Privacy Guidelines for Strata Corporations and Owners
BC’s Personal Information Protection Act (PIPA) applies to strata corporations. Knowing the rules keeps residents’ data safe and shields councils from costly complaints.
1 · What is a strata corporation responsible for?
Formed on registration of a condo, townhouse or bare-land plan, the strata corporation manages common property, assets and insurance. It must:
- collect, use and disclose personal information only for legitimate purposes;
- obtain consent before doing so; and
- maintain adequate insurance and accurate records.
2 · Why privacy matters
Owners expect their personal details—names, unit numbers, contact data, financial records—to stay secure. PIPA sets strict rules; breaches can lead to formal investigations and fines, so strata councils must treat privacy as core business.
3 · Collecting, using & disclosing data
- Gather only what is necessary for governance or service delivery.
- Inform owners why the information is needed and obtain consent.
- Keep records accurate, update when notified of changes and destroy or anonymize data once it is no longer required.
- Disclose to third parties only with consent or when required by law (e.g. court orders, insurance claims).
4 · Protecting residents’ information
- Restrict access to files—physical or digital—to authorised council or staff.
- Store hard-copy records in locked cabinets; house servers in secure rooms.
- Encrypt backups and use complex passwords plus two-factor authentication.
- Shred paper and wipe drives when records reach the end of their retention period.
- Create written policies and train every council member and manager annually.
5 · Keeping information secure day-to-day
Use secure strata portals such as StrataPress for document exchange. Computers should be encrypted, password-protected and never left unattended in common areas. Limit email CC lists—share only the addresses required for a task.
6 · Further resources
- OIPC – Privacy Guidelines for Strata Corporations & Agents
- VISOA paper on privacy compliance
- CHOA best-practice bulletins
Key takeaway – collect only what you truly need, safeguard it vigorously and destroy it when finished. Following these simple steps keeps trust high and liability low.
Not Legal Advice – Information here is general only. Consult a qualified professional for guidance on your specific situation.
