Privacy Policy

StrataSimplify is operated by Van Isle Digital Ltd. (“we”, “us”), a company in British Columbia, Canada. This policy explains what personal information we collect through stratasimplify.com, why, and the choices you have. We follow British Columbia's Personal Information Protection Act (PIPA) and, where it applies, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Information we collect

• Account information: your email address and password, and your name if you add one in Settings (used to greet you in emails and printed on your review PDFs). Passwords are stored only as a secure hash by our authentication provider; we can't see them.
• Documents you upload: strata documents such as Form B, minutes, budgets, financial statements, bylaws, insurance and depreciation reports, and the text we extract from them. These documents often contain personal information about other people (for example owners' names in meeting minutes). We use it only to provide the service to you.
• What you create in the app: property names, your questions and our answers, reviews, and details you enter yourself (such as a unit's strata lot or monthly fee).
• Access requests: if you ask for access from our home page, the name, email, role and message you provide.
• Referrals: if you request access through someone's referral link, we record who referred you, and tell them only how many people joined through their link (not who). When you create an account, you each get a free property credit.
• Sharing: if you share a property, the email addresses you invite. The people who accept see that property's documents and reviews and can upload to it, and they see your name and email in its list of people. Chats stay private to each person.
• Feedback: if you rate an answer or send us feedback, your rating, the reasons and comments you give, the page you sent it from, and your account. We see the question and answer you rated only if you leave the box to share them ticked. During the private beta that box starts ticked when you give a thumbs down; untick it to keep them private. We use feedback only to improve StrataSimplify.
• Purchases: what you bought and when, your plan, property credits, and the name, billing address and (optional) tax number you give at checkout. Card details are collected and stored by Stripe, our payment processor; we never see or store them.
• Technical information: limited information needed to run and protect the service, such as request logs kept by our hosting providers and counters used to prevent abuse. When something goes wrong we keep a short error report (the page, what failed and, if you were signed in, your account) for up to 90 days to fix it; it never includes your documents or chats. For the access request form we store a one-way scrambled form of your IP address, not the address itself.

How we use it

• To provide the service: process your documents, generate reviews and answer your questions about them.
• To run your account: sign-in, password resets and emails about your account, and (unless you turn it off in Settings) an email with a PDF copy of each review you generate.
• Only if you turn it on in Settings: occasional emails about new features. It's off by default; we record when you turned it on, and you can turn it off in Settings (or from any of those emails) at any time.
• To keep the service secure and prevent abuse and fraud.
• To fix problems and improve StrataSimplify.
• To build anonymous market statistics (see Market statistics).

We don't sell or rent personal information, we don't show ads, and we don't use your documents to train AI models.

AI processing

StrataSimplify uses artificial intelligence to read documents, write reviews and answer questions. To do this, the text of your documents (and images of scanned pages) and your questions are sent to:

• Anthropic (United States), which provides the Claude models that read documents and write reviews and answers; and
• OpenAI (United States), which turns document text into search data so we can find the relevant pages.

Both are used through their business services, whose terms don't allow them to use this data to train their models and limit how long they keep it. AI can make mistakes; see our Terms of Use.

Where your information is stored

Your account, documents, reviews and chats are stored with Supabase in Canada (Montréal, AWS region ca-central-1), and our application servers run in Montréal. Some of our service providers are in the United States, so your information may also be processed there and may be accessible to authorities under US law. These providers are:

• Supabase: database, file storage and sign-in (data stored in Canada)
• Vercel: website hosting (servers in Montréal; company in the US)
• Anthropic and OpenAI: AI processing (United States)
• Resend: sending account and review emails (United States)
• Stripe: payments, invoices and fraud prevention (Canada and the United States)
• Cloudflare: domain name and email forwarding

Each provider only gets the information it needs for its task and is bound by contract to protect it.

Market statistics

When a review is generated, we save a separate record of building-level figures: the strata plan number, municipality, year built, number of units, strata fees, the operating budget, the contingency reserve fund, projected special levies, insurance amounts and deductibles, and whether rentals and pets are allowed. These records contain no names, email addresses or uploaded documents. We use them to compare buildings and to produce market statistics.

If you delete a property or your account, these records are kept, but every link to you, the property and its documents is removed.

How long we keep information

• Documents, reviews and chats stay until you delete them, delete the property, or delete your account.
• When you delete your account, we delete your account, every property you created and everything in it straight away. Copies in our database backups are overwritten within about a week.
• Answer ratings are deleted with the chat they belong to. Feedback messages are kept until you delete your account.
• Access requests are kept until we respond, and deleted if you create and later delete an account.
• Property invitations are deleted when they're accepted, declined or withdrawn, and expire after 14 days. If you're removed from a shared property, your chats about it are deleted.
• Records of payments and invoices are kept by Stripe, and by us in our accounting records, for as long as tax law requires (generally six years), even after you delete your account. Deleting your account removes your plan and credit records from StrataSimplify and cancels any yearly plan.
• Request logs at our hosting providers are kept for a short time, as set by those providers.

Cookies

We use only the cookies needed to keep you signed in, and your browser remembers your light or dark theme choice. We don't use advertising or analytics cookies.

Security

Information is encrypted in transit and at rest. Documents are stored privately and can only be opened through short-lived links issued after we check you have access. Each property is visible only to its members. No system is perfectly secure, but we work to protect your information and will tell you and the regulator if a breach puts you at real risk of significant harm, as the law requires.

Your choices and rights

• Access and correction: download a copy of your account data under Settings → Data & privacy → Download your data, change your name in Settings, or ask us what personal information we hold about you and ask us to correct it.
• Deletion: delete documents and properties in the app, or your whole account under Settings → Data & privacy → Delete account.
• Withdrawing consent: you can stop using the service and delete your account at any time.

To make a request or ask a question, email privacy@stratasimplify.com. We'll respond within 30 days. If you aren't satisfied, you can contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).

Who can use StrataSimplify

StrataSimplify is for people 19 or older. We don't knowingly collect information from anyone younger.

Changes to this policy

If we make important changes, we'll update the date above and let account holders know by email or in the app before the change takes effect.

Contact

Privacy questions: privacy@stratasimplify.com. Our privacy officer is responsible for how we handle personal information.