Privacy Policy

1. Who we are

In this policy, ‘BlackGrove’, ‘we’, ‘us’ and ‘our’ refer to 9373-4630 Québec inc., operating as BlackGrove, whose office is located at 626 Victoria, Saint-Lambert, Quebec J4P 2J6.

We carry on property management activities in Quebec. When we act on behalf of a property owner, that owner is identified in the documents relating to your application or lease.

This policy covers the information we process in our rental and property management activities, including through technology providers. Additional notices may apply to a particular service. Any health care or health service records are covered by separate information.

2. Information we collect

We limit collection to the information necessary for the process or service concerned.

Inquiries and visits. We may collect your name, contact details, the property you are looking for, your availability for a visit and the content of your communications with us.

Applications and checks. We may collect the information necessary to establish your identity, assess your application and verify your rental references or payment history. When the legal conditions are met and the required consents have been obtained, we may receive information from references, credit bureaus or verification providers.

The nature and scope of the checks are explained at the appropriate time. A social insurance number is not necessary for a rental credit check; please do not provide it for that purpose.

Lease and tenancy management. We process the information in your lease and related documents, signature evidence, communications, maintenance requests and other information necessary to manage your tenancy.

Payments. We process payment amounts, dates, statuses and references, as well as information necessary to track your account. Depending on the payment method, banking or card information is sent to the payment provider through the designated interface. The information accessible to BlackGrove depends on the service and its configuration.

Use of digital services. Technical information may be collected, including IP address, browser and device type, login dates and events necessary for the security and operation of the services.

Avoid sending identity documents, banking information or medical information through the general contact form. Use the secure channel designated for the process concerned.

3. How we collect information

We collect information primarily from you through forms, emails, calls, visits, documents and the tenant portal.

In particular, we use:

• Rentack to publish listings and receive inquiries from interested people;
• Kompas PM to process applications, facilitate checks, manage leases and their signing, payments and the tenant portal.

We may also collect information from third parties when you authorize us to do so or when permitted by law. Using a provider does not relieve us of our obligations regarding information under our responsibility.

4. Why we use your information

We use the information necessary to:

• answer your questions and arrange visits;
• assess an application and carry out applicable checks;
• prepare, enter into and administer a lease;
• process payments and maintain accounting records;
• follow up on maintenance requests and communications;
• secure services, prevent fraud and resolve technical issues;
• meet our legal obligations and exercise or defend our rights.

If we wish to use your information for a new purpose, we inform you and obtain your consent when required by law.

A visit request or rental application does not automatically subscribe you to promotional communications. Where such communications are offered, the required choices are presented separately.

5. Your consent and choices

We inform you of the purposes of collection and request the required consents at the appropriate time. Consent concerning sensitive information is express when required by law.

You may withdraw consent by contacting our person responsible for the protection of personal information. We explain the consequences for the process concerned. Some information may nevertheless have to be retained or used under the law.

Refusing to provide optional information does not prevent access to a service. When information is necessary to process a request or perform a contract, we explain why it is necessary and the consequences of not providing it.

Withdrawing consent or closing a digital account does not, by itself, terminate your lease.

6. Assessing applications

Checks must be relevant to the assessment of the application and limited to necessary information.

Depending on the process, assessment may include confirming your identity, checking rental references and reviewing your payment history, including through a credit check with your consent. These steps may be facilitated by Kompas PM. The checks and the providers involved are identified to you before they are carried out. Any additional check must be necessary, permitted by law and accompanied by the required consents.

If a decision concerning you is based exclusively on automated processing of your personal information, we inform you no later than when we communicate that decision. You may then ask about the information used, the reasons and the principal factors leading to the decision, request correction and submit observations to a person able to review the decision.

Rental screening guidance — Commission d’accès à l’information

7. Who we share your information with

Access is limited to people who need the information to perform their duties.

Depending on the process, necessary information may be disclosed to:

• authorized members of our team and, where relevant, the property owner on whose behalf we act;
• Rentack, Kompas PM and providers involved in the services used;
• verification, electronic signature and payment providers;
• hosting, communications and IT support providers;
• maintenance providers, for the information necessary for their work;
• our professional advisers or competent authorities when permitted or required by law.

We do not sell your personal information.

When providers process information on our behalf, their mandate is governed by applicable commitments regarding confidentiality, use, security and retention.

Some providers may also process information for their own obligations or services. Their policies explain that processing; they do not replace our obligations.

8. Processing outside Quebec

Some providers may process or store information outside Quebec, including in the United States. Foreign laws may then apply. Rentack states that some of its providers may process information outside Canada.

Before information is disclosed outside Quebec or its processing on our behalf is entrusted there, the law requires a privacy impact assessment and appropriate contractual safeguards. You may contact our person responsible for privacy for details about the processing locations applicable to the service used.

9. Cookies and similar technologies

The website uses technologies necessary for its operation, including to remember the language or secure authenticated areas. Our servers may also record technical information for security and operational purposes. We also count page views anonymously, without cookies, to understand how the website is used.

The Rentals page embeds a Rentack tool. When it loads, your browser communicates with that provider and its technical services. Rentack’s policy describes authentication, preference and analytics cookies, as well as the use of city searches and map interactions for search and mapping features. Those practices are separate from those of pages operated directly by BlackGrove.

Consult the notices and choices displayed by the service concerned. You can manage cookies in your browser; blocking them may limit some features. You can also contact us directly about a rental. Features requiring consent or activation are subject to those requirements; reading this policy does not constitute consent.

Rentack Privacy Policy

10. Retention and protection

We retain information for the period necessary for the stated purposes, taking into account the nature of the file, the tenancy relationship, legal obligations and justified needs connected with a dispute.

Inquiries that do not proceed, applications, tenancy files, accounting records and technical logs may have different retention periods. You may request details about the period applicable to your information.

At the end of the applicable period, information is securely destroyed or, where permitted by law, anonymized in accordance with its requirements.

We apply safeguards suited to the sensitivity of the information, including access restrictions and secure transmission methods. No system provides absolute security. Any incident is assessed and handled in accordance with legal requirements, including notices to affected individuals and authorities when required.

11. Your rights and requests

Subject to the conditions provided by law, you may, in particular:

• request access to and correction of your information;
• withdraw consent to certain uses or disclosures;
• request that we cease disseminating information or de-index it;
• obtain, in a structured and commonly used format, computerized information collected from you, excluding information created or inferred from it, or request its transmission to an authorized person or organization.

Address your request to our person responsible for privacy. We may verify your identity in a manner proportionate to the request. We respond to access or correction requests within 30 days of receipt and explain any refusal and the available recourse.

You may also send us a complaint describing your concern. Our person responsible for privacy reviews the situation and informs you of the outcome. You retain the right to contact Quebec’s Commission d’accès à l’information.

Commission d’accès à l’information du Québec

12. Contact us

Person responsible for the protection of personal information Vincent Email: service@blackgrove.ca Address: 9373-4630 Québec inc. (BlackGrove), 626 Victoria, Saint-Lambert, Quebec J4P 2J6

13. Changes

We publish changes to this policy and update the date shown at the beginning. A material change is accompanied by notice appropriate to its scope.

A change to the policy does not replace new consent when it is required.