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How we handle your information

Strata Match is built for BC strata councils and the companies they hire. Each part of the site collects only what it needs to work. This page lists what each part keeps, why, and for how long.

Last updated November 3, 2026

Who we are

Strata Match is operated by Local Pixel Inc., a BC company. In this policy, "we", "us", and "Strata Match" all refer to the same entity. Our contact details are in the Contact section at the bottom.

What we collect

When you submit the intake form at /match/, we collect:

  • Building details: type, number of units, city, optional current fee per unit, and your current management company if provided.
  • Your situation: the frustrations or circumstances you chose, and any free-text context you typed.
  • Contact: name, email, optional phone, and your role on council.
  • Technical data: a hashed version of your IP address, your browser's user-agent, and the referring page. The IP is hashed with a secret key, so the raw address is never stored and the hash can't be turned back into it.

Other parts of the site collect less:

  • Your projects: the companies you compare, the quote requests you prepare and the quotes you check in Review quotes are saved in your browser only. That includes what you record from each quote (prices, terms and what it covers), the questions you draft and the council's decision. None of it is sent to our servers. If you open a quote file beside the review, your browser shows it from your device; we don't store the file or receive it. To remove all of it, use "Clear everything Strata Match saved on this device" on Your projects. The two RFP builders below are different.
  • Review proposals: when you drop a strata management proposal into Review proposals, the page reads its text in your browser to suggest values. The file and its text aren't sent to us or anyone else. We keep the values you confirm, and the line each came from, in your browser until you delete the review.
  • Management RFP builder (/rfp-builder/): your answers save in your browser while you work. When you build the RFP, we keep your answers and the finished document under a private link, so the link we email you keeps working. That includes the strata's name, the contact name, email and phone, the current fee and firm, and any projects you list, plus a hashed IP address, your browser's user-agent and the referring page. The Strata Match team gets a notice that an RFP was built.
  • Building-services RFP downloads (/rfp-services/): your answers stay in your browser, and the document is made when you download it. We record the email you enter, the kind of work, your role (council, property manager or self-managed), the file format and the time. If you tick the newsletter box, we email you a link to confirm first.
  • Your building: when you give your building's postal code, town or city (on a directory list, a company page or the match form, or with Use my location), your browser keeps it so other pages can show distances. A postal code is placed at the centre of its area from a list on the page; it is never looked up online. It stays on this device. We don't store it or send it to our servers, and clearing it removes it.
  • Use my location: if you allow it, your browser gives the page your position so it can measure the distance to each company. The position stays in your browser. We don't store it or send it to our servers; only the nearest town appears in the page address.
  • Pilot sign-up on Your projects: your email, your strata's name if you give it, and a record of the consent you gave (its wording, version and time).
  • Opportunity alerts: your email, the trade and region you chose, and the consent record.
  • Opportunities board: when a council posts a job, we keep the poster's name, email, organisation and role with the posting. Only the job details are shown on the board; the poster's details never are. When a company responds, we keep its company name, contact name, email, phone, message and quote link, and we email the response to the poster after the company confirms its email address. The poster's address is shared with the company only if the poster replies.
  • Advertising enquiries on /advertise/: your name, company, work email, optional phone, what you'd like to sponsor and where, and your message.
  • Page feedback ("Was this page useful?"): the page you were on, your answer, a comment if you write one, and your email only if you tick the box asking for a reply.
  • Short surveys ("What should we add next?"): the option you pick, anything you type in the optional box, and the page you were on, with email addresses and phone numbers removed from typed answers before they reach PostHog.
  • Listing corrections ("Suggest a correction" on a company's page): the facts you say are wrong and what they should say, how you know, a link if you used a public source, your note if you add one, and your email. We use the email to tell you when the change is live or why we didn't make it, and for nothing else.
  • Confirmations and unsubscribes: before the pilot list or alerts start, we email you a link to confirm the address is yours. We keep a record of each request, confirmation and unsubscribe, with the wording you agreed to.
  • Monthly council briefing: when you use a tool, ask for a top 5, download a guide, write to us, post or answer a job, or join the pilot, the form says we'll also send you our monthly council briefing. Canada's anti-spam law calls this implied consent. It lasts 6 months from your latest request, or 2 years after a purchase or contract, and then we stop. Every briefing has a one-click unsubscribe link, and once you unsubscribe we don't add you back. If you click "Keep sending me this" in a briefing, you get it until you unsubscribe. Suggesting a correction to a listing never adds you.

Page and click counts stay off until you choose Allow analytics. That choice is saved in a cookie named sm_analytics for six months. If you allow it, PostHog and Google Analytics 4 receive the page path, the site you came from, a random id for that visit, the browser's user-agent string with email addresses and IP addresses removed, and the country and province. They do not receive your name, email, phone number, street address, strata plan number, the query string in the page address, or what you type in a form. Short survey answers are the exception, and email addresses, phone numbers, street addresses and strata plan numbers are removed from those before they are sent. If you choose No thanks, or your browser sends Do Not Track or Global Privacy Control, those counts are not sent.

When a page or the site's server hits an error, PostHog gets an error report even if you have not allowed page counts. The report is the error message and where in the code it happened. We remove private link parts, email addresses, phone numbers, street addresses and strata plan numbers before sending it. Until you allow analytics, that report does not set an analytics cookie.

If you have allowed analytics and you use Review quotes, we count steps such as "a quote was added" or "a summary was printed", along with the kind of work. We never record prices, company names, file names or what a quote says.

If you have allowed analytics and you review proposals, we count steps such as "a proposal was read" or "values were confirmed", with whether the file was a PDF or a Word file. We never record fees, firm names, file names or what a proposal says.

Why we collect it

To run the part of the site you use, and to send the monthly council briefing described above. For the top 5, the building details determine which firms fit, and the contact details let us send your results and reply to you. The other parts use what they collect only for the job described in the list above. The technical data helps us spot abuse (for example, bot submissions) and improve the service.

Who we share it with

We use your submission to rank strata management firms for your building. Strata Match does not send your contact information to management firms. Your council decides which firms to contact, using the contact details each firm publishes.

We never sell your information. We don't share it with advertisers. Companies can pay for labelled sponsored spots on the site; sponsors never receive your details.

We use a small number of service providers to operate the site. Some of them store or process information outside Canada, mostly in the United States (Cloudflare, Resend, PostHog and Google):

  • Cloudflare: hosting, storage and DDoS protection.
  • Resend and Purelymail: send the site's emails, such as your top 5, confirmation emails and alerts. Resend keeps a copy of each message it sends in its logs for a limited time. It also passes replies to our match emails to our mailbox, which Purelymail holds.
  • PostHog: privacy-respecting product analytics.
  • Google Analytics: website traffic and interaction measurement. Advertising storage and personalization signals are disabled.
  • OpenFreeMap: map images for the directory maps. Your browser loads them from OpenFreeMap's servers, which see your IP address.

How long we keep it

Intake submissions are retained for two years, then deleted. PostHog analytics events are retained for twelve months. Google Analytics data follows the retention setting in the Strata Match GA4 property. Hashed IPs and user-agents are kept for ninety days to stop abuse, then removed, including from board postings, responses and sign-ups. Pilot sign-ups, alert subscriptions, board postings and responses, advertising enquiries and page feedback are kept until you ask us to remove them. Records of consent and unsubscribes stay after you unsubscribe, because they show what you agreed to and when you stopped. RFPs built with the management RFP builder are kept for two years, then deleted. Building-services download records are kept for two years, then deleted. Listing corrections, with the email you gave, are kept for two years, then deleted.

Your rights

BC's Personal Information Protection Act (PIPA) covers how Strata Match handles your personal information. The federal Personal Information Protection and Electronic Documents Act (PIPEDA) can also apply when information crosses provincial or national borders. You have the right to:

  • Access the information we hold about you.
  • Correct information that's wrong or incomplete.
  • Request deletion, and we'll delete it unless we're legally required to keep it.
  • Withdraw your consent to our emails at any time, with the unsubscribe link in any email or by writing to us.
  • Turn off page and click counts by choosing No thanks, or by clearing the sm_analytics cookie. The question appears again once that cookie is gone. You can also email us and ask us to treat that browser as a refusal.

To exercise any of these rights, email us at the address below. We'll respond within 30 days.

Security

Submissions travel over HTTPS. Stored data lives in Cloudflare D1 (managed SQL) and R2 (object storage), both encrypted at rest. Access is restricted to the Strata Match operator. We don't guarantee absolute security, because nobody can, but we don't take shortcuts.

Cookies

The site uses a session cookie for the admin area. The sm_analytics cookie remembers whether you allowed page and click counts, and it is set only after you choose. PostHog and Google Analytics cookies are set only after you allow those counts. Advertising storage, advertising user-data signals, and ad personalization stay off.

Children

Strata Match isn't meant for anyone under 18.

Changes to this policy

If we change this policy, we'll update the date at the top. Material changes get a note on the homepage for at least 30 days. If a change affects how we use data you've already given us, we'll email you before it takes effect.

Contact

Questions, requests, concerns: email legal@stratamatch.ca.

If you believe we've mishandled your information and we haven't resolved it to your satisfaction, you can complain to the Office of the Information and Privacy Commissioner for British Columbia. For information that crossed provincial or national borders, you can also go to the Office of the Privacy Commissioner of Canada.