Privacy Policy

1. Introduction

KAIN Property Management ("KAIN PM," "we," "us," or "our") is committed to protecting the privacy of individuals who visit our website at kainpm.com (the "Website") and who communicate with us. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

KAIN Property Management is the dedicated property management division of The KAIN Group, with offices in Kitchener, Ontario, Canada and Tampa, Florida, USA.

By accessing or using our Website, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Website.

2. Information We Collect

2.1 Information You Provide to Us

We collect personal information that you voluntarily provide to us when you:

Contact Form Submissions

• Name
• Email address
• Phone number (optional)
• Message content and any information you choose to include

Email Communications

• Email address
• Name
• Content of your correspondence with us

2.2 Information Collected Automatically

When you visit our Website, we may automatically collect certain information about your device and your use of the Website, including:

Device and Browser Information

• IP address
• Browser type and version
• Operating system
• Device type (desktop, mobile, tablet)

Usage Information

• Pages visited
• Time and date of visit
• Time spent on pages
• Referring website or source
• Click patterns and navigation paths

Cookies and Similar Technologies

• Session cookies (temporary, deleted when you close your browser)
• Persistent cookies (remain until expiration or deletion)
• Analytics cookies (to understand Website usage)

3. How We Use Your Information

We use the personal information we collect for the following purposes:

3.1 To Respond to Your Inquiries

• Processing and responding to contact form submissions
• Communicating with you about your inquiry
• Providing information you have requested

3.2 To Operate and Improve Our Website

• Maintaining and improving Website functionality
• Analyzing usage patterns to enhance user experience
• Diagnosing technical problems
• Ensuring Website security

3.3 For Business Purposes

• Administering our business operations
• Complying with legal and regulatory requirements
• Protecting our rights, property, or safety
• Enforcing our Terms of Service

3.4 For Analytics

• Understanding how visitors use our Website
• Measuring the effectiveness of our Website
• Generating aggregate, non-identifying statistical data

4. Legal Basis for Processing (PIPEDA Compliance)

Under PIPEDA, we collect, use, and disclose your personal information only for purposes that a reasonable person would consider appropriate in the circumstances. We rely on the following legal bases:

Consent

Where you have provided your consent, such as when submitting a contact form or signing up for communications.

Legitimate Interests

For purposes that are reasonably necessary for our legitimate business interests, such as Website security and analytics, provided these interests are not overridden by your privacy rights.

Legal Compliance

Where processing is necessary to comply with applicable laws and regulations.

5. Cookies and Tracking Technologies

5.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help the website remember information about your visit and make your next visit easier and more useful.

5.2 Types of Cookies We Use

5.3 Third-Party Analytics

We may use third-party analytics services, such as Google Analytics, to help us understand Website usage. These services may collect information about your use of our Website, including your IP address, which may be transmitted to and stored on servers in the United States.

Google Analytics uses cookies to collect information about how visitors use our Website. You can learn more about how Google uses data at: https://policies.google.com/privacy

5.4 Managing Cookies

Most web browsers allow you to control cookies through their settings. You can typically:

• View cookies stored on your device
• Delete all or specific cookies
• Block cookies from all or specific websites
• Block third-party cookies

Please note that disabling cookies may affect the functionality of our Website.

6. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following limited circumstances:

6.1 Within The KAIN Group

We may share information with The KAIN Group and its affiliated entities for internal business purposes, subject to appropriate safeguards.

6.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Website hosting providers
• Analytics providers
• Email service providers

These service providers are contractually obligated to use your information only for the purposes of providing services to us and to maintain appropriate security measures.

6.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Court orders or legal process
• Requests from law enforcement agencies
• To protect our rights, property, or safety
• To protect the rights, property, or safety of others

6.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the successor entity, subject to applicable privacy laws.

7. International Data Transfers

KAIN Property Management operates in both Canada and the United States. Your personal information may be transferred to, stored, and processed in:

• Canada (our primary jurisdiction)
• United States (where our Florida office and certain service providers are located)

When we transfer personal information across borders, we take steps to ensure that your information receives an adequate level of protection, including:

• Using contractual clauses to protect transferred data
• Ensuring service providers maintain appropriate security measures
• Complying with applicable cross-border transfer requirements under PIPEDA

By using our Website and providing us with your information, you consent to this transfer, storage, and processing.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including:

After the retention period expires, we will securely delete or anonymize your personal information, unless a longer retention period is required by law.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure hosting infrastructure
• Access controls limiting who can access personal information
• Regular security assessments

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

10. Your Privacy Rights

10.1 Rights Under PIPEDA (Canada)

Under PIPEDA, you have the following rights regarding your personal information:

Right to Access

You have the right to request access to the personal information we hold about you.

Right to Correction

You have the right to request correction of any inaccurate or incomplete personal information.

Right to Withdraw Consent

Where we rely on your consent to process personal information, you have the right to withdraw that consent at any time.

Right to Complain

You have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights.

10.2 Rights for Florida Residents (USA)

While Florida does not currently have comprehensive state privacy legislation equivalent to PIPEDA, we extend the following rights to Florida residents:

• Right to know what personal information we collect
• Right to request deletion of personal information
• Right to opt out of the sale of personal information (we do not sell personal information)

10.3 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in Section 14. We will respond to your request within 30 days, as required by PIPEDA. We may request additional information to verify your identity before processing your request.

11. Children's Privacy

Our Website is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 16 without verification of parental consent, we will take steps to delete that information.

12. Third-Party Links

Our Website may contain links to third-party websites, including The KAIN Group and its affiliated companies. This Privacy Policy does not apply to those third-party websites. We encourage you to review the privacy policies of any third-party websites you visit. We are not responsible for the privacy practices or content of third-party websites.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make changes:

• We will update the "Effective Date" at the top of this Privacy Policy
• For material changes, we may provide notice on our Website
• Your continued use of the Website after changes are posted constitutes your acceptance of the updated Privacy Policy

We encourage you to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer by mail:

Privacy Officer

KAIN Property Management

Canada

55 Victoria St N, Unit J

Kitchener, ON N2H 5B7

Canada

USA

7001 Temple Terrace Hwy

Tampa, FL 33637

United States

Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to file a complaint with the appropriate regulatory authority:

For Canadian Residents:

Office of the Privacy Commissioner of Canada

30 Victoria Street

Gatineau, Quebec K1A 1H3

Toll-free: 1-800-282-1376

Website: www.priv.gc.ca

For Florida Residents:

Office of the Attorney General of Florida

The Capitol PL-01

Tallahassee, FL 32399-1050

Phone: (850) 414-3300

Website: www.myfloridalegal.com

15. Additional Information for Specific Jurisdictions

15.1 Canada's Anti-Spam Legislation (CASL)

We comply with Canada's Anti-Spam Legislation. We will only send you commercial electronic messages if you have provided your express or implied consent. You may withdraw your consent and unsubscribe from our communications at any time by contacting us or using the unsubscribe mechanism provided in our electronic messages.

15.2 Do Not Track Signals

Our Website does not currently respond to "Do Not Track" signals from web browsers. However, you can manage your cookie preferences as described in Section 5.4.