Privacy Policy

Silver Key Property Management (“we,” “us,” “our”)
Website: silverkeypropertymanagement.com
Effective Date: October 5, 2026
Last Updated: October 5, 2026

1. Introduction

Silver Key Property Management is a property management company operating in Manitoba, Canada. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, use our online services, submit information through our forms, or deal with us as a rental applicant, tenant, property owner, vendor, contractor, or website visitor.

We handle personal information in accordance with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), as well as other federal and Manitoba laws that apply to our business and the information we collect. These may include The Personal Investigations Act (Manitoba), The Residential Tenancies Act (Manitoba), The Human Rights Code (Manitoba), and Canada’s Anti-Spam Legislation (CASL).

This Privacy Policy is intended to explain our privacy practices in a clear and accessible manner. It should be read together with any privacy notices, consent forms, application forms, or other notices we provide when collecting information for a particular purpose.

By using our website or voluntarily providing us with personal information, you acknowledge that you have had an opportunity to review this Privacy Policy. Where consent is required by law, we will obtain consent through the applicable form, notice, or other consent mechanism.

Your use of our website is also subject to our Terms of Use, available here. If the two documents conflict about how we handle personal information, this Privacy Policy applies.

2. Accountability

We are responsible for personal information under our control, including personal information that we transfer to service providers for processing.

We have designated a Privacy Officer who is responsible for overseeing our privacy practices and compliance with applicable privacy laws.

Privacy Officer: Kate Friesen
Email: info@silverkeypm.com
Phone: (204) 384-5252
Mail: 775 Main Street, Winkler, MB, Canada, R6W 0N4

3. Information We Collect

We collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances and that are reasonably necessary for our business activities.

Information you provide to us

Depending on how you interact with us, we may collect:

    • Contact details: name, email address, phone number, mailing address, and other contact information.

    • Website inquiries: information you provide when contacting us, including the property or service you are asking about, your questions, preferences, timeline, and messages.

    • Rental applications: date of birth, current and previous addresses, employment and income information, rental history, references, emergency contacts, information about other occupants, pets, vehicles, and other information reasonably necessary to assess an application.

    • Identification and screening information: government-issued identification and, where authorized and required, information obtained through credit reporting, tenant screening, rental history, employment verification, and references.

    • Tenant information: lease and tenancy details, communications, maintenance requests, inspection information, notices, photographs, documents, and other information relating to the administration of a tenancy.

    • Payment information: rent payment history and, where applicable, banking or payment-card information. Payment information may be processed directly by third-party payment providers rather than being stored by us.

    • Property owner information: ownership and contact details, property information, banking information for owner disbursements, tax-related information, accounting information, and other information required to manage the property.

    • Vendor and contractor information: business and contact details, insurance information, WCB information, licences, certifications, invoices, payment information, and other information reasonably necessary to engage and manage vendors and contractors.

    • Communications: information contained in emails, messages, forms, telephone communications, and other communications with us.

Where a form or application requires information, we will identify required fields where reasonably practical. Information that is not required for the stated purpose may be optional.

Sensitive information. Please only provide sensitive information, such as Social Insurance Numbers, banking details, or copies of government identification, when we ask for it and only in the way we direct you. Depending on the circumstances, this may be in person, through our tenant application form, or by email where we specifically request it. Please do not send sensitive information through our general website contact forms or by unsolicited email. We use business email services with security protections, but information sent by email may still be exposed outside our control, for example while it travels between email providers or on your own email service.

Information we collect automatically

When you visit our website, our service providers or we may automatically collect certain technical and usage information, including:

    • IP address;

    • browser type and version;

    • operating system and device information;

    • pages viewed and interactions with the website;

    • referring website or source;

    • approximate geographic information derived from technical data, such as general city or region;

    • website performance and security information; and

    • information collected through cookies and similar technologies, as described in the Cookie Policy below.

Information from third parties

Depending on the services we provide and the circumstances, we may receive personal information from:

    • credit reporting agencies and tenant-screening providers, where authorized and permitted by law;

    • previous landlords, employers, and references identified by an applicant;

    • property owners, co-applicants, co-tenants, or other individuals identified in an application or tenancy;

    • contractors, vendors, insurers, professional advisors, and other service providers;

    • government bodies, regulators, courts, or other authorities where permitted or required by law; and

    • website, analytics, mapping, security, communication, and other technology providers whose services are used on our website.

We generally do not collect Social Insurance Numbers (SINs) unless required by law or reasonably necessary for a specific, identified, and lawful purpose.

We do not request information about characteristics protected under The Human Rights Code (Manitoba) for the purpose of discriminating against an applicant, tenant, owner, vendor, or other individual.

4. How We Use Your Information

We may use personal information to:

    • respond to inquiries and communicate with you;

    • arrange property viewings or other appointments;

    • process and assess rental applications;

    • verify information provided by applicants, including references, rental history, employment, income, and credit information where authorized;

    • prepare, administer, and enforce leases and tenancy agreements;

    • communicate with tenants and property owners about tenancy and property matters;

    • collect rent, process payments, and issue statements, receipts, and accounting records;

    • coordinate maintenance, repairs, inspections, and emergencies;

    • arrange lawful access to rental units in accordance with The Residential Tenancies Act (Manitoba);

    • manage properties on behalf of property owners, including accounting, reporting, communication, and administration;

    • communicate with contractors, vendors, insurers, professional advisors, and other parties involved in property management;

    • operate, maintain, secure, and improve our website and online systems;

    • administer website forms and prevent spam, fraud, abuse, and unauthorized access;

    • send notices and service communications relating to a tenancy, account, property, or service;

    • send commercial electronic messages where permitted by CASL and applicable consent requirements;

    • analyze website traffic and usage to improve our website and services;

    • comply with legal, regulatory, accounting, insurance, and other professional obligations;

    • investigate and resolve complaints, disputes, and potential violations of agreements;

    • establish, exercise, or defend legal claims; and

    • prevent, detect, and respond to fraud, security incidents, or other unlawful activity.

We will not use or disclose personal information for a new purpose that is not reasonably related to the original purpose without providing appropriate notice and, where required, obtaining consent.

5. Consent

We collect, use, and disclose personal information with your knowledge and consent, unless consent is not required or is otherwise permitted or required by law.

Depending on the circumstances, consent may be express or implied. We will consider the sensitivity of the information, your reasonable expectations, and the nature and purpose of the collection, use, or disclosure when determining the appropriate form of consent.

For sensitive information, including financial, credit, identification, or other information where the circumstances warrant, we generally seek express consent.

Where we use an application, form, agreement, or other document to obtain consent, we will identify the purposes for which the information will be collected, used, or disclosed and provide any additional information required by applicable law.

We do not require you to consent to the collection, use, or disclosure of personal information beyond what is reasonably necessary for an explicitly identified and legitimate purpose as a condition of providing a service.

You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide certain services or administer an existing relationship. We will explain the consequences where appropriate.

Electronic marketing

We send commercial electronic messages only where permitted by Canada’s Anti-Spam Legislation (CASL), including where we have obtained express or valid implied consent or another legal basis permits the communication.

Our commercial electronic messages identify us and include a working unsubscribe mechanism.

6. How We Share Your Information

We do not sell personal information.

We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy or where otherwise permitted or required by law.

Depending on the circumstances, we may share personal information with:

Property owners and landlords

Where we manage a property on behalf of an owner or landlord, we may provide the owner or landlord with personal information reasonably necessary to manage the property, administer the tenancy, comply with legal obligations, make decisions that the owner or landlord is responsible for making, and receive appropriate reporting.

Service providers

We may share personal information with service providers that help us operate our business, including:

    • website hosting and technology providers;

    • cloud storage and software providers;

    • email and productivity providers, including Microsoft 365;

    • form and communication providers;

    • payment processors;

    • credit reporting and tenant-screening providers;

    • accounting and bookkeeping providers;

    • insurance providers;

    • IT, security, and support providers;

    • analytics and website-performance providers; and

    • other vendors that provide services on our behalf.

Service providers receive only the information reasonably necessary for the services they provide and are expected to protect personal information appropriately.

Contractors and vendors

We may provide contractors and vendors with information reasonably necessary to perform maintenance, repairs, inspections, or other work. This may include a tenant’s name, contact information, unit or property information, access instructions, photographs, or details concerning the work required.

Professional advisors

We may disclose information to lawyers, accountants, auditors, insurers, collection agencies, and other professional advisors where reasonably necessary for their services or where otherwise permitted by law.

Government bodies and legal authorities

We may disclose personal information to government bodies, courts, regulators, law enforcement agencies, the Residential Tenancies Branch, or other authorities where required or permitted by law.

Business transfers

If our business or some of its assets are sold, reorganized, financed, merged, or transferred, personal information may be transferred as part of that transaction, subject to applicable privacy requirements and appropriate protections.

With your consent We may disclose personal information to other parties where you have directed us to do so or provided the required consent.

7. Website Technology and Third-Party Services

Our website is hosted and operated using third-party technology and service providers. Depending on the features currently enabled on the website, these may include:

    • Porkbun — domain registration and related domain services;

    • WordPress.com Business — website hosting and website infrastructure;

    • Elementor — website/page-building functionality;

    • Rank Math SEO Pro — search-engine optimization functionality;

    • WP Rocket — website performance and caching functionality;

    • Akismet Anti-spam — spam detection and prevention;

    • Fluent Forms Pro — website forms and form submissions;

    • Cookie Consent by Elementor — cookie banner, cookie preferences, and records of your cookie choices;

    • Google Analytics — website analytics;

    • Google Maps — map and location-related functionality; and

    • Google Search Console — search-engine performance and website monitoring.

Some of these services may process technical information, including IP addresses, browser information, device information, or information concerning interactions with the website. Information you submit through website forms or other submission features may also be processed by spam-detection services, such as Akismet, where those services are active. These services may process information outside Canada.

Some services may place cookies or use similar technologies. The specific cookies and technologies used may change as the website, plugins, services, or integrations are updated.

For more information about cookies and similar technologies, see Section 17, Cookie Policy.

8. Transfers Outside Canada

Some of our service providers may store or process personal information outside Canada, including in the United States or other countries.

Where personal information is processed in another country, it may be subject to the laws of that country and may be accessible to that country’s courts, law enforcement agencies, regulators, or national security authorities.

We take reasonable steps to select and manage service providers appropriately and use contractual, technical, administrative, or other safeguards appropriate to the circumstances.

Because our technology providers may change over time, the countries in which information is processed may also change.

For information about the service providers we currently use and the jurisdictions in which they may process information, contact our Privacy Officer.

9. Retention and Secure Disposal

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, meet legal or regulatory requirements, administer our business relationships, resolve disputes, establish or defend legal claims, or satisfy other legitimate business requirements.

Our retention periods vary depending on the type of information and the circumstances.

We may extend retention periods as needed for an active dispute, legal claim, investigation, audit, regulatory requirement, insurance matter, or other legitimate reason.

We periodically review retained personal information and our retention practices to determine whether information is still required.

When personal information is no longer required, we will take reasonable steps to securely destroy, erase, or anonymize it, taking into account the format and sensitivity of the information.

If we use personal information to make a decision about you, we will retain the information for a period sufficient to allow you to exercise applicable access or correction rights.

10. Security and Privacy Breaches

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information we hold.

Depending on the circumstances, these safeguards may include:

    • encryption in transit;

    • access controls and account permissions;

    • secure hosting and storage;

    • authentication and password protections;

    • security monitoring;

    • backups and recovery measures;

    • spam and malicious-activity protection;

    • confidentiality obligations;

    • employee and contractor privacy practices; and

    • privacy and security training.

No method of transmission, storage, or processing is completely secure. We therefore cannot guarantee absolute security.

You are responsible for protecting any account credentials or passwords provided to you and should contact us promptly if you suspect that your account or personal information has been accessed without authorization.

If we experience a breach of security safeguards involving personal information, we will assess the breach and take the steps required by applicable law. This may include notifying affected individuals and reporting the breach to the Office of the Privacy Commissioner of Canada where required by law.

We maintain records of security breaches as required by applicable law.

11. Your Privacy Rights

Subject to applicable legal limitations, you may have the right to:

    • Access personal information we hold about you and request information about how it has been used or disclosed.

    • Request correction of inaccurate or incomplete personal information.

    • Withdraw consent, subject to legal or contractual restrictions and reasonable notice.

    • Ask questions about our privacy practices.

    • Make a privacy complaint regarding our collection, use, disclosure, or protection of personal information.

To make a request, contact our Privacy Officer using the information in Section 2.

We may need to verify your identity before providing access to personal information or making changes to information we hold.

We generally respond to access requests within 30 days, subject to applicable extensions permitted by law. If an extension is required, we will provide notice as required.

We generally provide access at little or no cost. Where a fee may apply, we will provide an estimate before proceeding.

We may refuse access in limited circumstances permitted by law, including where the information contains personal information about another individual, is subject to legal privilege, or another legal exception applies. Where permitted, we will explain the reason for the refusal.

Complaints

If you have a privacy concern or complaint, we encourage you to contact our Privacy Officer first so that we have an opportunity to address it.

You may also contact the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada
Website: http://www.priv.gc.ca
Toll-free: 1-800-282-1376

12. Tenant Screening and Personal Investigations

When we conduct a personal investigation in connection with a rental application or tenancy, we do so in accordance with The Personal Investigations Act (Manitoba) and its regulation.

Before conducting a personal investigation, we obtain your consent in accordance with The Personal Investigations Act (Manitoba) and its regulation. When we ask for your consent, we will tell you the purpose of the investigation and how the information will be used, the personal information to be collected, the types of persons or organizations the information will be collected from, any disclosure of the information to a third party and the purpose of that disclosure, the date the consent takes effect, and whether and when the consent expires or how long it continues.

Depending on the circumstances, a personal investigation may involve information from credit reporting agencies, previous landlords, employers, references, or other sources identified or permitted under applicable law.

If an application or other benefit is denied in whole or in part as a result of information obtained through a personal investigation, we will provide any notices and information required by applicable law, including the source of the information where required.

Individuals may have rights under The Personal Investigations Act (Manitoba) to obtain information held by a personal reporting agency and to challenge inaccurate information. Where applicable, we will provide the notices and information required by that legislation.

13. Children’s Privacy

Our website and online services are not directed toward children.

We do not knowingly seek to collect personal information directly from children through our website.

This does not prevent us from legitimately collecting and using information about occupants or family members in connection with a tenancy where that information is provided by an applicant, tenant, property owner, or other authorized individual and is reasonably necessary for a legitimate purpose.

If you believe that a child has provided personal information to us directly through our website without appropriate authorization, please contact our Privacy Officer.

14. Third-Party Websites and Services

Our website may contain links to or integrations with third-party websites, applications, payment services, listing platforms, mapping services, social media platforms, or other services.

When you follow a link to or interact directly with a third-party service, that third party may collect information directly from you under its own privacy policy and terms.

We are not responsible for the privacy practices of third-party organizations that operate independently from us.

We encourage you to review the privacy policies of third-party services before providing them with personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, technology, privacy practices, service providers, or applicable legal requirements.

The “Last Updated” date at the beginning of this Privacy Policy indicates when it was most recently revised.

We will post the current version on our website. Where changes are material and applicable law requires additional notice or consent, we will provide that notice or obtain consent as required.

16. Governing Law

This Privacy Policy is governed by the laws of the Province of Manitoba and the federal laws of Canada applicable in Manitoba.

17. Cookie Policy

This Cookie Policy forms part of our Privacy Policy and explains how Silver Key Property Management uses cookies and similar technologies on our website.

Effective Date: October 5, 2026
Last Updated: October 5, 2026

17.1 What Are Cookies?

Cookies are small text files or similar identifiers that may be stored on your device when you visit a website.

We and our service providers may also use similar technologies, including pixels, web beacons, local storage, scripts, tags, and software development kits.

These technologies may help the website function, remember preferences, improve performance, provide security, understand how visitors use the website, and measure the effectiveness of our website and marketing activities.

The cookies and similar technologies used on our website may change as we add, remove, update, or replace services.

17.2 Types of Cookies and Similar Technologies We May Use

Category Purpose Current / Potential Examples Duration
Strictly necessary Required for core website functionality, security, forms, session management, remembering your cookie choices, and other functions necessary to operate the website. WordPress.com, WordPress, Elementor, Fluent Forms, Cookie Consent by Elementor, security and session technologies Until Deleted in Browser History
Functional / preference Remember preferences or settings and support enhanced website functionality. Ally by Elementor (accessibility assistant) Until Deleted in Browser History
Analytics / performance Help us understand how visitors use the website and improve website performance and content. Google Analytics, Google Search Console Until Deleted in Browser History
Mapping / embedded content Support interactive maps or other embedded third-party content. Google Maps Until Deleted in Browser History
Spam / security Help identify and prevent spam, abuse, malicious activity, and unauthorized submissions. Akismet (where active); WordPress.com security services Until Deleted in Browser History
Marketing / advertising Measure or support advertising and marketing activity. (No current marketing cookies) Until Deleted in Browser History

17.3 First-Party and Third-Party Technologies

First-party technologies are set or used directly by our website or by technology operating on our behalf, such as those associated with WordPress.com, WordPress, Elementor, Akismet, Cookie Consent by Elementor, and Fluent Forms.

Third-party technologies are set or accessed by other companies whose services are integrated into our website. These currently include, or may include, Google Analytics, Google Maps, and WordPress.com services. Third-party providers may process information outside Canada and have their own privacy policies and terms.

17.4 Google Analytics

We use Google Analytics to help us understand how visitors use our website. Depending on how Google Analytics is configured from time to time, it may collect information such as pages visited, approximate geographic information, device and browser information, traffic sources, interactions with the website, and general website performance.

Google Analytics may use cookies and similar technologies. Some Google Analytics features, such as Google Signals, advertising features, or user-ID features, may be, or could in the future be, enabled as we adjust how we use the service. We use the information provided through Google Analytics for website analytics and improvement, and we do not use it to intentionally identify individual visitors by name. If we enable features that involve advertising or tracking across websites, we will update this policy and, where required, ask for your consent.

17.5 Google Maps

Our website uses embedded Google Maps to display property locations, our office location, service areas, or other geographic information.

The embedded map loads when you open a page that contains it. As a result, Google may receive technical information from your browser or device (such as your IP address) as soon as the page loads, and may use cookies or similar technologies in accordance with Google’s policies. Because the map loads with the page, it may load before you make a choice in our cookie banner.

17.6 Website Forms and Spam Prevention

We use Fluent Forms to provide website forms. When you submit a form, the information you provide is processed for the purpose identified on that form and is sent to us by email. Depending on how a form is configured, a copy may also be stored in the administrative area of our website. Fluent Forms may also use technical information required to operate, secure, and prevent abuse of forms.

Akismet or similar spam-prevention and security services may be active on our forms, comment fields, or other features that accept submissions. Where they are active, information contained in the submission, together with technical information such as your IP address, may be sent to those services for spam-detection and security purposes, and those services may process the information outside Canada.

17.7 Other Website Tools

We also use other tools to build, host, secure, and improve our website, including:

    • WordPress.com (website hosting and infrastructure, including security, backups, performance, and activity logging);

    • Elementor (page design);

    • Cookie Consent by Elementor (cookie banner, cookie preferences, and records of your cookie choices; see Section 17.8);

    • Rank Math SEO Pro (search-engine settings, metadata, and sitemaps);

    • WP Rocket (caching and performance optimization);

    • Google Search Console (search-performance monitoring and technical issue reporting); and

    • Porkbun (domain registration).

These tools are primarily used to operate and manage the website. Some may store technical information on your device or process technical information in the course of delivering the website, and they may change over time.

17.8 Cookie Consent and Your Choices

We use Cookie Consent by Elementor to display a cookie banner and to let you manage your choices. Where required, we will obtain consent before using non-essential cookies or similar technologies. For cookies used for targeted or behavioural advertising, we will ask for your express (opt-in) consent.

Depending on the technology and applicable legal requirements, you may be able to:

    • accept or reject non-essential cookies;

    • customize your cookie preferences by category;

    • change or withdraw your choices at any time through the cookie preferences option on our website via the floating cookie button in the bottom right corner.

    • delete cookies through your browser; or

    • restrict certain technologies through your browser or device settings.

When you make a choice, the tool records it, including the date and time, your country, the categories you selected, and a unique consent ID, so that we can honour your choice and show that consent was obtained.

You can also opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on.

If you disable strictly necessary cookies or other essential technologies, portions of the website may not function properly.

17.9 Do Not Track and Global Privacy Control

Our cookie consent tool is designed to recognize Global Privacy Control (GPC) and Do Not Track (DNT) signals sent by your browser. Where it detects one of these signals, it pauses the non-essential scripts that it manages. These signals do not affect strictly necessary cookies or technologies, or third-party content that the tool does not manage.

17.10 Cookies and Personal Information

Some information collected through cookies or similar technologies, such as IP addresses or online identifiers, may be personal information under applicable privacy laws. We handle such information in accordance with this Privacy Policy and, where required, obtain consent for non-essential collection, use, or disclosure through cookies and similar technologies.

17.11 Changes to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in our website, cookies and tracking technologies, third-party services, our privacy practices, or applicable legal requirements.

The “Last Updated” date at the beginning of this Cookie Policy indicates when it was most recently revised.

17.12 Contact Us

Questions or concerns about our use of cookies, tracking technologies, or personal information can be directed to our Privacy Officer:

Privacy Officer: Kate Friesen
Email: info@silverkeypm.com
Phone: (204) 384-5252
Mail: 775 Main Street, Winkler, MB, Canada, R6W 0N4