Privacy Policy

Who we are

Reserve Plus provides reserve fund studies, depreciation reports and related capital-planning services to condominium and strata corporations across Canada. We are the controller of the personal information described here. You can reach us at contactus@reserveplus.ca or by phone at 587.880.2670.

Information we collect

When you request a quote or contact us

Your name, email address, phone number, the property or corporation you represent, its address and approximate size, and anything you write in the message. We need this to prepare a quote and to reply to you.

When you become a client

The information above plus what is needed to deliver and bill the engagement: the property's details, the names and contact details of the board members or property managers we work with, invoices, and payment status. We do not collect or store credit card or bank account numbers; payments are handled by cheque, e-transfer, pre-authorized debit or through our accounting provider.

When you visit reserveplus.ca

We run our own lightweight page-view counter so we can see which pages are read. It records the page, the time, a coarse referrer and a truncated user-agent. It does not use cookies for tracking, does not build profiles, and we do not use Google Analytics or any advertising trackers on this site.

When our staff use the dashboard

Staff sign in by email link. We keep sign-in sessions and an activity log of changes made in the dashboard (who changed which quote or invoice, and when) so that our records are auditable.

Connected services: QuickBooks Online

Reserve Plus uses QuickBooks Online (an Intuit product) for our own bookkeeping. Our dashboard connects to our own QuickBooks company file through Intuit's authorised API so that the two systems stay in step. Specifically:

• What we send to QuickBooks: the invoices we issue — invoice number, the customer name (the property or corporation billed, or the contact's name), line items, amounts, tax codes, issue and due dates, and a short memo.
• What we read from QuickBooks: our invoices, customers, products/services, tax codes and income accounts, and payments applied to our invoices, so that an invoice paid in QuickBooks is shown as paid in our dashboard.
• What we store: the OAuth tokens that authorise the connection, the link between each dashboard invoice and its QuickBooks invoice, a map of customer names to QuickBooks customer IDs, and a log of what the sync did.
• What we never do: we do not access other Intuit customers' data, we do not use QuickBooks data for anything other than our own accounting, and we do not sell or share it.

Only Reserve Plus administrators can create or remove this connection. Disconnecting revokes the tokens with Intuit and deletes them from our systems.

How we use information

• To prepare quotes, deliver reports and provide the services you engage us for.
• To invoice and collect payment, and to keep accurate accounting records.
• To respond to enquiries and to follow up on quotes you have requested. Quote follow-up emails stop automatically after a limited period and every one carries an unsubscribe link, in keeping with Canada's Anti-Spam Legislation.
• To understand which pages of our website are useful.
• To meet legal, tax and professional obligations.

We do not sell personal information, and we do not use it for advertising.

Where information is kept and who can see it

Our website and dashboard run on servers located in Montréal, Canada, operated for us by Google Cloud. Our accounting records are in QuickBooks Online (Intuit). Transactional email (quotes, invoices, sign-in links) is delivered through SendGrid. Each of these providers processes data only on our instructions.

Within Reserve Plus, access to client and financial information is limited to staff who need it for their work, with role-based access in the dashboard and an activity log of changes.

How long we keep it

Quote requests are kept while a quote is open and for a reasonable period afterwards so we can honour it. Client engagement records, reports and invoices are kept for as long as required for our professional and tax obligations — typically seven years after the engagement. Page-view counts are aggregate and are not tied to you. Sign-in sessions expire automatically.

Your choices and rights

• You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it. Write to contactus@reserveplus.ca.
• You can unsubscribe from quote follow-up emails using the link in any of them; we will still send emails that are part of an engagement you have entered into, such as invoices.
• You are entitled to complain to the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner if you believe we have not handled your information properly.

Security

All traffic to our website and dashboard is encrypted (HTTPS). Dashboard access is by email link with expiring sessions. Access tokens for connected services are stored server-side and never sent to a browser. We take regular backups of our systems.

Changes to this policy

When we change how we handle information, we will update this page and the date at the top. Material changes to how client data is used will be communicated to affected clients directly.

Contact

Reserve Plus · contactus@reserveplus.ca · 587.880.2670 · 2115 32 Avenue SW, Calgary, Alberta.