Introduction

D&D Property Management ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

By accessing our website at ddpropertymanagement.ca or engaging our property management services, you consent to the practices described in this policy. If you do not agree, please discontinue use of our website and services.

Information We Collect

We may collect information about you in a variety of ways. The information we may collect on the site includes:

• Personal Data: Name, email address, phone number, mailing address, and company information you provide when contacting us.
• Device Data: IP address, browser type, operating system, and usage data collected automatically.
• Service Information: Details about your property and service needs when you request a quote or consultation.

Use of Information

We use the information we collect to:

• Respond to your inquiries and provide requested services
• Prepare property management proposals and assessments
• Coordinate services across our network of five subsidiary companies
• Send you marketing communications (with your consent)
• Send appointment confirmations, service reminders, and project updates
• Improve our website and services
• Comply with legal obligations under Ontario and Canadian law
• Protect against fraud and security issues

We will not use your personal information for any purpose beyond those described above without obtaining your consent first.

Protection of Information

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our website uses HTTPS encryption. Contact forms include spam protection. Access to personal data is restricted to authorized personnel only. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

Sharing of Information

We do not sell, trade, or rent your personal information to third parties. We may share information with service providers who assist in operating our website and conducting our business, subject to confidentiality agreements. These providers include scheduling tools, email delivery platforms, and CRM software. We may also share information with our subsidiary companies (D&D Home Services, D&D Commercial Services, D&D Exterior Finishing, D&D Interior Services, and D&D Snow Services) where you have requested coordinated services from our network.

Network Data Sharing

D&D Property Management operates as the coordinating hub for five specialized subsidiary companies: D&D Home Services, D&D Commercial Services, D&D Exterior Finishing, D&D Interior Services, and D&D Snow Services. If you request coordinated services from multiple companies in our network, your relevant contact and property information may be shared among these companies to facilitate service delivery. Each subsidiary company is subject to the same privacy obligations described in this policy.

We will only share your information within the network for the specific services you have requested. You may opt out of cross-company sharing at any time by contacting us in writing.

Analytics & Performance Data

We use Google Analytics and similar tools to collect aggregated, anonymized data about website usage. This data helps us understand how visitors use our site, which pages are most popular, and how we can improve the user experience. This data does not identify individual visitors. You may opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on available at tools.google.com/dlpage/gaoptout.

Legal Basis for Processing

We process your personal information on the following legal bases under PIPEDA:

• Consent: For marketing communications, newsletters, and optional data collection. You may withdraw consent at any time.
• Contractual Necessity: To deliver services you have engaged us for, including property management consulting and service coordination.
• Legal Obligation: Where we are required to retain or process information under Ontario or Canadian law.
• Legitimate Interests: For analytics, security, fraud prevention, and improving our services, where these interests are not overridden by your privacy rights.

Security Measures

We take the security of your personal information seriously. Our protective measures include:

• HTTPS encryption for all website traffic and form submissions
• Restricted access to personal data — limited to authorized personnel only
• Regular review of our data collection and storage practices
• Staff training on privacy and data protection obligations
• Third-party service provider due diligence and confidentiality agreements

In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA requirements.

Third-Party Links

Our website may contain links to third-party websites including our subsidiary companies and external resources. We are not responsible for the privacy practices of those websites and encourage you to review their individual privacy policies. This policy applies only to information collected through our website and services.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us and we will promptly delete such data.

Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device. We use the following types:

• Essential Cookies: Required for the website to function properly, including form submissions and navigation.
• Analytics Cookies: Help us understand how visitors interact with our site (e.g., Google Analytics — data is anonymized).
• Preference Cookies: Remember your settings and improve usability on return visits.

You can control or disable cookies through your browser settings at any time. Note that disabling certain cookies may affect website functionality. We do not use cookies to serve third-party advertising.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy or as required by applicable law:

• Contact & inquiry data: Retained for up to 3 years from the date of last contact.
• Service agreement records: Retained for 7 years in compliance with Ontario business record-keeping requirements.
• Analytics data: Retained in anonymized or aggregated form indefinitely for business analysis.
• Marketing consent records: Retained for as long as you remain subscribed, plus 2 years after unsubscribing.

Upon expiry of the applicable retention period, personal information is securely deleted or anonymized. You may also request early deletion by contacting us directly.

Your Rights Under PIPEDA

As a resident of Canada, you have the following rights regarding your personal information held by D&D Property Management:

• Right of Access: Request a copy of the personal information we hold about you.
• Right to Correction: Request that we correct inaccurate or incomplete information.
• Right to Withdrawal of Consent: Withdraw consent for marketing communications at any time by emailing us or clicking "unsubscribe."
• Right to Deletion: Request deletion of your data, subject to legal retention requirements.
• Right to Complain: File a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your rights have been violated.

To exercise any of these rights, submit a written request to info@ddpropertymanagement.ca. We will respond within 30 days as required under PIPEDA.

Contact Our Privacy Team

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our designated privacy officer:

• D&D Property Management — Privacy Officer
• Email: info@ddpropertymanagement.ca
• Phone: (519) 500-1699
• Mailing Address: Kitchener, ON, N2G 1Z9
• Hours: Monday – Saturday, 7:00 AM – 7:00 PM

We are committed to resolving any privacy concerns promptly and transparently. If you are not satisfied with our response, you may escalate your concern to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised "Last Updated" date. Continued use of our website or services after any changes constitutes your acceptance of the updated policy.

Email Marketing & Communications

With your consent, we may send you marketing emails about our services, seasonal promotions, property management tips, and network updates. Each marketing email includes an unsubscribe link. You may also opt out at any time by emailing info@ddpropertymanagement.ca with "Unsubscribe" in the subject line.

Transactional emails — such as appointment confirmations, service summaries, and invoices — are not subject to the opt-out above, as they are necessary to deliver the services you have engaged.

Complaints & Escalation

We take privacy complaints seriously. If you have a concern about how we have handled your personal information, please follow these steps:

• Step 1: Contact our Privacy Officer at info@ddpropertymanagement.ca. We will acknowledge your complaint within 5 business days and resolve it within 30 days where possible.
• Step 2: If you are not satisfied with our response, you may escalate your complaint to the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or toll-free at 1-800-282-1376.

Cross-Border Data Transfers

D&D Property Management operates in Canada and primarily processes personal information within Canada. Some of our third-party service providers (e.g., analytics platforms, cloud software) may store or process data in the United States or other jurisdictions. Where this occurs, we ensure that appropriate contractual protections are in place and that any transfers comply with PIPEDA requirements.

By using our website or services, you consent to your information being processed in jurisdictions outside Canada where our service providers operate, subject to those jurisdictions' applicable privacy laws.

Automated Decision-Making

We do not use automated decision-making or profiling processes that produce legal effects or similarly significant effects on you. Our use of analytics is limited to understanding aggregate website traffic patterns and improving our services — no automated decisions are made based on your personal data.

Data Breach Notification

In the event of a security breach involving your personal information that poses a real risk of significant harm, D&D Property Management will notify affected individuals as soon as reasonably practicable. We will also notify the Office of the Privacy Commissioner of Canada as required under PIPEDA. Notification will include the nature of the breach, the type of information involved, what steps we are taking to address it, and what steps you can take to protect yourself.

Accessibility

If you require this Privacy Policy in an alternative format due to a disability or accessibility need, please contact us at info@ddpropertymanagement.ca and we will make reasonable efforts to accommodate your request.

How to Reach Our Privacy Officer

For all privacy-related matters — including access requests, corrections, deletion requests, complaints, or questions about this policy — please contact our designated Privacy Officer:

• D&D Property Management — Privacy Officer
• Email: info@ddpropertymanagement.ca
• Phone: (519) 500-1699
• Mailing Address: Kitchener, ON, N2G 1Z9
• Hours: Monday – Saturday, 7:00 AM – 7:00 PM

We acknowledge all privacy requests within 5 business days and respond within 30 days as required under PIPEDA. If we need additional time, we will notify you in writing with the reason for the delay. If you are unsatisfied with our response, you have the right to escalate to the Office of the Privacy Commissioner of Canada.

Updates to This Policy

We review and update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. The "Last Updated" date at the top of this page will always reflect the most recent revision. We encourage you to review this policy regularly.

For significant changes that materially affect your rights, we will post a prominent notice on our homepage. Continued use of our website or services following any update constitutes your acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy, please contact us at info@ddpropertymanagement.ca or call (519) 500-1699.

Last Updated: March 31, 2026