Scope of the Policy

The purpose of this privacy policy (the "Policy") of Petra Ltd., its affiliates and related companies (collectively "Petra Group") is to describe how Petra Group collects, uses, maintains and discloses your Personal Information (as hereinafter defined).

The Policy applies to all Personal Information collected and processed by Petra Group from visitors, tenants, service providers or business and/or commercial partners and users of our website, mobile applications or social media. However, this Policy does not apply to third-party websites or services that may be accessed by clicking on links that may be displayed on the Petra Group website. Petra Group is not responsible for how such third parties collect, use, store or disclose your Personal Information, so it is important that you familiarize yourself with their privacy policies before providing them with your Personal Information.

Definition of "Personal Information

The term "Personal Information", as used in this Policy, refers to any information that can be used to identify a natural person, such as, but not limited to, name, contact information, date of birth, IP address, browsing history, etc...

Generally speaking, business contact information such as name, title, business address or telephone number is Personal Information and is not subject to the same obligations. For example, we do not need your consent to collect it, and it is not confidential.

 

Collection of Personal Information

When you browse our website or mobile applications, consult our social media platforms, visit our buildings, subscribe to our newsletter, enter a contest or promotion, communicate with us and interact with us, whether in person or via electronic means, we collect the following information, among others:

Information provided voluntarily

Certain Personal Information about you, such as your personal contact information, is transmitted to us through forms and the interactivity established between you and our website, our social networks, our mobile applications and/or our Wi-Fi network on a voluntary basis, as well as when you visit our premises, use our services, subscribe to our newsletter or participate in a contest or promotion.

Tenant file

When you wish to rent space in one of our buildings, we may collect your name, mailing address, telephone number, e-mail address, copy of identification, banking information, references, photo for access card purposes, insurance information, and any other information provided in the various documents required to evaluate and process your file or that you may provide to us from time to time.

Electronic/technical information

Certain information may be collected automatically by means of log files and cookies, such as the type and version of browser and/or computer system used by the user, the IP address, the pages consulted and the dates of connection to our website.

The information collected in this way mainly enables us to compile general statistics, such as the number of visits, visit times and pages consulted while browsing our sites and/or our social media platforms. You can modify your browser to reject cookies, but certain pages on these sites may no longer function optimally.

Information gathered from third parties

We may also collect your Personal Information, as part of a new partnership or business relationship, from third parties, including for background checks, credit records, criminal records or for research and development purposes. Personal Information may also be collected through our service providers, such as, for example, the service providers of our properties' websites, Google, etc.

Video surveillance

Groupe Petra uses video surveillance, sensor technology or other similar systems that we may employ from time to time in buildings under our management to monitor public areas of said buildings (e.g. parking lots, lobbies and common areas) and thereby ensure the safety of individuals and the security of building property and assets and tenants. Video images as well as the voices of people accessing our buildings and the license plate numbers of certain vehicles may be captured. If you do not wish your voice and images of yourself or your vehicle and license plate number to be captured by us, please do not enter these areas.

A video surveillance recording or similar system may be provided to a law enforcement agency or other competent body if permitted or required by law or for the purposes of a law enforcement investigation.

Use of Personal Information

Petra Group acts reasonably in collecting, using and disclosing your Personal Information and collects only the information necessary for its business. This includes, but is not limited to, the following uses

• for general business purposes, i.e. to evaluate, establish and maintain business relationships, determine rental rates, administer accounts and fulfill our contractual obligations;
• determine your eligibility to rent space managed by Groupe Petra (e.g. credit file);
• research, develop and manage services provided by Groupe Petra (e.g. surveys);
• investigate and resolve complaints and claims;
• compile statistics and conduct market research;
•  deliver personalized messages and interest-based advertising;
• track the use of our websites;
• monitor Wi-Fi network usage in buildings;
• administer the Petra Group's activities, including regulatory and compliance reporting;
• protect the Petra Group against error, fraud and malpractice; and
• ensure the safety of building users.

We collect, use and disclose your Personal Information with your consent or as permitted or required by law.

Consent

In general, by communicating and/or interacting with us, you consent to the collection, use, retention and disclosure of your Personal Information in accordance with this Policy and, as applicable, the terms of use of our websites, social media, mobile applications and/or Wi-Fi network.

Right to withdraw your consent

You may withdraw your consent at any time in the circumstances permitted by law by contacting us in accordance with the section entitled "Consulting and updating your Personal Information". However, such withdrawal may prevent Petra Group from continuing its business relationship with you or restrict the services it can offer you, but only to the extent that your Personal Information is necessary for these purposes.

Accuracy of Personal Information

In order to conduct its business, accuracy of information is essential to Petra Group. Petra Group takes reasonable steps to ensure that Personal Information collected, used, retained and disclosed is accurate. Petra Group may contact individuals who have provided Personal Information to verify its accuracy, refuse information that does not meet legal requirements, or take any other action deemed necessary to ensure the accuracy of the information.
Notwithstanding the foregoing, to the extent that you provide us with Personal Information, we assume that such information is accurate and up-to-date. If any of your Personal Information changes during the course of our business relationship, we also expect you to inform us of these changes so that your file can be updated.

Communication and storage of Personal Information

Petra Group may disclose any Personal Information in accordance with the law and in particular as follows:

•  (i) its employees, advisors, agents or representatives;
• (ii) affiliated or group companies;
• (iii) to public bodies where required or mandated by law;
• (iv) to our service providers in order, in particular, to provide services for and on our behalf;
• (v) to any business partner following, for example, your participation in a contest via our website or social media platforms; and
• (vi) to any mortgagee or financial institution in the ordinary course of the Petra Group's business in order to comply with its contractual obligations; and
• (vii) to a third party who wishes to acquire all rights and interests of the Petra Group or the entities it represents in connection with a sale of real estate or any other commercial transaction.

In all of the above cases, your information will continue to be protected by applicable privacy laws.

We may also disclose your Personal Information when required by law, regulation, court order or search warrant, in response to a government investigation or other lawful request. We may also disclose your Personal Information to our accountants, auditors, agents and lawyers to enforce or protect our rights. In addition, we may disclose certain Personal Information when we believe it is necessary to do so to protect our rights, safety or property, to the extent provided or permitted by law.

Your Personal Information is processed and stored in Quebec. In the event that a transfer of Personal Information outside Quebec is necessary, such transfer will only take place if it is assessed that the Personal Information would benefit from adequate protection in accordance with the law. The transfer will also be subject to appropriate contractual arrangements to ensure adequate protection in accordance with privacy laws.

 

Retention and protection of personal information

Except as otherwise required by law, your Personal Information is retained and used only as long as necessary to fulfill the purposes for which it was collected, including fulfilling our legal, accounting or notification obligations to the appropriate governmental and regulatory authorities. Petra Group employs various policies to protect the Personal Information in its possession, including a Personal Information Retention, Scanning and Destruction Policy that contains a retention schedule.

In certain circumstances, we may anonymize your Personal Information so that it can no longer, at any time and irreversibly, be associated with you. We reserve the right to use such anonymized data for serious and legitimate purposes, without further notice or consent from you.

Our employees and any other person who may have access to your Personal Information are required to respect its confidentiality. We are committed to maintaining the confidentiality of information through physical measures such as locked premises, as well as through technological solutions such as secure servers and firewalls. However, as it is impossible to infallibly guarantee the security of information collected or transmitted over the Internet or other publicly accessible telecommunications networks, we must remain aware that there is always an element of risk when using electronic means to transmit Personal Information.

 

Persons under 14 years of age

No Personal Information of persons under the age of 14 is deliberately or knowingly collected, used, retained or disclosed by Petra Group without the consent of a parent or legal guardian. If we become aware that we have collected Personal Information from an individual under the age of 14 or the legal age applicable in the individual's country of residence, we will delete all Personal Information relating to that individual.

 

Viewing and updating your Personal Information

You may request access to the Personal Information we hold about you, or request that we amend, remove or correct certain information in your file, in certain circumstances. You may also request to withdraw your consent to the use and disclosure of your Personal Information by contacting us in one of the following ways:

     By post
PETRA LTD
8000 Langelier Boulevard, Suite 808
Montréal (Québec) H1P 3K2
To the attention of the Privacy Officer
By e-mail
vieprivee@groupepetra.com

 

Complaint

If you wish to file a complaint, please contact the Privacy Officer as indicated in the "Accessing and updating your Personal Information" section above. We will investigate each complaint and attempt to resolve it.

 

Policy modification

This Policy may be modified at any time, at Petra Group's sole discretion. Modifications will take effect at the time they appear on our website, which you may consult at any time. We will take appropriate steps to bring changes to your attention, including indicating the date of the last update.

 

Additional comments and information

If you have any comments or questions about this Policy, please contact us in one of the ways indicated in the "Viewing and Updating Your Personal Information" section above.