Who We Are
iHost-IT provides professional hosting for online, hybrid, and in-person meetings — including annual general meetings (AGMs), owners' meetings, and shareholder meetings — together with secure meeting portals, proxy collection, and electronic voting services for organizations across Canada. This policy explains what personal information we handle, why, and the choices you have. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
Information We Collect
Most of the personal information we process is provided to us by our client organizations (for example, a condominium corporation or its property management firm) so that we can run their meeting. Depending on the service, this may include:
- Contact and eligibility information — name, unit or account number, email address, and mailing address, supplied by the client organization to identify eligible meeting participants and voters.
- Meeting participation records — registration, attendance, proxy submissions, and voting records collected through our meeting portals.
- Correspondence — messages you send us by email or through a portal.
- Technical information — standard server logs (IP address, browser type, access times) used for security and troubleshooting.
How We Use Information
- To operate meeting portals: registration, proxy collection, quorum tracking, and electronic voting.
- To send transactional email notices on behalf of the client organization — such as statutory meeting notices, portal invitations, proxy reminders, and meeting-day reminders. We do not send marketing email to meeting participants, and we never sell or rent personal information.
- To produce meeting records (minutes, attendance, and voting results) for the client organization.
- To maintain the security and integrity of our services.
Email Communications
Emails we send to meeting participants are transactional notices required for the meeting process, sent at the direction of the client organization. Recurring mailings include an unsubscribe mechanism; unsubscribe requests are honoured immediately and the address is automatically suppressed from future sends. Statutory notices that an organization is legally required to deliver may still be provided to you by alternate means if you opt out of email.
Service Providers
We use a small number of trusted service providers to deliver our services, including Microsoft Azure (Canadian regions) for hosting, Microsoft 365 and Postmark for email delivery, and Zoom for webinar hosting. These providers process information only on our instructions and are bound by their own contractual and security obligations. Some providers may process data outside of Canada, where it is subject to the laws of those jurisdictions.
Retention
Meeting records (attendance, proxies, voting outcomes, and distribution records) are retained as long as needed to meet the client organization's legal record-keeping obligations, then securely deleted. Technical logs are retained for a limited period for security purposes.
Security
We protect personal information with industry-standard safeguards, including encryption in transit (TLS), access controls, and per-client segregation of meeting data. Voting records are handled confidentially: individual vote counts are not disclosed in published meeting documents.
Your Rights
You may request access to, or correction of, personal information we hold about you. Where we process information on behalf of a client organization, we may refer your request to that organization, since it controls the underlying records. To make a request or ask a question about this policy, contact us using the details below.
Contact Us
iHost-IT — Privacy Inquiries
Email: info@iHost-IT.com
Toll-Free: (888) 985-3385 | Local: (289) 352-1581
20 Knightsbridge Way, Markham, ON L3P 3W5, Canada
Changes to This Policy
We may update this policy from time to time. The effective date above reflects the latest revision; material changes will be posted on this page.