Privacy Policy — Victoria Property Services Ltd.

Last updated: September 16, 2026

Victoria Property Services Ltd. (“VPS”, “we”, “us”) is a property restoration, remediation and renovation contractor operating in Greater Victoria, British Columbia. This policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices you have. It applies to our website, to our client portal, and to the personal information we handle in the course of performing restoration and repair work.

We handle personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA).

1. Information we collect

Information you give us

Your name, property or mailing address, telephone number and email address.
Information about your property and the damage to it, including the cause and date of loss.
Your insurance company, claim number, adjuster and broker details, and your mortgage company where a loss draft is involved.
Anything you send us through the portal’s message thread, a service request, or by email.

Information we create while doing the work

Photographs of the property and of the damage, moisture and drying readings, floor plans, scopes of work, estimates and invoices.
Inventories of contents we remove, store or handle.

Information collected when you sign in to the portal

Our client portal uses Google Sign-In. When you sign in, Google provides us with:

your email address and whether Google has verified it;
your name and profile picture, where you have made these available;
a Google account identifier that lets us recognise you on a later visit.

We do not receive your Google password, and we do not receive access to your Gmail, Google Drive, Contacts, Calendar or any other Google service. We request only basic identity information.

Information recorded when you sign a document electronically

When you sign a work authorization or similar document in the portal, we record, as evidence that you signed it:

the image of the signature you draw and the name you type;
the Google-verified email address and account identifier of the account used to sign;
the date and time of signing, taken from our server;
your browser and device type;
a cryptographic fingerprint of the document you signed, so it can later be shown that the document has not been altered.

2. How we use your information

To prepare estimates and scopes of work, and to perform the work you authorize.
To communicate with you about your job.
To administer your insurance claim with your insurer, adjuster and broker.
To invoice you or your insurer and to collect payment.
To keep records we are required to keep, and to establish or defend a legal claim.
To improve the quality of our service, including through customer satisfaction surveys.

We do not sell your personal information, and we do not use it or share it with anyone for the purpose of marketing to you.

3. Google user data

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Specifically, the identity information we receive from Google is used only to confirm who you are when you sign in to the portal and when you sign a document. It is not transferred to anyone else except as described in section 4, it is not used for advertising, and it is not used to build any profile of you.

You can review and withdraw the access you have granted at any time at myaccount.google.com/permissions. Withdrawing access does not affect the validity of a document you have already signed.

4. Who we share it with

We share your personal information only where it is necessary:

Your insurance company, adjuster and broker, to administer your claim.
Your mortgage company, where a loss draft or cheque requires it.
Subcontractors and suppliers we engage to perform part of the work, limited to what they need to do their part.
A property manager or building owner, where the work is performed in a building they are responsible for.
A third party conducting quality surveys on the work performed.
Our service providers, including Google Workspace, which hosts our files and email.
Where required by law, or to establish or defend a legal claim.

5. Storage, location and cross-border disclosure

Your information is stored in Google Workspace, which we operate under a business agreement with Google. Access is restricted to VPS personnel who need it to do their work, and each portal user sees only the job or building they are connected to.

Information processed or stored outside of Canada may be available to the foreign government of the country in which the information, or the entity controlling it, is situated, under a lawful order made in that jurisdiction. Google may process or store data in the United States and in other countries.

6. How long we keep it

Portal access to a job closes 120 days after the work is complete. We keep job records themselves — including estimates, photographs, signed authorizations and invoices — for as long as we are required to for tax, insurance, warranty and limitation-period purposes, and then dispose of them securely.

A signed work authorization is kept for the life of any obligation arising from it, including the workmanship warranty.

7. Your rights

Under PIPA you may:

ask what personal information we hold about you and how it has been used and disclosed;
ask us to correct information you believe is inaccurate or incomplete;
withdraw your consent to a use or disclosure, subject to legal or contractual restrictions and reasonable notice — note that withdrawing consent may mean we cannot continue the work.

We will respond to a request within the time required by PIPA. We may need to confirm your identity first.

8. Security

We protect your information with measures appropriate to its sensitivity, including access restricted to authorized accounts, identity verification through Google Sign-In, encryption in transit, and per-job access control in the portal. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Children

Our services are directed at property owners, tenants and managers, and are not intended for children. We do not knowingly collect personal information from anyone under the age of majority.

10. Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last changed. Where a change is significant, we will take reasonable steps to notify you.

11. How to reach us

Questions, requests for access or correction, or complaints about how we handle personal information should go to our Privacy Officer:

Victoria Property Services Ltd.
Attention: Privacy Officer
[211-2840 Peatt Road Langford, BC]
Email: contact@victoriapropertyservices.ca
Telephone: 877-587-2126

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia.