Privacy Policy

Effective date: September 29, 2026 · Last updated: October 26, 2026

StrataCouncil.ca (“StrataCouncil,” “we,” “us,” or “our”) provides strata council education and governance tools, including the Stratasphere™ platform, to strata corporations, council members, owners, and other users in British Columbia.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and disclose it, how we protect it, and the rights available to you.

This policy applies to information collected through:

• the StrataCouncil.ca website;
• the StrataCouncil.ca training platform;
• the Stratasphere application; and
• related services, communications, and support.

We handle personal information in accordance with British Columbia’s Personal Information Protection Act (“PIPA”).

1. What information we collect

The information we collect depends on how you use our services.

Account information

When you create an account, we collect:

• your name;
• your email address; and
• information necessary to operate and secure your account.

We use passwordless authentication. When you sign in, we send a one-time sign-in link to your email address rather than requiring you to create or maintain a password.

Two-factor authentication

Two-factor authentication is optional.

If you enable an authenticator-app factor, we store information necessary to associate that factor with your account. We do not receive or store the temporary authentication codes generated by your authenticator application.

If backup recovery codes are provided, they are stored in a protected form that does not allow us to retrieve the original codes.

Strata corporation information

If you create or connect a strata corporation, we may collect information necessary to establish and administer that corporation within Stratasphere.

This may include information contained in a strata plan or other corporate documentation, such as:

• strata plan number;
• legal name;
• address;
• number of strata lots;
• province; and
• other information necessary to verify the corporation.

We may also collect information from a person requesting to establish or administer a corporation, including their name, address, email address, telephone number, and confirmation that they are authorized to act on behalf of the corporation.

We may review this information before activating a corporation.

Training information

We collect information about your use of StrataCouncil.ca training, including:

• courses or modules completed;
• knowledge checks and assessments;
• certificates issued; and
• related completion information.

Your detailed training activity is associated with your account.

If you connect your account to a strata corporation, certain completion information may be made visible to authorized members of that corporation as described in Section 3.

Stratasphere governance information

If a strata corporation subscribes to Stratasphere, the platform may store governance information entered, uploaded, generated, or maintained by the corporation and its authorized users.

This may include:

• agendas;
• meeting records;
• motions;
• votes;
• minutes;
• decisions;
• documents;
• notices;
• correspondence;
• owner and council information;
• strata lot information; and
• other governance material entered into the platform.

Governance records created or uploaded by a strata corporation remain records of that corporation. StrataCouncil provides the technology used to store, process, organize, and access those records.

Roster information

An authorized user may provide information about owners, council members, or other individuals associated with a strata corporation.

Depending on how the corporation uses Stratasphere, this may include:

• strata lot number;
• name;
• email address;
• telephone number;
• role;
• attendance information; and
• other information necessary for governance functions.

A strata corporation and its authorized users are responsible for ensuring that information they provide to Stratasphere is collected and used in accordance with their own legal obligations.

Payment and billing information

Subscription payments are processed by our third-party payment processor.

We do not store complete credit card numbers or bank account numbers on our own servers. We may retain billing information such as:

• transaction amount;
• transaction date;
• subscription information;
• billing status; and
• transaction or payment identifiers.

Technical and usage information

We may automatically collect information necessary to operate, secure, troubleshoot, and improve the service, including:

• IP address;
• browser and device information;
• login activity;
• feature usage;
• security events;
• AI usage and query counts;
• the campaign tags on the link you first arrived by, if any (see Section 11); and
• other technical information generated through use of the service.

We do not use this information for third-party advertising.

2. Why we collect and use information

We collect and use information for purposes that are reasonably appropriate to providing and operating our services, including to:

• create and administer user accounts;
• authenticate users and protect accounts;
• provide training and issue certificates;
• establish and administer strata corporations;
• provide Stratasphere governance functionality;
• store and retrieve governance records;
• provide search and AI-assisted features;
• process subscriptions and payments;
• communicate with users about their accounts and services;
• provide customer support;
• detect and prevent fraud, abuse, unauthorized access, and security incidents;
• maintain, troubleshoot, and improve our services;
• comply with legal, regulatory, accounting, and tax requirements; and
• create statistical, aggregated, or appropriately de-identified information as described in Section 10.

We do not collect personal information for purposes unrelated to the operation of our services unless those purposes are disclosed to you or otherwise permitted by applicable law.

3. Information visible within a strata corporation

Stratasphere is a governance platform for strata corporations. As a result, information entered into the platform may be visible to other authorized users within the same strata corporation where necessary for the corporation’s governance activities.

For example, an authorized corporation administrator may provide an owner or council roster so that the platform can support:

• meeting attendance;
• voting;
• minutes;
• council administration; and
• other governance functions.

Training information is treated differently.

Your detailed training activity, including individual quiz results and granular progress, remains private to your account. If you connect your account to a strata corporation, the corporation may be able to see relevant training completion or certification information where that feature is enabled.

We do not make information belonging to one strata corporation available to an unrelated strata corporation.

4. Consent

Where consent is required by applicable law, we obtain consent for the collection, use, or disclosure of personal information.

By creating an account and using our services, you acknowledge this Privacy Policy and consent to the collection, use, and disclosure of personal information as described here, subject to applicable law.

Some information is necessary to provide the service. If you do not provide information that is necessary for a particular service or feature, we may not be able to provide that service or feature.

Where consent is the legal basis for a particular collection, use, or disclosure, you may withdraw that consent subject to legal or contractual restrictions and any consequences of doing so.

Withdrawing consent does not affect a collection, use, or disclosure that is otherwise permitted or required by law.

5. Marketing communications

Marketing communications are handled separately from service-related communications.

Where required by Canada’s Anti-Spam Legislation (“CASL”), we obtain express consent before sending commercial electronic messages.

Marketing communications may include information about:

• new products or features;
• legislative or regulatory developments;
• training opportunities; and
• other StrataCouncil services or information.

You can withdraw marketing consent at any time by:

• using the unsubscribe mechanism in a marketing message; or
• changing your communication preferences where that functionality is available.

Withdrawing marketing consent does not affect your account or your ability to use the services.

Service-related communications are different. We may send messages necessary to operate your account or provide the services you have requested, including:

• sign-in links;
• account notifications;
• invitations;
• security notifications;
• billing and payment notices; and
• important service communications.

6. How we disclose personal information

We do not sell or rent your personal information to third parties for their own advertising purposes.

We may disclose personal information in the following circumstances.

Service providers

We use third-party service providers to operate portions of our services. Depending on the feature being used, these providers may process personal information on our behalf.

Our current service providers may include:

• Supabase, for database, authentication, and file-storage services;
• Anthropic, for AI model processing;
• Voyage AI, for text embeddings and search-related processing;
• Stripe, for payment processing;
• Mailtrap, for transactional email delivery;
• Vercel, for application hosting and related infrastructure;
• Inngest, for running background tasks such as indexing documents; and
• Cloudflare, for content delivery, DNS, and related security or infrastructure services.

We select service providers appropriate to the functions they perform and use contractual or other safeguards appropriate to the nature of the information being processed.

Within your strata corporation

Information may be disclosed to authorized users within the same strata corporation where necessary for the corporation’s use of Stratasphere, as described in this policy.

Legal and safety purposes

We may disclose personal information where permitted or required by law, including where necessary to:

• comply with a court order, warrant, subpoena, or other lawful requirement;
• comply with a regulatory requirement;
• investigate suspected fraud, unlawful activity, or security incidents;
• protect the rights, property, or safety of StrataCouncil, our users, or others; or
• establish, exercise, or defend legal rights.

We disclose only information that is reasonably necessary for the applicable purpose.

7. Storage and processing outside Canada

Our database and file storage, which hold your account information and your strata corporation’s records and documents, are located on a Canadian server region.

Some information processed through our services may be processed or accessed outside Canada.

For example, Stratasphere’s AI features may send relevant information to third-party AI or search providers whose infrastructure may be located in Canada, the United States, or other jurisdictions.

When information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed.

We take reasonable security measures to protect personal information regardless of where it is stored or processed.

Where appropriate, our arrangements with service providers include contractual provisions governing their handling and protection of information.

We do not represent that all information processed through Stratasphere remains exclusively in Canada.

8. AI features in Stratasphere

Stratasphere includes AI-assisted features that can help councils search, summarize, and ask questions about governance records and other information available through the platform.

Stratasphere may use third-party AI models, including models provided by Anthropic.

When an authorized user submits a question to an AI feature:

• Stratasphere determines the information relevant to the request.
• Relevant portions of the corporation’s records may be sent to the applicable AI service provider to generate a response.
• The resulting response is returned to Stratasphere and displayed to the user.

Removing personal information before AI processing

Before any text leaves our database for an AI or search provider, Stratasphere removes personal information from it. Owners’ names are replaced with their strata lot numbers, and the names of other people the strata corporation knows, such as council members, are replaced with a placeholder. Names Stratasphere does not recognize are removed where they can be identified, along with email addresses, phone numbers, street addresses, postal codes, dates of birth, payment card numbers, social insurance numbers, bank account details, licence plates, and policy or account numbers. The strata corporation’s own name and address, strata plan numbers and strata lot numbers are kept, because they identify the corporation and its property rather than a person.

This is a technical privacy measure intended to reduce unnecessary exposure of identifying information. It does not mean that information supplied to the AI service is necessarily anonymous.

AI provider model training

Under our current arrangement with Anthropic, information submitted to Anthropic through Stratasphere is not used by Anthropic to train its general-purpose models.

We will update this policy if our AI providers or their applicable data-use arrangements change in a way that materially affects this commitment.

AI accuracy

AI-generated responses may be incomplete, inaccurate, outdated, or based on an incorrect interpretation of the information provided to the system.

Stratasphere’s AI features are tools for assisting with research and governance. They are not legal advice and do not replace the judgment of a strata council, strata manager, professional advisor, or lawyer.

9. Information from Google Drive

Stratasphere lets an authorized user copy files from their own Google Drive into their strata corporation’s documents (“Import from Google Drive”). When you use it:

• You choose the files in Google’s own file picker. We request only Google’s “drive.file” permission, which gives us access to the specific files you pick and to nothing else in your Google Drive.
• Your browser fetches the files you picked, once, and adds a copy of each to your strata corporation’s documents, where it is handled like any other uploaded document, as described in this policy. We do not keep a connection to your Google account, and we do not store your Google sign-in or access token.
• We do not read, change, or delete anything else in your Google Drive, and we do not change the files you picked.

We use information received from Google APIs only to provide this import. Once copied, the files are your strata corporation’s documents and are handled like any other uploaded document under this policy, including the Stratasphere features you use with them and the aggregated or de-identified information described in Section 10. We do not sell information received from Google APIs in identifiable form, use it for advertising, or share it with anyone conducting surveillance.

StrataCouncil.ca’s use of information received from Google APIs adheres to the Google API Services User Data Policy.

You can remove StrataCouncil.ca’s access to your Google account at any time at myaccount.google.com/permissions. Copies already added to your strata corporation’s documents remain there until they are deleted.

10. Aggregated and de-identified information

We may use information derived from the operation and use of our services to create aggregated or de-identified information that is no longer reasonably capable of being associated with an identifiable individual.

This may include information such as:

• aggregate training completion rates;
• general patterns in strata governance activity;
• service usage statistics;
• industry benchmarks;
• statistical trends; and
• information about how users interact with our products and features.

Before information is treated as de-identified, we take reasonable steps to remove, modify, aggregate, or otherwise transform identifying information so that the resulting information is not reasonably capable of being used to identify an individual.

We may use aggregated or de-identified information for legitimate business and operational purposes, including:

• improving and developing our products;
• understanding how strata corporations use our services;
• developing industry benchmarks and insights;
• conducting research and analysis;
• measuring product performance; and
• creating reports, statistics, or other insights about strata governance.

We may share aggregated or de-identified information with service providers, research partners, business partners, or other third parties where appropriate for these purposes.

We do not use this provision to authorize the disclosure of identifiable personal information to third parties for their own purposes.

We also do not treat information as de-identified merely because a name or other direct identifier has been removed. The steps required to appropriately de-identify information depend on the nature of the information and the circumstances in which it will be used.

11. Cookies and tracking technologies

We use cookies and similar technologies that are necessary to operate and secure our services.

For example, cookies or similar technologies may be used to:

• maintain a user’s session;
• authenticate a user;
• protect against unauthorized access; and
• remember necessary application settings.

On our public website (stratacouncil.ca), we use Vercel Web Analytics to count page views and see which websites and campaign links (for example, a link in one of our social media posts) bring visitors to us. It does not use cookies, does not identify individual visitors, and does not follow you to other websites. We use these counts only to understand and improve our outreach.

If you arrive on our website through a campaign link (one with tags such as “utm_source=facebook”, as in our social media posts), your browser keeps those tags for up to 90 days in its local storage, not in a cookie. If you then sign up or request a demo, the tags are sent with it and kept with your account or your request, so we can see which post or campaign brought you. The tags describe the link, not you, and we use them only to understand and improve our outreach. You can remove them at any time by clearing your browser’s site data for stratacouncil.ca.

We do not use advertising cookies to track users across unrelated websites.

We also do not use third-party advertising networks to serve targeted advertisements through the StrataCouncil platform.

12. Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we handle.

Depending on the service and information involved, safeguards may include:

• encryption in transit;
• encryption at rest where supported by the underlying infrastructure;
• database access controls;
• row-level security;
• authentication controls;
• passwordless authentication;
• optional two-factor authentication;
• restricted administrative access;
• logging and monitoring; and
• security procedures for responding to suspected unauthorized access.

No electronic system can be guaranteed to be completely secure.

You are responsible for protecting access to the email account and devices you use to access StrataCouncil or Stratasphere. If you use two-factor authentication, you should protect your recovery information and notify us promptly if you believe your account has been compromised.

13. Privacy breaches and security incidents

We maintain procedures for responding to suspected privacy and security incidents.

If we determine that a privacy breach has occurred, we will assess the incident and take steps appropriate to the circumstances, including containment, investigation, remediation, and notification where required by applicable law.

If you believe that your account or personal information may have been accessed or disclosed without authorization, contact us promptly at privacy@stratacouncil.ca.

Please provide enough information for us to investigate the concern.

14. Accuracy of personal information

We take reasonable steps to ensure that personal information in our custody or control is accurate and complete where the information is likely to be used to make a decision affecting an individual or disclosed to another organization.

You can update certain account information through your account settings.

You may also request correction of personal information as described in Section 16.

Information entered into Stratasphere by a strata corporation or its users remains the responsibility of the corporation or user who provided it. StrataCouncil does not independently verify every governance record, document, roster entry, or other piece of information entered into the platform.

15. Retention and deletion

We retain information for as long as reasonably necessary for the purposes for which it was collected, to provide the services, to maintain legitimate business and operational records, and to comply with legal, accounting, tax, security, and other obligations.

Different categories of information may therefore have different retention periods.

Account information

You may delete your account through the available account controls. Subject to information that we are required or permitted to retain, we will delete or de-identify account information in accordance with our retention practices.

Training information

Account-level training information may be deleted when an account is deleted, subject to applicable retention requirements.

Strata governance records

Deleting an individual’s account does not necessarily delete records belonging to a strata corporation.

For example, a governance record may continue to contain:

• a person’s name as a meeting participant;
• a motion moved or seconded by that person;
• a vote;
• a decision;
• minutes;
• a document created or submitted as part of strata business; or
• other information forming part of the corporation’s governance record.

These records may need to remain available to the strata corporation even if an individual leaves council or deletes their personal account.

Billing records

Billing and transaction records may be retained for the period required by applicable accounting, tax, financial, or other legal requirements.

Security records

Security and access logs may be retained for a limited period appropriate to security, fraud prevention, troubleshooting, and incident investigation.

Marketing consent records

Records relating to marketing consent and withdrawal may be retained for as long as reasonably necessary to demonstrate compliance with applicable requirements.

16. Your privacy rights

Subject to applicable law and any applicable exceptions, you may have the right to:

• request access to personal information we hold about you;
• request correction of inaccurate personal information;
• withdraw consent where consent is the basis for a particular collection, use, or disclosure;
• ask questions about how we handle your personal information; and
• make a complaint about our privacy practices.

You may also have other rights under applicable privacy legislation.

A request for access or correction should be made in writing and sent to:

Privacy Officer
privacy@stratacouncil.ca

We may need to verify your identity before responding to a request.

We will respond to access requests within the time required by applicable law, subject to any permitted extensions, exceptions, or other applicable requirements.

Some information may not be available for disclosure where an applicable legal exception applies. This can include information protected by privilege, information relating to another individual, or information that cannot lawfully be disclosed.

Where permitted by law, we may charge a reasonable fee for certain requests and will advise you before proceeding where a fee applies.

17. Complaints

If you have a concern about our handling of your personal information, please contact our Privacy Officer first:

privacy@stratacouncil.ca

We will review privacy complaints and respond in accordance with our privacy management procedures.

If you remain dissatisfied after contacting us, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).

18. Age requirement

Our services are intended for adults.

You must be at least 18 years old to create an account.

We do not knowingly collect personal information from individuals under 18 through account registration. If we learn that we have collected personal information from someone under 18 in circumstances where it should not have been collected, we will take reasonable steps to address and delete the information where appropriate.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, or privacy practices.

The current version will always be posted on this page with its effective date and last-updated date.

If we make a material change to the way we collect, use, or disclose personal information, we will provide additional notice where required by applicable law.

20. Accountability and contact information

StrataCouncil.ca has designated a Privacy Officer responsible for overseeing our privacy practices and responding to privacy questions, requests, and complaints.

Privacy Officer
Email: privacy@stratacouncil.ca

General support
Email: support@stratacouncil.ca
Location: British Columbia, Canada

For privacy questions, access requests, correction requests, or complaints, please use privacy@stratacouncil.ca.

If you have an unresolved concern, you may also contact the Office of the Information and Privacy Commissioner for British Columbia.