Privacy Policy

Elevate Facility Services Ltd(“we”, “us”, or “our”) operates Elevate Compliance, a compliance operations platform for commercial property managers. The platform helps customers track requirements, inspection deadlines, vendors, documents, certificates, greenhouse gas and energy reporting records, and portfolio risk signals across commercial building systems. Our primary contact email is info@elevatefacilityservices.ca.

This Privacy Policy describes how we collect, use, disclose, and protect personal information in connection with our software service. We are committed to handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection Act (BC PIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA). Questions about our privacy practices may be sent to info@elevatefacilityservices.ca.

We collect the following categories of information:

• Account information: your name, email address, and organization name when you register.
• Property and asset data: addresses, building types, equipment details, and inspection schedules you enter into the platform.
• Inspection records: completed and pending inspection dates, notes, and status information.
• Uploaded documents: PDF and image certificates you upload for storage and date extraction.
• Vendor contacts: names, phone numbers, and emails for contractors you add to your directory.
• Billing information: subscription plan and payment status. Payment card details are handled directly by Stripe and are not stored on our servers.
• Usage data: log data, IP addresses, browser type, and pages visited, collected automatically for security and service improvement.

We use collected information to:

• Provide and operate the Elevate Compliance service
• Send automated compliance reminders and inspection notifications
• Process billing and manage your subscription
• Provide customer support and respond to inquiries
• Improve the platform through aggregate, anonymized usage analysis
• Comply with legal obligations and enforce our Terms of Service

We do not sell your personal information to third parties. We do not use your data for advertising purposes.

We use third-party providers to deliver the service. The primary providers are:

• Supabase — database, authentication, and private document storage
• Vercel — application hosting and edge delivery
• Stripe — payment processing and subscription management
• OpenAI — AI-assisted document date and field extraction. See Section 5 below for details on what is sent and how the output is used.

Each provider processes data under its own privacy and data processing terms. We share only the minimum information required for each provider to perform its function. The full subprocessor list, including data categories and processing notes, is published at /subprocessors.

Elevate Compliance may use OpenAI API services to assist with date and field extraction from documents you upload (for example, inspection reports and certificates). The following terms apply when AI extraction is used on your documents:

• What is sent to OpenAI: uploaded documents, document images, or text extracted from the document, along with a small amount of metadata such as the document type, may be sent to OpenAI for the sole purpose of returning date and field extraction suggestions.
• Suggestions only: AI extraction produces suggestions, not records. Suggested dates and fields are not saved as compliance records until a user reviews and confirms them.
• User review and confirmation required:users are required to review and confirm extracted dates and document details before any extracted value becomes a saved record.
• No certification of compliance: Elevate does not use AI extraction to certify compliance, verify legal obligations, or guarantee document accuracy.
• Customer responsibility: the customer and its users remain responsible for verifying records, obligations, submissions, and compliance decisions made on the basis of any documents stored in or extracted by the service.
• Manual entry option: AI extraction is assistive. You may enter inspection and document dates manually if you prefer not to send a file to OpenAI.

OpenAI processes the data sent to its API in accordance with its own privacy and data handling terms. We do not use customer documents or extraction results for advertising purposes.

We retain your account and property data for as long as your subscription is active. If you cancel your account, you may request export of your data. We will retain your data for a limited period following cancellation and then remove it from active production systems. Backup and log retention timelines may differ. To request data export or deletion, contact us at info@elevatefacilityservices.ca. Uploaded certificates and documents are retained in accordance with your subscription status and any applicable legal obligations.

We implement reasonable technical and organizational safeguards to protect your information, including encrypted data transport (TLS), row-level security policies on our database, organization-scoped access throughout the application, private document storage with time-limited signed URLs, and restricted access to production systems. We do not currently make a Canadian data residency claim. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we take our obligation to protect your data seriously. For detailed security practices, see /security.

Under BC PIPA and PIPEDA, you have the right to access the personal information we hold about you, request corrections to inaccurate data, and withdraw consent to certain uses of your information. To exercise these rights, contact us at info@elevatefacilityservices.ca. We will respond within 30 days.

We use session cookies and authentication tokens necessary to operate the service. We do not use tracking cookies or third-party advertising cookies. You may disable cookies in your browser, but doing so will prevent you from logging in to the platform.

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. Continued use of the service after changes take effect constitutes acceptance of the revised policy.

For privacy-related questions or to exercise your rights, please contact:

Elevate Facility Services Ltd
250-997 Seymour Street
Vancouver, British Columbia V6B 3M1
info@elevatefacilityservices.ca