Privacy Policy

Effective date: September 27, 2026

Who we are

CondoOwnerAdvocate.ca is operated by HRBC Inc., doing business as Condo Owner Advocate, based in Ontario, Canada. This policy explains what information we collect through this website and the Free Notice Decoder, how we use it, and who we share it with.

What information we collect

We collect information in a few different ways, depending on how you use the site:

Information you provide

When you describe your situation through our contact form, we collect your name, email address, the description of your situation that you provide, and the answers to a small number of multiple-choice questions (such as the type of problem and whether you have an urgent deadline). If you email us directly, we receive whatever information and attachments you choose to send.

Free Notice Decoder and uploaded documents

The Free Notice Decoder is a separate automated tool, embedded on this site, that reads a document or photo you provide and generates a plain-language explanation. When you use it, your document (or the text extracted from it) is transmitted for automated processing to generate that explanation. The application does not intentionally save the uploaded document after processing. Limited technical metadata about the request (such as the date and whether the request succeeded) may be processed for security, reliability, and analytics; this metadata does not include the document's content, filename, or the generated explanation.

Please remove any personal or sensitive information that is not necessary to answer your question before uploading a document, and do not upload privileged, highly sensitive, or unrelated material. The Decoder does not provide legal advice.

Paid service documents

If you purchase a Condo Situation Check or Full Condo Case Review, you send us the documents relevant to your matter (typically by email) so that the review can be completed. We keep these materials, together with your case information, long enough to deliver the purchased service, respond to your follow-up questions, maintain appropriate business records, and address any questions, disputes, or legal obligations that may arise. We do not promise automatic deletion of paid-service case files.

Fee & Reserve Check

When you use Fee & Reserve Check, you upload condo documents and type a few details, such as your unit and your monthly fee. We process them only to check your documents and prepare your report. Scanned pages may be read by Microsoft Azure AI Document Intelligence in Canada. Your documents are not used to train AI models.

We delete your uploaded documents 30 days after your report is delivered. If a check is never finished, we delete them 30 days after its last activity. We keep a short record of each report, and payment records, as described on the check’s own pages.

If you give us an email address for your report, we use it to send you your report and messages about it. We do not use it for marketing.

Public beta. During our public beta, a limited number of reports are free. A free spot is confirmed only after your required documents are accepted. A free report needs no credit card. When the free spots are gone, the normal price applies.

Optional product improvement. If you tick the optional box, we may keep a few anonymized facts about your report, such as how many documents were read and how many items could not be confirmed. These facts do not include your name, email, unit number, building, figures or the text of your documents. Your original documents are still deleted on the schedule above. Your choice does not affect your report.

Feedback. A beta report ends with a link to a short feedback form. We use your answers to improve Fee & Reserve Check. We do not use your documents, your report or your feedback in advertising, or as a testimonial, unless you give us separate permission. Leaving a Google review is optional and separate from this feedback.

Payments

Payments are processed by Stripe. Condo Owner Advocate does not receive or store your full payment card number. Stripe processes your payment and related transaction information under its own terms and privacy practices.

Website analytics and session tools

This site uses Google Analytics 4 (GA4) to understand how visitors use the site. GA4 may collect information such as pages viewed, interactions, referral source and campaign parameters, and approximate location and device information derived by Google.

This site also uses Microsoft Clarity, which may collect interaction and session information such as clicks, scrolling, page navigation, and device and browser data, and may generate session recordings or heatmaps to help us understand how the site is used. We configure Clarity to mask or exclude input fields where the platform supports it, so that text you type into forms is not intended to be captured in session recordings.

Neither tool is intended to receive the content of documents you upload to the Free Notice Decoder or the contents of your case description; both are used for aggregate site-usage and product-improvement purposes.

When you use the Free Notice Decoder, this site tells GA4 only that a run started and that a result was shown, together with a run number. It does not send the document, anything in it, your language choice or anything you typed.

The private page that shows your delivered Fee & Reserve Check report loads neither GA4 nor Clarity. On the payment step and on the free beta start step you may tick an optional box, unticked by default, that lets GA4 know your report was completed. If you tick it, we keep your GA4 client and session identifiers only until that one message is sent, or until you delete your check or ask us to withdraw your choice, and we then send GA4 only that a report was completed and which kind of check it was. We never send your documents, your report, your email address or your private link. This choice is separate from the optional purchase choice, and neither affects your payment, your report or its delivery. To withdraw it, write to help@condoowneradvocate.ca.

Security and abuse prevention

This site is delivered through Cloudflare, which provides hosting, content delivery, and security infrastructure, and Cloudflare Turnstile, which helps us confirm that a form submission is not automated. As part of preventing abuse, our systems briefly use your IP address (in a one-way, salted form that cannot be reversed to the original address) to apply a rate limit; the underlying IP address is not stored or logged by that process.

Email and contact communications

When you submit the contact form, your message is delivered to our team through Zoho Mail, our email provider. We use the information you send to respond to your inquiry, identify the clearest next step, and, where applicable, track the matter using an internal case reference.

How we use information

We use the information described above to respond to your inquiry, deliver the service you requested, operate and secure the website and the Free Notice Decoder, understand and improve how the site is used, prevent fraud and abuse, and meet our legal and accounting obligations. We do not use your case information for advertising, and we do not sell your personal information.

Service providers

We share information with the service providers that help us run the site and deliver our services, including Cloudflare (hosting, security, and the Free Notice Decoder's automated processing), Stripe (payments), Zoho (email delivery), Google (Analytics 4 and Search Console), and Microsoft (Clarity analytics, and for Fee & Reserve Check, reading scanned pages and sending report emails). Each provider processes information under its own terms and may store or process information outside Canada, including in the United States. We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, including responding to your inquiry, delivering a purchased service, maintaining business records, resolving disputes, preventing abuse, and meeting legal and accounting obligations. Retention periods vary by information type and service: for example, technical anti-abuse data is kept only briefly, while paid-service case records may be kept longer to support the service and our business records. Fee & Reserve Check documents follow the shorter schedule in the Fee & Reserve Check section above.

International processing

Some of the service providers listed above may process or store information outside Canada, including in the United States, under their own privacy and security practices. By using this site, you understand that your information may be processed in those jurisdictions.

Your choices and requests

You may contact us at help@condoowneradvocate.ca to ask about the information we hold about you, to correct it, or to request that we delete it. We will respond to reasonable requests, subject to the operational, contractual, and legal retention requirements described in this policy; for example, we may need to retain certain records to complete a service you have paid for or to meet accounting or legal obligations.

External links

This site links to guides, case examples, and articles, and to external resources such as the Condominium Authority Tribunal. We are not responsible for the privacy practices of external websites.

Changes to this policy

We may update this policy as our systems and services change. The effective date at the top of this page reflects the most recent update.

Contact

Questions about this policy: help@condoowneradvocate.ca