Privacy Policy

Lavida Properties Inc., including the Lavida Platform and related websites, applications, onboarding flows, dashboards, and digital services (collectively, “Lavida”, “we”, “us”, or “our”), is committed to protecting personal information and maintaining responsible privacy and data governance practices.

Lavida is a property management technology company. We provide a platform designed to support property owners, tenants, contractors, associates, staff, and other authorized users through onboarding, communications, property operations, service coordination, document handling, and related workflows. Privacy is important to our business and to the trust our users place in us.

This Privacy Policy explains how Lavida collects, uses, discloses, stores, protects, and otherwise processes personal information when individuals interact with our Website, Platform, and Services.

Lavida operates primarily in Canada and is based in Nova Scotia. Our privacy practices are designed to align with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), together with applicable provincial requirements.

1. Key points you should know

• We process personal information only where we have a lawful basis or legal authority to do so.
• We may act either on our own behalf or on behalf of a customer, property owner, or other authorized platform user, depending on the context.
• We collect only the information reasonably necessary for the relevant service, workflow, security function, or compliance purpose.
• We use safeguards such as access controls, encryption in transit, logging, and role-based permissions to protect personal information.
• We maintain operational records such as agreement acceptance records, audit logs, and workflow activity history to support compliance, platform integrity, and dispute resolution.
• We do not sell personal information in the ordinary consumer data brokerage sense.

2. Our role in processing personal information

Depending on the circumstances, Lavida may act either as a service provider processing information on behalf of another party, or as the organization directly determining the purposes for which information is processed.

When we process information on behalf of others

In some cases, Lavida processes personal information on behalf of a customer, owner, operator, employer, property-related client, or other authorized organization or user who uses the Platform. In those circumstances, that party may be responsible for determining the purpose of the processing, providing notices, obtaining any required consents, and ensuring the information they provide is accurate and lawfully collected.

In these situations, Lavida generally processes the information in accordance with the customer’s or authorized user’s instructions, our contractual obligations, and applicable law.

When you interact directly with Lavida

In other cases, Lavida processes personal information directly for its own business and platform purposes. For example, this may occur when you visit our website, create an account, complete onboarding, upload documents, communicate with us, inquire about our services, participate in a referral or partner process, or use Lavida features directly.

In those cases, Lavida is responsible for handling personal information in accordance with this Privacy Policy and applicable law.

3. Who this Privacy Policy applies to

This Privacy Policy may apply to you if you are:

• a property owner or owner representative;
• a tenant, occupant, or rental applicant;
• a contractor, vendor, or service provider;
• an associate, affiliate, or referral partner;
• a Lavida staff user or administrator;
• a prospective customer or website visitor; or
• an individual otherwise interacting with Lavida through the Website, Platform, or Services.

4. What personal information we collect

The personal information we collect depends on the nature of your relationship with Lavida and the features or services being used.

Identity and account information

• full name;
• email address;
• phone number;
• mailing address;
• account credentials;
• user role or persona within the platform.

Property and operational information

• property addresses and related details;
• unit information;
• service requests and maintenance details;
• work order information;
• communications between authorized participants;
• operational preferences and platform workflow data.

Onboarding and verification information

• business or company information;
• licence, certification, or qualification information;
• insurance details or proof of coverage;
• identity-related documents or records;
• service area, coverage, and related contractor details;
• compliance declarations and acknowledgements.

Documents and uploaded materials

Users may submit or upload documents through the Platform, including, depending on the workflow:

• leases or tenancy-related documents;
• contracts and service agreements;
• identification or verification records;
• insurance certificates;
• licence or compliance documents;
• property photos or supporting records;
• other documents voluntarily submitted through the Platform.

Technical and usage information

• IP address;
• browser type and device information;
• operating system;
• access times and login history;
• pages viewed and platform interactions;
• security event and audit log information.

5. How we collect personal information

We may collect personal information:

• directly from you;
• from another authorized user or organization;
• through your use of the Website or Platform;
• from documents, forms, and records submitted through onboarding or service workflows;
• from service providers, integrations, or business partners involved in delivering platform functionality; or
• from public or lawful third-party sources where applicable.

6. Why we process personal information

Lavida may process personal information to:

• provide and operate the Platform and Services;
• create and manage accounts;
• complete onboarding and verify role, eligibility, or submitted information;
• support property-related workflows, service coordination, and communications;
• manage contractors, associates, tenants, and owner records;
• process document submissions and maintain related records;
• record acceptance of legal agreements, policies, and required acknowledgements;
• maintain audit trails, activity records, and operational logs;
• support compliance oversight and internal governance;
• detect fraud, abuse, misuse, or security incidents;
• respond to inquiries and provide support;
• improve platform functionality and service quality;
• comply with legal, contractual, and regulatory obligations.

7. Legal bases and authority for processing

We do not process personal information unless we have a lawful basis or legal authority to do so. Depending on the context, this may include:

• your consent;
• the performance of a contract;
• steps taken at your request before entering a contract;
• compliance with a legal obligation;
• our legitimate interests, including platform security, fraud prevention, service administration, and improvement;
• the lawful instructions of a customer or authorized user on whose behalf we provide services.

Where we rely on consent, you may withdraw it for future processing, subject to legal or contractual limits and subject to the consequences of that withdrawal.

8. Agreement acceptance, audit logs, and compliance records

Lavida maintains internal records that support compliance, accountability, and platform integrity. These records may include:

• acceptance of Terms of Use, Privacy Policy, and other agreements;
• version-specific agreement acceptance records;
• document upload history and related metadata;
• workflow approvals and status changes;
• user role or permissions changes;
• login history and security-related events;
• internal notes or audit history connected to platform operations.

These records help us demonstrate compliance, investigate issues, maintain security, and resolve disputes where necessary.

9. Referral, partner, and economic systems

Lavida may operate referral, associate, contractor, incentive, or other participation-based platform systems. In connection with such systems, we may process records relating to:

• referral relationships;
• participation activity;
• service completion or workflow milestones;
• eligibility for credits, payouts, or incentives;
• financial reconciliation and audit records.

These records are used for administration, reporting, compliance, fraud prevention, and operational integrity.

10. Cookies and similar technologies

Lavida uses cookies and similar technologies to support website functionality, maintain sessions, improve user experience, analyze traffic, and support security-related functions. More information is available in our Cookie Policy.

11. How we share personal information

We may share personal information where appropriate and lawful, including with:

• authorized customers, owners, operators, or other users;
• contractors, vendors, or service providers in a workflow;
• infrastructure, hosting, storage, communications, or other technical service providers;
• professional advisers, auditors, or insurers;
• governmental, regulatory, legal, or law enforcement bodies where required or permitted by law;
• affiliates or business partners supporting service delivery.

Lavida does not sell personal information as part of a consumer data brokerage business model.

12. Cross-border processing

Lavida may use service providers and infrastructure that process or store information outside the province or country in which you are located. Where this occurs, your information may be subject to the laws of those jurisdictions.

We take reasonable steps to ensure that appropriate safeguards are in place for such processing.

13. Retention of personal information

We retain personal information only as long as reasonably necessary for the purpose for which it was collected, including to:

• provide the Platform and Services;
• maintain contractual and business records;
• support legal and compliance obligations;
• resolve disputes;
• maintain auditability and fraud prevention records;
• enforce our agreements.

Retention periods may vary depending on the category of data, the workflow involved, the sensitivity of the information, and legal or regulatory requirements.

14. Security safeguards

Lavida uses administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, or disclosure. These may include:

• role-based access controls;
• authentication and session controls;
• encryption in transit;
• secure infrastructure and storage practices;
• system logging and monitoring;
• least-privilege access practices;
• vendor and operational controls.

While we work to protect personal information, no system can be guaranteed to be completely secure.

15. Your privacy rights

Subject to applicable law, you may have the right to:

• be informed about how your information is processed;
• request access to your personal information;
• request correction of inaccurate information;
• request deletion or restriction of processing in certain circumstances;
• withdraw consent where consent is the basis of processing;
• object to certain processing where permitted by law;
• file a complaint with an appropriate privacy authority.

We may need to verify your identity before responding to a privacy-related request.

16. Children

Our Website and Platform are not directed to children under the age of 13, and we do not knowingly solicit personal information from children in a manner prohibited by law.

17. Changes to this Privacy Policy

We may revise this Privacy Policy from time to time. Updated versions become effective when posted. Your continued use of the Website, Platform, or Services after an update is posted means the updated Privacy Policy will apply to your ongoing interactions with Lavida, to the extent permitted by law.

18. Contact us

For privacy-related questions, requests, or complaints, you may contact us at:

Lavida Properties Inc.
Nova Scotia, Canada
privacy@lavidaproperties.ca