Privacy & Data Retention Policy

Last updated: October 2025

Board Assurance Review (BAR) is committed to protecting the confidentiality, integrity, and security of all information shared with us by condominium corporations, housing cooperatives, property managers, consultants, and other entities.

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1 Purpose

BAR collects and uses client documents, including reserve fund studies, engineering reports, board minutes, and audited financial statements, and others, for the sole purpose of performing independent assurance reviews and reporting our findings. We do not use these materials for marketing and do not share them with third parties outside the scope of an engagement.

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2 Collection of Information

We receive information directly from clients or their authorized representatives. Information may be provided by way of:

• The Subject Report (SR) under review.

• Supplementary Documents (SDs) such as previous studies, minutes, audited or interim financial statements, or documents prepared by the client in response to a request from us.

• Contact information for authorized board or management personnel.

We do not intentionally collect personal information.

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3 Use of Information

Client information is used only to:

1. Apply our methodology to the SR;

2. Prepare and deliver the BAR Report; and

3. Maintain records required for audit, statutory compliance, and professional accountability.

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4 Storage & Security

All electronic materials are stored on encrypted Canadian servers with access restricted to authorized BAR reviewers.

Physical or temporary files are stored securely and destroyed once digitized.

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5 Retention & Deletion

Client materials are retained for up to 90 days after delivery of our final Report, unless the client requests continued retention for future comparative work.

At the end of the retention period, all files are securely deleted or destroyed.

Clients may withdraw consent or request deletion of materials at any time up to the completion of our report by contacting us at privacy@bar-reports.ca

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6 Disclosure to Third Parties

BAR does not sell, rent, or otherwise disclose client information.

Information may be shared only when legally required or with the client’s explicit written authorization.

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7 Access & Correction

Clients may request access to, or the correction of, information BAR holds about them.

We will respond to such requests within a reasonable timeframe consistent with the Personal Information Protection and Electronic Documents Act (PIPEDA).

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8 Your Rights & Questions

You have the right to:

• Know what information BAR has collected about your corporation;

• Request correction or deletion; and

• Withdraw consent for continued retention.

Questions or requests regarding privacy, data use, or record handling should be directed to:

privacy@bar-reports.ca

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9 Updates to This Policy

BAR may update this policy periodically to reflect operational, legal, or regulatory changes.