is stored in access-controlled databases with encryption at rest
  • Authentication: Secure authentication with session management through Clerk
  • Access Controls: Role-based access controls limit data exposure to authorized users only
  • Regular Updates: Security patches and updates are applied regularly
  • Organization Isolation: Multi-tenant architecture ensures data isolation between organizations

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your data only in the following circumstances:

  • With Your Consent: When you explicitly authorize sharing
  • Within Your Organization: With other authorized users in your building management organization based on role permissions
  • Service Providers: With trusted third-party services listed above that help us operate the Service, subject to contractual data protection obligations
  • Legal Requirements: When required by law, regulation, court order, or governmental request
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice provided to you
  • Safety: To protect the rights, property, or safety of Condo Inspect Pro, our users, or the public

Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations:

  • Account Data: Retained while your account is active and for 30 days following account deletion
  • Inspection Records: Retained for 7 years to meet regulatory compliance requirements under the Ontario Condo Act
  • Photos and Documents: Retained as part of inspection records for the same compliance period
  • Payment Records: Retained as required by tax and financial regulations
  • Log Data: Retained for 90 days for security monitoring and troubleshooting
  • Analytics Data: Aggregated analytics data may be retained indefinitely in anonymized form

Your Rights and Choices

Depending on your jurisdiction, you have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete personal data
  • Deletion: Request deletion of your personal data (subject to legal retention requirements)
  • Data Portability: Request a copy of your data in a structured, machine-readable format
  • Withdraw Consent: Withdraw consent for data processing where consent is the legal basis
  • Opt-Out of Analytics: You can disable Google Analytics tracking using browser extensions or privacy settings

To exercise these rights, use the account settings in the app, or contact us at support@condoinspectpro.com. We will respond to requests within 30 days.

Account Deletion

You may delete your account at any time through the Settings page in the application. When you delete your account:

  • Your personal profile information will be permanently deleted within 30 days
  • Your access to the application will be revoked immediately
  • Active subscriptions will be cancelled
  • Inspection records may be retained in anonymized form for regulatory compliance purposes
  • This action cannot be undone

You may also request account deletion by emailing support@condoinspectpro.com.

Canadian Privacy Law (PIPEDA)

As a Canadian service, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). Under PIPEDA, you have the right to:

  • Know what personal information we hold about you
  • Challenge the accuracy and completeness of your information
  • Have your information amended as appropriate
  • Know how your information is being used
  • File a complaint with the Office of the Privacy Commissioner of Canada

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You may request details about the categories and specific pieces of personal information we collect
  • Right to Delete: You may request deletion of your personal information
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
  • Right to Opt-Out: We do not sell personal information. If this changes, we will provide a "Do Not Sell My Personal Information" option

Children's Privacy

Condo Inspect Pro is a professional business application intended for use by property management professionals. The Service is not directed at children under the age of 16 (or 13 in jurisdictions where applicable). We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child, we will take immediate steps to delete that information. If you believe a child has provided us with personal information, please contact us at support@condoinspectpro.com.

International Data Transfers

Your data may be processed and stored in Canada and the United States through our service providers. We ensure that any international data transfers comply with applicable data protection laws and are subject to appropriate safeguards.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page, updating the "Last Updated" date, and where appropriate, sending you a notification. We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes constitutes acceptance of the modified Privacy Policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Loading Condo Inspect Pro...