How your building’s information is kept

Last updated 9 November 2026

Councils and managers ask us a fair question: is the information about our building and our residents safe with you? This page answers it in plain words. It covers where the information lives, how it is protected, who at YYJ Stratacare Ltd. can see what, how long we keep it, and what happens if something goes wrong. Our privacy page covers what we collect and why; this page covers how we look after it.

Whose information it is

Your strata corporation owns its records and stays accountable for them under British Columbia’s Personal Information Protection Act. We hold them as your service provider, under our agreement, and we use them only to run your building. Your records are handed back to the strata when the agreement ends. They are never sold, rented or used for advertising.

Where it lives

Our system runs on two established hosting providers. The database and the files are kept with Supabase, a managed Postgres database service, on servers in Canada, in the Montréal region: the records themselves stay in Canada. The application that reads and writes them runs on Vercel, whose servers that handle a request may be in the United States, so information passes through them encrypted while a page or a message is being handled but is not stored there. Both providers run on major cloud infrastructure with their own security teams, physical security and certifications. The database is backed up every day and a week of backups is kept, so a mistake can be undone. The building’s records are not kept on a laptop, a phone or a USB stick: the staff app and the office app both read from the same protected system.

How it is protected

Everything travels encrypted between your browser or phone and our system, the database refuses any connection that is not encrypted, and the database provider encrypts the disks the data sits on.
The accounts we use to administer the database require an authenticator code on a phone as well as a password, so a stolen password alone cannot open them.
Door, lockbox, panel and alarm codes are sealed with their own strong encryption, with the key kept in the server’s configuration and never in the database. The database itself never holds a code in clear, and only the named people a building allows can ask for one.
Each company’s information is walled off from every other’s at two levels: every request to the system is checked for the company it belongs to, and the database enforces the same wall on every table on its own, so a mistake in one place cannot open a door in another.
Nobody signs in with a password, so there is no password to steal or reuse. People sign in with a code or link sent to the email address or phone number on the building’s own roll.
Public forms, such as a maintenance request or a booking, are rate-limited and checked against the building’s roll, so they cannot be used to pull information out or to flood a building with filings.
Scheduled jobs that send notices or read mail run only with a secret the hosting platform holds. No strata money moves through the system: fees are recorded as payable to the strata, and the strata or its brokerage collects them.

Who can see what

Access follows the job. The owner of YYJ Stratacare Ltd. and the building’s strata manager see the whole building file. A caretaker, cleaner or maintenance person sees only the buildings they are assigned to, and only the parts of a record they need to do the work: a unit number and the problem, not the resident’s private details, and never the money or the contracts. A council member sees their own building’s reports. A resident sees their own unit and their own requests, and never who is on site or when. Every text and email the system sends, and every change in who is assigned to a building, is logged with the time and the person.

Otto, the assistant

Otto answers calls, texts and emails for the office. To do that, Otto reads the building’s own records and a commercial AI model from Anthropic, under terms that do not use our data to train their models. Otto gives a caller only what that caller is allowed: public building information to anyone, a unit’s own details to a resident of that unit, codes to the named people only. Otto never fines, never warns residents as enforcement and never holds hearings; it reports to the manager or the council. Calls are carried by Retell and texts by Twilio, both established providers, under their own privacy terms.

How long we keep it

Request, booking and work records are kept for the life of our agreement with your strata and then handed to the strata, because the strata is required to retain many of them. Text and call records are kept for two years. Access-device and camera records, where a building has authorised them by bylaw, are kept for ten days unless they form part of an incident report. Nothing is deleted in a way that cannot be recovered: buildings are archived, never erased, so a record can always be produced.

If something goes wrong

If we ever learn that information about your building has been seen by someone who should not have seen it, we tell the strata manager and the council president the same day, with what was involved and what we did about it, and we help the strata meet any duty it has to tell residents. We do not wait for a report cycle. The same goes for a fault that could have exposed information even if nothing was taken.

Questions

Ask Paul Cook at YYJ Stratacare Ltd., paul@yyjstratacare.com or (778) 400-9254. We are glad to walk a council through any of this at a meeting.