February 2021
Board members and condominium managers have access to large amounts of information about building residents and owners. Board meetings may allow this information to be reviewed as decisions are made. Some of this information is sensitive and should be protected from disclosure.
Arrears or Delinquent Payments
The financial health of a condo corporation requires proper assessment and collection of condo fees. This involves communications and records that should remain confidential. Specific owner assessments, arrears, fees, payment plans and related information should not be disclosed. Property liens should never be discussed except with those directly involved.
Financial information available or provided to owners should exclude detailed information on individual accounts including payment histories and late payments. Owner-specific information should not be disclosed.
Requests for Accommodation
Impaired or disabled individuals may request accommodation such as the need for a service animal or audible announcing of elevator floor numbers. Such requests may include personal medical information which, if received by management or the board relating to such a request, should not be disclosed.
Employee Records
Owners may have a right to know the duties of an employee and possibly their salary. They do not have a right to access private and possibly sensitive information that may include performance reviews, disciplinary actions, private contact information or social insurance number. Employees have a right to privacy. This information should not be disclosed.
Personal Owner Information
Condo corporations retain extensive information about owners and residents that should not be disclosed. This includes personal, financial and contact information provided to the corporation. Where the corporation employs a third-party to provide services, this information may be made available to the organization so they can fulfill their obligations.
Attorney-Client Privilege
Certain information and material is protected by attorney-client privilege. Failing to keep this information confidential may impact on ongoing litigation or other legal matters.
