The law asks every enterprise, a syndicate of co-owners included, to publish its personal-information governance policy and to designate a person responsible. It also anticipates the enterprise with no website: the information must then be made accessible by any other appropriate means. Most small co-ownerships are in exactly that position, and that is the gap this page fills.
Three documents, written by the board
The board writes and publishes up to three documents from the syndicate settings:
- the personal-information governance policy;
- the privacy policy;
- the building rules.
Each is written in French and in English, with formatting, and a translation aid proposes a first version in the other language for you to review before saving. None is mandatory in the tool: a document you have not written stays inactive.
You choose who each one addresses
An active document addresses one or more groups: co-owners, tenants and occupants, the board, the manager, and external accounts such as the accountant, the insurer or vendors. Each group sees, on its own dashboard, the documents aimed at it, the designated person responsible, and whatever free text the board wants to put in front of it.
A read receipt, never a consent
The checkbox says "I confirm I have read this document". It does not say "I accept", and that is not a matter of style.
None of the three documents is a consent instrument. The two policies are published because the law requires them to be. The building rules already bind the co-owners: the declaration of co-ownership produces its effects towards them from its registration (art. 1062 C.C.Q.), and the rules are enforceable against a tenant or occupant as soon as a copy is handed to them (art. 1057 C.C.Q.). A signature changes none of that.
Asking for a consent where the law asks for none would turn a formality into a trap. A confirmation of reading does not: it records a fact, and it leaves refusal open.
Nothing is blocked for those already inside
Someone already a member of the syndicate sees a notice on their dashboard, reads the document and confirms whenever they choose. Their access is not suspended in the meantime, and signing opens no additional door.
Someone who has just been invited reads the documents aimed at their role on the invitation screen and confirms having read them before accepting. Declining is a real way out: they are not added to the syndicate, nothing is recorded, and their invitation stays valid until it expires. A syndicate that has activated no document keeps exactly the journey it had before.
Versions, and a proof that stays put
Every save creates a version. Publishing a new version asks the people who confirmed the previous one to read again, because a receipt is about a specific text, not about a title.
The receipts register shows who read, which version, and when. Those lines cannot be altered afterwards, by the board included: a proof you can rewrite is not one. Deactivating a document keeps the receipts already collected.
The person responsible, published as the law asks
The board designates the person responsible for the protection of personal information and publishes their title and contact details. The name stays optional, because what the law asks for is the title and the contact details. You may publish a shared syndicate address rather than the designated person's own contact details.
CondoAide does not write these documents and makes no syndicate compliant. The content, the designation and the retention decisions belong to the board. What the tool provides is the means to publish, and the proof of having transmitted.