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Privacy Policy

1. Information We Collect

Last updated: Nov 19, 2025
Trot Management (“Trot”, “we”, “us”, “our”) is committed to protecting the privacy and security of our clients, property managers, condominium corporations, staff, contractors, and website visitors.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.trotmanagement.com) or engage our services.

By using our website or submitting information to Trot, you agree to the practices described in this Privacy Policy.

 

1. Information We Collect

We may collect the following categories of information:

1.1 Personal Information

Information you voluntarily provide through forms, service inquiries, onboarding processes, or communication channels, including:

  • Name, phone number, email address

  • Company or condominium corporation information

  • Job title or role (e.g., property manager, board member, developer)

  • Service requests, building details, or maintenance needs

  • Staff-related information submitted through forms (concerns, feedback, or access requests)

  • Files, notes, or documents you choose to upload

1.2 Operational & Site Information

When supporting building operations, we may collect information relevant to service delivery, including:

  • Cleaning schedules

  • Access instructions

  • Site notes and issue reports

  • Timestamped logs or photos (e.g., warranty tasks, deficiency verification, cleaning records)

1.3 Technical Data

When you visit the website, we may automatically collect:

  • IP address

  • Browser type and version

  • Device information

  • Pages viewed and time spent on the site

  • Cookies and usage analytics

This data helps us maintain website performance, security, and user experience.

2. How We Use Your Information

We use the information we collect for legitimate business purposes, including:

  • Responding to inquiries and providing quotes

  • Assessing building needs and preparing service proposals

  • Delivering cleaning, staffing, handyman, PDI, warranty, and post-construction services

  • Communicating with property managers, board members, and designated contacts

  • Maintaining logs and records for reporting, quality assurance, and compliance

  • Processing invoices, payments, and contractual documentation

  • Improving our website functionality and service offerings

  • Ensuring safety, compliance, and operational standards for staff and clients

  • Managing successor-rights requirements (Bill 7), where applicable

  • Handling complaints, concerns, or performance reviews submitted through client forms

We do not sell personal information.

3. How We Share Your Information

We may share your information with:

3.1 Service Providers & Contractors

Only where necessary to perform services such as:

  • On-site cleaners, handymen, inspectors

  • Warranty/PDI personnel

  • Project-specific subcontractors

  • Administrative staff
    All staff and contractors are bound by confidentiality and operational policies.

3.2 Property Managers & Boards

When appropriate and aligned with our contractual obligations, such as:

  • Status updates

  • Issue logs

  • Inspection reports

  • Building-wide operational data

3.3 Legal, Safety, or Compliance Requirements

We may disclose information if required by law, regulation, insurance requirements, court order, or to protect Trot or its staff.

3.4 Technology Platforms

We may use trusted third-party platforms for:

  • Website analytics

  • Email communication

  • Internal task management

  • Cloud storage
    All providers must meet reasonable privacy and security standards.

Trot Management never sells or rents user data.

4. Cookies & Tracking Technologies

We use cookies and similar tools to:

  • Improve website performance

  • Understand visitor behavior (anonymously)

  • Maintain security

  • Tailor website experience

You can manage cookie preferences through your browser settings.

5. Data Security

Trot implements reasonable technical and organizational measures to protect information from unauthorized access, misuse, loss, or alteration.
While no system is completely secure, we continuously review and update our practices to safeguard your information.

 

Data Retention

We retain information only as long as necessary to:

  • Fulfill the purpose for which it was collected

  • Comply with legal or regulatory requirements

  • Maintain accurate operational records

  • Resolve disputes and enforce agreements

6. Your Rights + Misc

Depending on your jurisdiction, you may have the right to:

  • Access your personal information

  • Correct or update information

  • Request deletion (subject to legal/contractual restrictions)

  • Withdraw consent for communications

  • Request a copy of the personal data we hold

To exercise any of these rights, contact us using the information below.

 

8. Children’s Privacy

Our website and services are not intended for individuals under the age of 16.
We do not knowingly collect personal information from minors. If such information is discovered, it will be deleted promptly.

 

9. Third-Party Websites

This website may contain links to third-party sites.
Trot Management is not responsible for the privacy practices or content of those external websites.

 

10. Changes to This Privacy Policy

Trot may update this Privacy Policy from time to time.
The “Last Updated” date above will reflect the latest revision.
Continued use of the website or our services constitutes acceptance of updated terms.

 

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, you may contact:

Trot Management
Email: info@trotmanagement.com
Website: www.trotmanagement.com

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