Last updated October 14, 2026
This policy explains what information Condex collects, how we use it, and the choices you have. Condex analyzes Ontario condominium documents, such as status certificate packages, and reports on the condominium corporation behind them. Questions about this policy can be sent through our contact page.
Status certificate packages describe a condominium corporation: its finances, reserve fund, insurance, legal matters, by-laws and rules. They can also contain information about a specific unit and the people connected to it. Only upload documents you are authorized to share (see our Terms of Use).
We treat the original documents differently from the building-level information we draw from them.
Original documents. We use the files you upload to prepare the report you requested and to check the accuracy of our analysis. We keep the original files in private storage. We do not sell, publish or distribute them to other users.
Building-level information. From the documents we extract facts about the condominium corporation and its building, such as its reserve fund, budget, insurance, legal matters and rules. We use this information in the Condex database, in reports for other users, to compare buildings with similar buildings, and in commercial data products. We do not include uploader names, email addresses or unit-specific personal information, such as the name of a unit’s owner or a unit’s account balance, in commercial data products.
We use your name and email address to process your request, deliver your report, reply to you, and contact you about the service you asked about. We do not sell your personal information.
We use service providers to run Condex, including for website hosting and file storage (Vercel), database hosting, document storage (Amazon Web Services, in an account Condex controls), and email delivery (Google). Artificial intelligence services may be used to help process and analyze documents. These providers handle information on our behalf to provide their services to us. Information may be stored and processed outside Canada, including in the United States, where it may be subject to the laws of that country.
We may also disclose information if required by law, or as part of a sale or reorganization of our business.
We use reasonable administrative and technical safeguards. Uploaded documents and the information you send through our forms are kept in private storage that is not publicly accessible, staff access requires a sign-in, and each report is delivered through a private link protected by a password. No method of storing or sending information is completely secure, so we cannot guarantee absolute security.
We keep original documents and your request details for as long as we need them for the purposes in this policy or as required by law. We do not apply a fixed retention period or delete them automatically. Building-level information may be kept in the Condex database indefinitely.
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent to our use of it, subject to legal and contractual limits. Withdrawing consent may mean we cannot provide a report. Send requests through our contact page. We will respond as required by applicable Canadian privacy law. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
We may update this policy. The date at the top shows when it last changed. Material changes will be posted on this page.
