1. Introduction and Company Information
This Privacy Policy explains how Northern Pines Boardroom Inc. collects, uses, discloses, stores, and protects personal information in the course of operating a boarding-room business in Canada. We are committed to protecting your privacy and handling personal information in a manner consistent with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, British Columbia’s privacy legislation.
Northern Pines Boardroom Inc. provides boarding-room accommodations and related services to guests, visitors, applicants, contractors, and other individuals who interact with us. This Privacy Policy applies to personal information collected through our website, by email, by telephone, in person, through bookings, and during your stay or other interactions with us.
Company Name: Northern Pines Boardroom Inc.
Address: 8428 St. Lawrence Avenue, Kelowna, BC V1Y 9W6, Canada
Email: [email protected]
Phone: +1 (250) 763-4982
2. Data Collection and Processing
Northern Pines Boardroom Inc. may collect personal information directly from you, from authorized representatives, from booking platforms, from payment processors, and from service providers acting on our behalf. Depending on your interaction with us, the personal information we may collect includes:
- Identification details, such as your name, date of birth, and government-issued identification details where required for verification or legal compliance;
- Contact information, such as mailing address, email address, and telephone number;
- Reservation and stay information, such as booking dates, room preferences, arrival and departure times, guest counts, and special requests;
- Payment and billing information, such as credit card details, transaction records, invoices, and billing addresses;
- Communication records, such as emails, phone calls, messages, feedback, complaints, and service inquiries;
- Information relating to service preferences, accessibility requirements, dietary needs, or other information you choose to provide;
- Technical information, such as IP address, device identifiers, browser type, and website usage data if you visit our website;
- Security-related information, such as CCTV footage, key access logs, or incident reports, where used for safety and security purposes;
- Employment or contractor information, if you apply for work or engage with us as a contractor.
We collect personal information only to the extent reasonably necessary for the purposes described in this Privacy Policy. Where practical, we identify the purposes for collection at or before the time the information is collected.
3. Purpose of Data Processing
Northern Pines Boardroom Inc. uses personal information for the following purposes:
- To process reservations, confirmations, cancellations, check-ins, check-outs, and guest services;
- To provide accommodations and related amenities, including housekeeping, maintenance, and customer support;
- To process payments, manage refunds, prevent fraud, and maintain accounting records;
- To communicate with guests, respond to inquiries, and manage service requests or complaints;
- To verify identity and help maintain the safety and security of guests, staff, and property;
- To comply with legal obligations, regulatory requirements, tax obligations, and law enforcement requests where legally permitted;
- To improve our services, operations, website functionality, and guest experience;
- To administer loyalty, promotional, or marketing communications, where permitted by law and subject to your preferences;
- To manage business records, audits, insurance claims, dispute resolution, and legal proceedings;
- To recruit employees or contractors and manage employment-related matters, where applicable.
We will not use personal information for purposes materially different from those identified, unless we obtain your consent or are otherwise permitted or required by law.
4. Legal Basis for Processing
Canadian privacy law generally requires that organizations collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances, and with consent except where a legal exception applies. Accordingly, Northern Pines Boardroom Inc. processes personal information on one or more of the following bases:
- Consent: where you have given express or implied consent to the collection, use, or disclosure of your personal information;
- Contractual necessity: where processing is necessary to provide accommodations or related services you have requested or booked;
- Legal and regulatory compliance: where processing is required to comply with applicable laws, court orders, tax obligations, or lawful requests from authorities;
- Legitimate business purposes: where processing is reasonable for operating our business, protecting property and safety, preventing fraud, or maintaining records, and where such processing is appropriate in the circumstances;
- Other lawful exceptions: where applicable law permits collection, use, or disclosure without consent.
We will seek consent where required and will limit processing to what is necessary and appropriate for the identified purposes.
5. Data Sharing and Third Parties
Northern Pines Boardroom Inc. may disclose personal information to third parties only as necessary and in accordance with applicable law. These third parties may include:
- Payment processors and financial institutions to process transactions and refunds;
- Booking and reservation platforms used to manage guest reservations;
- IT and hosting providers that support our website, email, recordkeeping, or security systems;
- Maintenance, housekeeping, pest control, repair, and other service providers who require access to relevant information to perform services;
- Professional advisors, such as accountants, insurers, auditors, and lawyers;
- Government bodies, regulators, law enforcement, or emergency services when required or permitted by law;
- Successors or potential purchasers in connection with a merger, sale, reorganization, or similar business transaction, subject to appropriate safeguards.
We require third parties to protect personal information in a manner consistent with the sensitivity of the information and the services they provide. Where a third party acts on our behalf, we use contractual and other measures to limit use of the information to authorized purposes only.
6. Data Transfer to Third Countries
Northern Pines Boardroom Inc. is located in Canada, but some of our service providers may store or process personal information outside Canada, including in other provinces, the United States, or other foreign jurisdictions. As a result, your personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities there.
Where personal information is transferred outside Canada, we take reasonable contractual, organizational, and technical measures to protect it. While we strive to use reputable service providers and appropriate safeguards, no method of transmission or storage is completely secure.
7. Storage Duration
Northern Pines Boardroom Inc. retains personal information only as long as necessary to fulfil the purposes for which it was collected, or as required or permitted by law. Retention periods may vary depending on the type of information and the legal or operational requirements involved.
- Reservation, billing, and accounting records are generally retained for periods required by tax, accounting, and business recordkeeping obligations;
- Guest communication records are retained as needed to address service issues, disputes, and legal claims;
- Security records, including incident reports and CCTV footage, are retained for a limited period unless needed longer for safety, investigation, or legal purposes;
- Employment and contractor records are retained as required by employment, tax, insurance, and workplace laws.
When personal information is no longer required, we will securely delete, destroy, or anonymize it in accordance with our retention practices and applicable law.
8. User Rights
Subject to applicable legal restrictions, you have the following rights with respect to your personal information held by Northern Pines Boardroom Inc.:
- Access: you may request access to the personal information we hold about you and information about how it has been used and disclosed;
- Rectification: you may request correction of inaccurate, incomplete, or outdated personal information;
- Erasure: you may request deletion of personal information in appropriate circumstances, subject to legal retention obligations;
- Restriction: you may request that we limit certain processing in appropriate circumstances;
- Data portability: where applicable, you may request a copy of certain information in a structured and commonly used format;
- Objection: you may object to certain uses of your personal information, including some forms of marketing or processing based on legitimate interests or similar grounds, where applicable.
To exercise any of these rights, please contact us using the details below. We may need to verify your identity before responding. We will respond within a reasonable time and in accordance with applicable law.
9. Withdrawal of Consent
Where we rely on your consent to process personal information, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
If you withdraw consent for certain information or uses, we may be unable to continue providing some services or features, including reservation-related communications, marketing communications, or specific accommodations requested by you.
To withdraw consent, please contact us using the contact information provided in this Privacy Policy.
10. Right to Complain
If you have concerns about our privacy practices or how we handle your personal information, we encourage you to contact us first so we may try to resolve the issue.
You also have the right to lodge a complaint with the appropriate privacy regulator in Canada or British Columbia, as applicable. Depending on the nature of the issue, this may include the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.
We will cooperate with any lawful investigation and take steps to address substantiated concerns.
11. Data Security
Northern Pines Boardroom Inc. uses reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These safeguards may include:
- Access controls and role-based permissions;
- Secure storage and authentication measures;
- Encryption or other protection for sensitive information where appropriate;
- Employee and contractor confidentiality obligations and training;
- Monitoring and security measures for facilities, systems, and records;
- Procedures for handling suspected privacy incidents and breaches.
Although we take reasonable steps to protect personal information, no method of transmission over the internet or electronic storage is completely secure. You provide information at your own risk, and we encourage you to use caution when sharing sensitive information electronically.
12. Contact Information
If you have any questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:
Northern Pines Boardroom Inc.
8428 St. Lawrence Avenue
Kelowna, BC V1Y 9W6
Canada
Email: [email protected]
Phone: +1 (250) 763-4982
13. Changes to Privacy Policy
Northern Pines Boardroom Inc. may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Any updated version will be posted on our website with a revised effective date where applicable.
We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted indicates your acknowledgment of the updated Privacy Policy, to the extent permitted by law.