Privacy Policy – 12 Gates Property Services

Effective Date: [January 2026]

 

12 Gates Property Services, operating under 1538632 Ontario Ltd. (“12 Gates”, “we”, “our”, or “us”), is committed to protecting the privacy and security of personal information collected through our website, services, and communications.

 

This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with applicable privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as applicable international data protection laws where required.

 

1. Scope of This Policy

This policy applies to personal information collected through:

• Website forms, surveys, and questionnaires

• Online portals and client communication platforms

• Service inquiries, consultations, and bookings

• Phone, email, and SMS communications

• Service agreements, inspections, and reporting activities

 

2. Collection of Personal Information

We collect only the information necessary to deliver our services effectively and professionally.

This may include:

• Name, phone number, and email address

• Property details and service-related information

• Billing and payment information

• Communication records and service history

All information is collected voluntarily, either directly from you or through your authorized representatives.

We do not knowingly collect personal information from individuals under 18 years of age. If such data is identified, it will be promptly deleted.

 

3. How We Use Your Information

Your information is used strictly for business and service-related purposes, including:

• Responding to inquiries and consultation requests

• Delivering property services, inspections, and reports

• Coordinating contractors and service providers

• Processing payments and managing billing

• Maintaining accurate service records and documentation

• Sending relevant updates, service notices, or optional marketing communications

• You may opt out of marketing communications at any time.

 

4. Disclosure of Personal Information

We do not sell, rent, or trade your personal information.

Information may only be shared under the following circumstances:

With trusted service providers (e.g., payment processors, scheduling platforms) necessary to deliver services
With insurers, lenders, or authorized stakeholders where required for property-related services
Where required by law, regulation, or legal process

All third parties are expected to maintain strict confidentiality and data protection standards.

 

5. Third-Party Platforms and Tools

We use secure third-party platforms to operate our business efficiently, including:

• Scheduling and client management systems

• Payment processing platforms

• Website and hosting providers

• Communication and marketing tools

These providers operate under their own privacy policies. We recommend reviewing their policies for additional details.

 

6. Data Security

We take data protection seriously.

We implement industry-standard safeguards, including:

• Secure website encryption (SSL)

• Controlled access to sensitive data

• Secure payment processing technologies

• Internal protocols to prevent unauthorized access or disclosure

• While no system is completely immune to risk, we continuously improve our safeguards to protect your information.

 

7. Your Rights and Control

You have full control over your personal information.

At any time, you may:

• Request access to your personal data

• Correct or update inaccurate information

• Request deletion of your data (“right to be forgotten”)

• Withdraw consent for communications

• Ask questions about how your data is used

• Requests can be made by contacting us directly.

 

8. Cookies and Website Tracking

Our website may use cookies to:

• Improve user experience

• Track website performance and engagement

• Support functionality and access

• Cookies do not collect personally identifiable information unless voluntarily provided.

 

9. External Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those sites. Users are encouraged to review their policies independently.

 

10. Policy Updates

This Privacy Policy may be updated periodically to reflect:

• Changes in legal requirements

• Updates to our services or systems

• Industry best practices

The most current version will always be available on our website.

 

11. Contact Information

For questions, concerns, or requests regarding your personal information, please contact:

12 Gates Property Services
Phone: 647-345-3456
Email: admin@12gatesps.com

12. Data Handling in Insurance Claims and Property Loss Events

In situations involving property damage, insurance claims, or loss events, 12 Gates Property Services may collect, document, and manage additional property and incident-related information to support proper claim handling and risk mitigation.

 

Purpose of Data Collection During Claims

Information collected during these events is used to:

• Document property conditions before, during, and after an incident

• Support accurate and timely insurance claim reporting

• Coordinate with adjusters, contractors, and relevant stakeholders

• Review and validate scopes of work and damage assessments

• Maintain organized records for compliance, dispute prevention, and audit purposes

 

Types of Information Collected

This may include:

• Photographic and video documentation of property conditions

• Inspection reports and site notes

• Communication records with insurers, adjusters, and contractors

• Property history relevant to the claim (maintenance, prior damage, vacancy status)

• Estimates, invoices, and scope-of-work documentation

• Information Sharing in Claims Situations

 

To facilitate proper claim processing, relevant information may be shared with:

• Insurance providers and adjusters

• Contractors and restoration professionals

• Property owners, lenders, or authorized representatives

• Legal or regulatory authorities where required

 

All information is shared strictly on a need-to-know basis and only for purposes directly related to the claim or property protection.

 

Role of 12 Gates Property Services

12 Gates Property Services acts as an independent property oversight and documentation provider.

We do not act as the insurer, adjuster, or restoration contractor. Our role is to:

• Ensure accurate and consistent documentation

• Provide structured oversight of property conditions and activities

• Support clients in maintaining organized, defensible records

• Help reduce risk associated with incomplete or mismanaged claims

 

Data Retention for Claims

Due to the nature of insurance claims and potential disputes, documentation related to property loss events may be retained for an extended period where necessary to:

• Support ongoing or future claim reviews

• Comply with legal or insurance requirements

• Provide historical property records if requested

• Confidentiality and Security

 

All claim-related data is handled with strict confidentiality and protected using the same security measures outlined in this Privacy Policy.