Who we are
Our website address is: https://strataminutes.ca.
Media
Clients may upload meeting recordings and documents solely to receive our services. Uploads are private by default and accessible only to authorized StrataMinutes.ca staff and service providers under confidentiality obligations. We don’t host public media galleries.
Please only upload files you’re authorized to share. If you include images, documents, or audio with embedded metadata (e.g., EXIF location, author, timestamps), be aware that this data may be included in the file. You can remove metadata before uploading if you prefer. We may scan uploads for malware and delete files that violate our terms.
Cookies
You can control cookies through your browser settings at any time; blocking essential cookies may affect site functionality. We collect only essential cookies. Our site may use these strictly necessary cookies to keep the website secure and functional (for example, to maintain a session during checkout). Our payment processor may also set necessary cookies to prevent fraud and complete transactions. These cookies don’t track you for advertising.
Embedded content from other websites
Our site may include embedded content (e.g., payment forms, videos, maps). Embedded content from other websites behaves exactly as if you visited the other website. Those sites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content (including tracking your interaction if you have an account and are logged in to that website). We don’t control these providers. Please review their privacy policies before interacting with embedded elements.
Who we share your data with
We do not sell your personal information. We share information only with:
- Service providers (processors): hosting and cloud storage, secure file transfer, document processing, payment processing (e.g., our payment processor to complete transactions and prevent fraud), email delivery, security/anti-abuse, and customer support tools. These providers may access data solely to perform services for us and are bound by confidentiality obligations.
- Recipients you designate: for example, the strata council, property manager, or other contacts you ask us to send finished minutes to.
- Professional advisers & compliance: our accountants, auditors, or lawyers, and government authorities when the law requires it.
- Business transfers: if we explore or complete a merger, acquisition, or asset sale, information may transfer as part of that transaction with appropriate safeguards.
Some providers may operate outside Canada; your data may therefore be processed in other countries and subject to local laws.
How long we retain your data
We kWe keep information only as long as needed to deliver our service, then delete or anonymize it. Client uploads (audio, video, documents) are kept only to produce your minutes, provide quality assurance, and handle support; often we delete them within 30 days after delivery, and we’ll delete them sooner, or keep them longer, if negotiated with clients. Finished minutes and other deliverables are retained in our records for potential redelivery for up to 24 months, unless you request earlier deletion. Account, contact, and support information is kept while your account is active and for up to 24 months after your last interaction to maintain records and resolve issues.
Billing and transaction records are retained for at least 7 years to meet tax and accounting obligations. Security and server logs are typically kept for up to 30 days for fraud prevention and troubleshooting. Deleted data may persist in encrypted backups on rolling cycles for up to 90 days before final purge; we access backups only for disaster recovery. You can request deletion of your information at any time, and we’ll comply unless we must keep certain records for legal, accounting, or security reasons.
What rights you have over your data
You have rights under BC’s Personal Information Protection Act (PIPA) and applicable Canadian privacy laws. You can ask us for a copy of the personal information we hold about you, request corrections to anything that’s inaccurate or incomplete, and ask us to delete information we no longer need, such as meeting uploads, unless we must keep some records for legal, accounting, or security reasons. You may withdraw consent for non-essential uses (for example, marketing emails), and, when feasible, request a machine-readable copy of information you provided. To make a request, email privacy@strataminutes.ca. We may ask you to verify your identity. We aim to respond within 30 days. If you’re not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) or the Office of the Privacy Commissioner of Canada (OPC).
Where your data is sent
We operate in Canada, but some processing happens outside your province and may occur outside Canada. We use or plan to use service providers for hosting, cloud storage and backup, secure file transfer, document and transcription processing, email delivery, site reliability and security, anti-abuse scanning, and payment processing (for example, Stripe). Form submissions and files may be scanned automatically to detect malware or abuse. At your direction, we may also send finished minutes to your strata council, property manager, or other recipients you specify. When information is processed outside Canada, it may be subject to local laws and accessible to foreign authorities; we use contractual and organizational safeguards designed to provide a comparable level of protection.
Last updated September 27, 2025