Privacy Policy

How we collect, use, and safeguard your personal information

Last Modified: Mar 24, 2024

1. Introduction

Welcome to Resident, a unique platform proudly developed by Baseline Telematics Inc. Our aim is to foster open and effective communication between Canadian Residents, Elected officials, Governments, public sector managers and employees. This Privacy Policy is designed to inform you about how we collect, use, disclose, and protect your personal information as part of providing our website, mobile apps, widgets, and other online products and services (collectively, the "Services").

By using Resident, you entrust us with your information – a responsibility we take very seriously. We are committed to maintaining the highest levels of privacy and data protection, in compliance with the Canadian Privacy Laws, and other relevant legislation.

This Privacy Policy applies to all users of Resident, whether you are a constituent, an Elected Official, a governing body or an employee of a governing body. It is important that you read this policy in detail to understand what information we collect, how we use it, and what rights and options you have in this respect. Your control over your privacy is paramount to us. That's why we have designed Resident to provide you with comprehensive privacy settings. This allows you to exercise control over your data and to shape your user experience. You can conveniently access these settings within Resident to manage and modify your privacy preferences as needed.

We encourage you to review our Privacy Policy to familiarize yourself with our practices and feel free to contact us if you have any questions or concerns about our privacy practices.

2. Scope and Applicability

This Privacy Policy applies to all users of Resident and Services, developed and maintained by Baseline Telematics Inc. Users may include residents of countries and regions officially supported by Resident, as well as Elected Officials and Government representatives. The term "you" in this policy refers to all Users, unless specifically stated otherwise.

The policy outlines the methods we employ for the collection, usage, and management of your data when you access and use our Services. It also details the choices and rights you have with respect to your personal data. Please note that this Privacy Policy does not apply to the practices of third parties that we do not own or control, such as third-party websites or services you access through Resident.

By using Resident, you acknowledge that you understand and agree to the terms of this Privacy Policy. It is essential that you review this policy periodically as we may modify it from time to time, and the changes will be effective upon posting on our app or website. Your continued use of Resident following any changes to this policy constitutes your acceptance of such changes.

Should you have any concerns or questions about your privacy or anything contained in this Privacy Policy, please feel free to reach out to us using the contact details provided in the "Contact Us" section of this policy.

3. Information we collect

We respect your right to privacy and only collect the information necessary to facilitate your interaction and deliver a seamless experience. The categories of information we collect can be classified into four broad types:

3.1 Personal Information

When you register for an account with Resident, we collect the personal information you provide us. This includes but is not limited to your name, email address, contact number, location, DOB and any other personal identifiers you voluntarily submit during registration or while updating your profile.

3.1.1 Additional Verification for Elected Officials

To validate and authenticate EOs' accounts, we require additional identification data, - a selfie, an ID proof photo, and a short 10-15 second introduction video. We exclusively use this data to confirm the identity of EOs, and it's safeguarded in accordance with our data protection standards. Should any account be deactivated, our data retention and deletion policies, as detailed later in this Privacy Policy, will apply.

3.2 Non-Personal Information

In addition to personal information, we may collect non-personal information that does not directly identify you. This could include information about the device you use to access Resident, such as your device type, operating system, browser type, IP address, and similar non-identifying data.

3.3 Usage Data and Analytics

We gather data pertaining to your usage of Resident. This includes information about the way you navigate within the app, the time you spend on particular sections, and other behavioral data. We use this information to analyze trends, administer the app, and understand user behavior on the platform, thereby improving your overall user experience.

3.4 Cookies and Tracking Technologies

Our platform does utilize essential cookies. For further details on how we use cookies, please refer to our cookie policy.

3.5 Posts, Chats, and Social Media Handles

All information that you share within Resident, including but not limited to posts you create, one-on-one chat conversations you initiate with elected officials, government entities, neighbors, and other resident users, and any social media handles you attach to your profile, are stored in our database. We treat this data with utmost respect and privacy in accordance with the terms laid out in this Privacy Policy.

3.6 Location Information

Baseline Telematics Inc. in its operation of the Resident app, handles two distinct types of location information.

1. Primary Address: When registering your User account on Resident, you provide us with your primary address by default the primary address provided by the user is private. However, regardless of your personal privacy settings, this primary address location data is accessible to Baseline Telematics Inc., government officials, and Elected Officials (EOs) to ensure efficient communication and response. This information is critical as it facilitates us in personalizing your user experience. Specifically, it allows us to suggest interactions with other residents in your area and elected Officials, thereby fostering a tighter, more engaged community.

2. Post Location: Upon creating a post within Resident, you may choose to add location details specific to that post. This location might differ from your primary address, if you do not provide any post location it might take your primary address as your post location. However, regardless of your personal privacy settings, this post-specific location data is accessible to Baseline Telematics Inc., government officials, and Elected Officials (EOs) to ensure efficient communication and response.

Furthermore, it's important to understand that when you create a post on the Resident app, the location associated with that post is by default made public. While you have the option to modify your privacy settings, the location data and information relating to your post will still be shared with the government, EOs, and us at Baseline Telematics Inc., even if you alter the settings to private.

These two forms of location data are managed with the utmost respect for your privacy and in accordance with our Privacy Policy. We believe in empowering you, the user, by providing control over your location information disclosure, underscoring our commitment to the privacy of all residents using our platform.

4. Your Submitted Content

Your contributions on our platform come in various formats including, but not limited to, posts, comments (and any drafts thereof), audio and video files, text, links, images, gifs, and your reports and other communications with moderators and with us. As well as your interactions with other Resident app users, Elected Officials, Ministers, and Government, whether through private chats or other communication methods.

5. How We Collect Information

5.1 Directly Provided by Users:

The primary source of data collection is through the information you provide directly when you interact with Resident. This includes the personal and non-personal information you submit when you register for an account, update your profile, or participate in discussions and chats. This also includes the content of your posts, comments, and private chats with elected officials, government entities, neighbors, and other resident users, as well as any social media handles you choose to link to your profile.

5.2 Automatically Collected Information

We also collect certain types of information automatically. This includes usage data and analytics, such as how you navigate within the app, the amount of time you spend on different sections, and other behavioral patterns. It also includes non-personal information about the device you use to access our app, such as the device type, operating system, browser type, and IP address.

5.3 Information from Third-Party Sources

Currently, we do not collect information from third-party sources. All the information we gather is directly provided by you, the user, or is automatically collected based on your interactions with our app.

6. How We Use Your Information

6.1 Providing and Improving Services

The information we collect from you serves as the foundation for our ability to provide and enhance the services offered via the Resident app. We use your data to facilitate your interactions within the app, enable feature functionality, respond to your requests or inquiries, and continually improve and expand our service offerings in line with user needs and expectations. Help protect the safety of Resident app and our users, which includes blocking suspected spammers, addressing abuse, and enforcing the terms of service, Resident Community Guidelines and our other policies, provide customer service.

6.2 Communication and Notifications

Your information allows us to communicate with you effectively. We use it to send important notifications, updates, and announcements related to the Resident app. Additionally, your data enables the initiation of chats and discussions, ensuring seamless communication with elected officials, government entities, neighbors, and other resident users.

6.3 Personalization and Analytics

By analyzing usage data and behavior patterns, we can personalize your experience within the app. This includes suggesting interactions with other residents in your area, tailoring content to your preferences, and providing a customized user interface. Furthermore, the analysis of this information helps us identify user trends, assess the effectiveness of our services, and guide our future development plans.

6.4 Legal Compliance and Protection

We are committed to upholding the rule of law. As such, we may use your information to comply with legal obligations, enforce our terms of service, prevent fraud, and protect the rights, property, or safety of Baseline Telematics Inc., our users, or others. We maintain robust security measures to protect your information from unauthorized access and ensure its correct use.

Our use of your information is based on the principle of respect for your privacy, and we take all necessary measures to safeguard it. We also strive to use your data in a way that enhances your experience with the Resident app and builds a trustworthy and interactive community.

7. HOW WE SHARE YOUR INFORMATION

7.1 Third-Party Service Providers

We use third-party service providers to provide specific services to you. This includes Google Cloud Platform Firebase and Hubspot, which we use for data storage, processing and security. While these service providers may have access to your personal data, it is fully encrypted and completely unreadable by these or any other providers without our permission.

7.2 Legal and Regulatory Disclosures

There may be instances where we are legally obligated to disclose your personal information. This could occur in response to a valid legal request such as a court order, search warrant, or subpoena. We may also disclose your personal information when necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

7.3 Business Transfers

In the event of a merger, acquisition, consolidation, or sale of all or a portion of our assets, we may transfer user information, including personal data, to the relevant third party. However, any such transfer will be carried out in compliance with applicable laws and regulations, and we will ensure that the new entity is committed to maintaining the same levels of privacy protection as we do.

7.4 Aggregated or Anonymized Data

We may share aggregated or anonymized data with our government and elected official partners for the purpose of enhancing service delivery and operational efficiency. This data is shared in a way that does not personally identify you.

7.5 Recognizable Data Sharing

We share your data, as is, with the government and elected officials assigned to you in the app, based on the address you have provided. This sharing is essential to deliver our services effectively and enable direct, efficient interaction between you and your elected officials. Your data is used for the core functionality of the app and is not shared in a manner that is designed to allow or facilitate targeting for 3rd party ads, marketing, or any purposes beyond the intended use of Resident. Please note that when sharing your information with these entities, their use of your personal information will also be governed by their own privacy policies.

7.6 No Sharing with Other Third Parties

No other third parties will ever have access to any information submitted by you, or measured by our analytics, in a manner that is linked to you, or allows you to be targeted for 3rd party ads or other marketing or any other purposes beyond the app’s core functionality. We don’t sell ads, we don’t sell information. Our only revenues are generated from participating governments via the subscription services they subscribe to, allowing them to provide the best possible services and transparency to their tax paying constituents.

7.7 Content Contribution

In choosing to utilize Resident, you agree to allow us to disseminate your submitted content broadly, per your selected privacy settings. The extent of this sharing includes all users, both the general Residents and Elected Officials (EOs), and the Government. The content you contribute encompasses a variety of formats, including but not limited to posts and comments (and any saved drafts thereof), audio and video files, and your direct exchanges with other Residents, EOs, Ministers, and Government, via private chats or otherwise. Our platform also permits third-party entities to access publicly available content through the utilization of our API and other comparable technologies.

7.8 Publicly Visible Information and User Content

By creating a profile and posting content on the "Resident" app, you agree and understand that your posts and other information such as name/pseudonym, username, profile pictures, is available for viewing by the general public by default. This means that all visitors to the app or website, including anonymous or unregistered users, can see this information. Baseline Telematics Inc., the operator of the "Resident" app, is granted permission to make this information public. This permission is inherent to your use of our services and is not revocable. Please be aware that your posts, along with your username and your profile, could be viewed, even by those who do not have an account. We cannot control and will not be responsible for how other parties might use this information.

7.9 Personal Information and Privacy Settings

We respect and protect your privacy. Therefore, your personal details, such as your phone number, primary address, and email, are not publicly visible by default. This information is kept confidential and secure, visible only to authorized "Resident" staff who need to access the information for operational purposes. You have the ability to change your privacy settings and make this information public. However, this is strictly optional, and such a change would only occur if you explicitly give us consent to do so. This consent must be given through a clear affirmative action, such as changing the privacy settings in your account. If you choose to make this information public, please understand that it will be accessible to all users and visitors of the "Resident" app, including anonymous or unregistered users.

8. Data Storage and Handling

The Resident App is committed to the privacy and security of our users' data. As part of this commitment:

8.1 Storage

All user data collected through Resident is stored securely on our data processor servers (Google Cloud Platform). These servers and data centers adhere to strict security and data protection standards. All Personal Data is protected using appropriate physical, technical and organizational measures. Baseline Telematics Inc., is subject to the regulatory enforcement powers of the Office of the Privacy Commissioner of Canada.

8.2 Access and Control

Access to user data is strictly controlled and limited to necessary personnel only.

8.3 Compliance with Local and Federal Laws

8.3.1 Canada

We fully comply with the local data protection laws and Federal data protection laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA); the Personal Information Protection Act (PIPA) for Alberta and British Columbia; the Act respecting the protection of personal information in the private sector for Quebec; and Law 25 or any other applicable laws. Our handling and storage of user data is designed to meet the highest standards set by these regulations.

9. User Rights and Choices

9.1 Access, Correction, and Deletion

As a user, you have the right to access your personal data held in the Resident platform. You can request an overview of your personal data by contacting us. In addition, you may also request corrections or updates to any inaccurate information. In certain circumstances, and subject to applicable law, you have the right to terminate your account at any time through the user settings in Resident. Subsequently, you can submit a request for us to delete the personal data we hold about you. Before processing your request, we will take necessary steps to confirm that you are the rightful owner of the account. After your identity is verified, you can submit a request for us to delete the personal data we hold about you by following the procedures detailed below. Upon account termination, your profile becomes inaccessible to other users and is disassociated from any content you posted under that account.

Please be aware that any posts, comments, or messages you created before terminating your account may still be visible to others unless you delete (archive) this specific content beforehand. After you initiate a request to delete your account, it may take up to 90 days for our system to completely remove your information.

Moreover, we may need to retain certain information about you, and the content you created with your user account, as necessitated by law or for legitimate reasons allowing our Government subscribers to complete actions they may have started to undertake based on public information you may have submitted while your user account was in service.

9.2 Opt-out and Consent Withdrawal

Users have the right to opt-out of certain uses of their personal data, including direct marketing communications. You can withdraw your consent at any time by changing the settings within The Resident App or contacting us. If you no longer wish to receive our emails, you may follow the "unsubscribe" instructions included within each email communication, in compliance with Canada's Anti-Spam Legislation (CASL).

9.3 Controlling Promotional Communications

You have the choice to opt-out of receiving promotional communications from us. If you opt-out, we may still send you non-promotional communications, such as those about your account or our ongoing business relations. You may also opt-out of receiving promotional communications by following the unsubscribe instructions in any communication you receive from us.

9.4 Controlling Mobile Notifications

With your consent, we may send promotional and non-promotional push notifications or alerts to your mobile device. You can deactivate these messages at any time by changing the notification settings on your mobile device or within our application.

9.5 Limit Use, Disclosure, and Retention

In accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), we strictly limit the use, disclosure, and retention of your personal information. We only use or disclose your information for the purposes for which it was originally collected, unless you have expressly consented to a different use or disclosure, or unless such use or disclosure is required by law.

We commit to not retaining personal information for longer than is necessary to fulfill the purposes for which it was collected. We maintain comprehensive data retention policies and procedures to ensure that personal information is disposed of when no longer required.

Furthermore, all personal information is protected by appropriate security safeguards based on the sensitivity of the information. This is done to prevent unauthorized use, disclosure, access, or other forms of unauthorized or malicious activity.

By using Resident, you agree to the collection and use of information as outlined in this policy. Should we make any changes to this policy, we will notify you through our app or via the contact information you provided us.

9.6 Procedure for Account Termination and Data Deletion

1. User Verification: Login to Resident as you normally would to use the solution on your smartphone or via the web.

2. User Request: Navigate to My Profile / Settings and select "Delete Account". This initiates a request for account deletion.

3. Confirmation: Once you've selected this option, you'll be prompted to confirm your action before it will be completed.

4. Data Deletion: Once your Resident account is terminated, you have the option to request the deletion of the personal data we have retained about you. You can submit this request through the provided contact details. To ensure the protection of your data, we will initiate necessary verification processes to confirm that the request is indeed coming from the legitimate owner of the account. Upon successful verification of your identity, we will proceed to erase all the personal data linked to your account.

5. Completion Time: Please be aware that it may take up to 90 days for our system to completely remove your information. This period allows for any backups, caches, or other technical systems to update and remove your data.

6. Retention: In certain circumstances, we may need to retain certain information about you as required by law or for legitimate business purposes. In such cases, we will inform you of the data that needs to be retained.

7. Confirmation of Deletion: Once your data has been deleted, you will be logged out of Resident, and you will not be able to log back in with your deleted account. You can create a new account if you choose to.

10. Third-Party Links and Services

Our services incorporate limited third-party tools to provide you with better experiences and functionalities. Currently, we utilize services from Google Cloud Platform for our cloud-based needs, and HubSpot for our marketing, sales, and service/support needs. We do not engage with any other third-party service providers for data processing.

Furthermore, our platform enables you to connect your social media handles to your profile for a more integrated and personalized experience. Please be aware that your interactions with these linked social media services are governed by the privacy policy of the company providing it. We are not responsible for the privacy practices of other companies or the content of their services, and we encourage you to read their privacy statements.

While we strive to protect your personal information, we cannot guarantee the security of your data transmitted to third-party services and any transmission is at your own risk.

11. Children

Children under the age of 13 are not allowed to create an account or otherwise use the Services. Additionally, you must be over the age required by the laws of your province or territory of residence, to create an account or otherwise use the Services, or we need to obtained verifiable consent from your parent or legal guardian.

12. Updates to Our Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, services, or legal requirements. If we make significant changes to this policy, we will notify you through an update notification on our platform. The changes will take effect immediately upon posting of the updated Privacy Policy on our platform, and we encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of our services following the posting of changes constitutes your acceptance of such changes. If you do not agree with any changes to the Privacy Policy, you should discontinue use of our services.

13. Contact Information

If you have any questions, concerns, or inquiries regarding the privacy practices or policies of the Resident app, you can contact our Data Protection Officer (DPO) by email or mail using the following information:

DPO Name: Paul-André Savoie

Email: pasavoie@baseline.io

Address: Baseline Telematics, Inc., 324 Chemin du Tour, Laval, QC H7Y 1S5, Canada

Please ensure that your communication clearly indicates the nature of your privacy-related inquiry or concern, and our DPO will make reasonable efforts to address it promptly and in accordance with applicable privacy laws.