Privacy policy

Signalmont is software that property management companies ("operators") use to take in maintenance requests, route them to the right people, track them to resolution and communicate with residents. This policy explains what personal information Signalmont handles, why, who it is shared with, and the choices you have. It follows Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). It covers our website (signalmont.com), the web app (app.signalmont.com) and our mobile apps.

Who is responsible for your information

If you are a resident, or you work for an operator, the operator that manages your building decides what is collected about you and why. Under PIPEDA it is accountable for that information, and Signalmont handles it on the operator's behalf, under a written agreement, only to provide the service. We don't use it for any purpose of our own.

For our own business (the contacts at operators we work with, people who write to us, and visitors to our website) Signalmont is accountable.

We have a privacy officer who is responsible for our compliance with this policy. You can reach them at privacy@signalmont.com.

What we collect

Account information

• Your name, email address and, if you give it, a mobile phone number.
• Your role: resident, or a staff role such as property manager, maintenance or resident manager. For residents, the building, unit and household you belong to. For staff, the buildings you are assigned to.
• Your sign-in method. We never see your Google or Apple password. If you sign in with a password, it is stored only as a one-way hash.

What you and your building's staff create

• Maintenance requests: the description, photos, the unit, entry instructions you give, comments, and every change of status, assignment and escalation.
• Amenity bookings, building announcements and documents your operator shares with you.
• For staff: work notes, vendor details and invoices connected to the requests you handle.

Information from your device

• If you use a mobile app and allow notifications, a notification token for your device.
• Error reports when something breaks: the app version, the screen and the technical error. These are set up to leave out form contents, cookies, headers and query strings, and to identify you by an internal account number only.
• Short-lived technical logs (for example, that a request was received or a message was delivered) kept to operate and secure the service.

Photos

Location and camera details are removed from photos before they are stored: first on your device when the photo is prepared for upload, then again on our servers.

Our website

signalmont.com and the web app use no advertising trackers and set no tracking cookies. They use Cloudflare Web Analytics to count page views: it sets no cookies, does not identify you and does not follow you to other sites. The web app keeps your sign-in session and display preferences (theme and text size) in your browser's local storage, which is needed for it to work.

If you ask for a walkthrough, we keep what you send in that form (your name, work email, company, portfolio size and anything you add) to reply and arrange it. It reaches our team by email, and we send you one confirmation. We do not add you to a mailing list.

Signing in with Google or Apple

If you choose to sign in with Google, we receive your name, email address and profile picture from your Google account, and use them only to create your account, sign you in and show your name to the people you work with. We don't request access to your Gmail, Drive, Calendar or contacts, and we don't transfer Google user data to anyone except as needed to provide the service, to comply with law, or with your consent. Signalmont's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

If you sign in with Apple, we receive your name and an email address, which may be a private relay address Apple creates for you. We use them in the same limited way.

Why we use it

• To take in, classify, route, track and resolve maintenance requests.
• To notify the right people about a request by email, text message or push notification, and to escalate it when a response window is missed.
• To let residents book amenities, read announcements and view shared documents.
• To keep a history of who did what and when, for your operator's records and to resolve disputes.
• To secure accounts, prevent abuse and investigate problems.
• To answer you when you contact us.

We don't sell personal information, share it for advertising, or use it to build profiles about you. We don't use your information to train AI models.

Automated triage

When a request comes in, software (including AI models) suggests its category and severity and who should handle it. Only the request itself (its text and any photo) is sent for this; your name and contact details are not. A person on your operator's team can see why a suggestion was made, and can override it. Decisions about your tenancy are never made by this software.

Consent and your choices

We rely on the consent you give when you accept an invitation and use the service, and on your operator's instructions. You can withdraw consent at any time, subject to legal or contractual limits; if you do, some or all of the service may no longer work for you.

• Turn off optional email, text and push notifications in your settings, or with the unsubscribe link in any email. Messages needed to run your account, such as sign-in codes, still send.
• Turn off notifications for the mobile app in your device's settings.
• Delete your account yourself at any time from your profile, or at app.signalmont.com/account/delete.

Who can see it

• Residents see the requests they made themselves, their own household's bookings and documents, and the announcements for their building.
• Operator staff see requests and residents only for the buildings they are assigned to, as their role allows.
• Vendors assigned to a request receive what they need to do the work, such as the unit, the description, photos and entry instructions.
• Signalmont staff manage operator accounts but cannot see requests or resident information unless an administrator at your operator grants time-limited access for support. Every such grant is recorded.

Each operator's information is kept separate from every other operator's.

Service providers

We use the following companies to run the service. Each receives only what it needs for its task and is bound by contract to protect it.

• Supabase (on Amazon Web Services): database, sign-in and file storage.
• Cloudflare: hosting of our website and web app, network security, cookieless page-view counts, and running the AI model that classifies requests (below).
• Cloudflare Workers AI: classifying requests and drafting suggestions with an open model (currently Google's Gemma) that runs on Cloudflare's own servers. It receives request text and photos, not your contact details, and they are not sent to Google or any other model company.
• Resend: sending email.
• Twilio: sending text messages, if your operator uses them.
• Google Firebase Cloud Messaging and Apple Push Notification service: delivering push notifications to the mobile apps.
• Sentry: error reports, as described above.
• OpenStreetMap Foundation: finding each building on a map from its address, and showing that map on the building's page. It receives building addresses, never residents' details. When staff open a building's map, their browser or app loads it from OpenStreetMap, which sees their device's IP address.

We may also disclose information where the law requires it, for example in response to a valid court order, or to protect someone's safety in an emergency.

Where your information is stored

Our database and file storage are currently hosted by Supabase on Amazon Web Services in the United States, and our other service providers may process information in the United States or elsewhere. While it is outside Canada, it is subject to the laws of those countries and may be accessible to their courts, law enforcement and national security authorities. If we change where information is stored, we'll update this section and tell operators first.

How we protect it

• Information is encrypted in transit and at rest.
• Access rules are enforced in the database itself, so a person can only read what their role and buildings allow, whichever screen they use.
• Operator administrators and Signalmont staff sign in with a second factor.
• Changes to roles, assignments, routing rules, vendors and invoices are written to an audit log that cannot be edited.
• Our own logs record identifiers, not names, phone numbers or request descriptions.

If a breach of security safeguards creates a real risk of significant harm, we'll report it to the Office of the Privacy Commissioner of Canada, and we or your operator will notify the people affected, as PIPEDA requires.

How long we keep it

• Account information is kept while your account is active.
• A walkthrough request is kept while we are in touch with you about it. Ask us and we delete it.
• When you delete your account, your name and contact details are removed or anonymized. Requests and invoices you were part of stay in your operator's records, without your contact details, for as long as the operator needs them for its legal and business obligations.
• Technical and delivery logs are deleted automatically, most within days and all within 30 days.
• When an operator stops using Signalmont, we delete or return its information as our agreement with it sets out.

Your rights

You can ask to:

• see the personal information we hold about you and learn how it has been used and shared;
• correct information that is inaccurate or incomplete;
• withdraw your consent, as described above.

Write to privacy@signalmont.com. We'll answer within 30 days, and we may need to confirm your identity first. If your information is held for an operator, we'll work with them to answer you, or tell you to contact them directly. There is no charge for a request.

Children

Signalmont is meant for adults who live or work in a building. We don't knowingly collect information from children under 13.

Changes to this policy

We'll update the date at the top when this policy changes. If a change is significant, we'll tell you in the app or by email before it takes effect.

Questions and complaints

Contact our privacy officer at privacy@signalmont.com. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada. If you live in Quebec, Alberta or British Columbia, your province's privacy commissioner may also be able to help.