Privacy Policy

This policy explains how EZ Life Solutions Corp. (“we”, “us” or “our”) collects, uses, shares and protects personal information when you visit the EasyBoard website, request a demo, call us or use the EasyBoard application (together, the “service”). Canada’s federal privacy law, the Personal Information Protection and Electronic Documents Act (PIPEDA), applies to how we handle it.

1. Who we are

The EasyBoard service is operated by EZ Life Solutions Corp., a company based in Newmarket, Ontario, Canada. You can reach us about privacy at support@easyboard.property.

EasyBoard helps condominium boards and property managers run board meetings and annual general meetings (AGMs). Customers can schedule meetings and host them on Microsoft Teams or upload recordings, get transcripts with speaker labels, have minutes drafted with AI (an open-session version and a separate restricted version for confidential matters), email drafts to directors for approval, store meeting and property documents, and export minutes as PDF files.

2. Our customers and the people in their meetings

Our customers are organizations, such as condominium management companies and condominium corporations. People at those organizations use EasyBoard through user accounts. Many people who appear in meeting content are not users: board members, owners and other attendees can appear in recordings, transcripts, attendee lists and approvals.

We handle meeting content on behalf of the customer it belongs to. The customer decides which meetings to bring into the service and what to keep, and is responsible for telling attendees that a meeting is recorded and for getting any consent the law requires. If you have a question or request about meeting content, you can contact the condominium corporation or management company involved, or contact us. We may refer your request to that customer.

3. Information we collect

Account information

When an account is created, we collect the user’s name, email address, role and organization, and a password. The password is stored in hashed form by our authentication provider. When someone signs up, we also record where their visit came from (the campaign tags and ad click identifier described under “Demo requests” below).

Payment card details are collected and held by Stripe, our payment processor. We keep only the Stripe customer and subscription identifiers, the plan, its status and related dates.

Meeting content

To provide the service, we store and process:

• recordings of meetings (audio or video), either from Microsoft Teams or uploaded by users;
• transcripts with speaker labels;
• AI drafts and the minutes made from them;
• attendee names and email addresses;
• documents uploaded for meetings and properties; and
• approval actions, such as a director approving draft minutes or requesting changes through an emailed link.

When a customer schedules a meeting on Microsoft Teams through EasyBoard, we create the Teams meeting in our own Microsoft 365 account, and it is recorded automatically.

Demo requests

When you request a demo on our website, we collect your name, work email address, phone number (optional), organization, role, the number of condominium corporations you manage and your message.

We also record where your visit came from: the campaign tags in the link you followed (utm_source, utm_medium, utm_campaign, utm_content and utm_term), an ad click identifier such as Google’s gclid when there is one, the page you landed on, the website that referred you, and your approximate location (country and province or state), which our hosting provider works out from your internet connection.

We use this information to reply to your request and to measure which ads and pages work. A demo request is an inquiry: we reply to it and may follow up with you about it.

Website analytics

On our public web pages (not inside the application), we measure visits with our own first-party analytics. We record page views, button clicks and steps such as sending a demo request. Each event includes a random session ID, the page, the website that referred you, the campaign tags and ad click identifier if there are any, your approximate location (country and province or state) and the width of your browser window. These events do not include your name or contact details, and we do not store IP addresses. If you send a demo request, it is linked to the same session, so we can see which pages and ads led to it.

We do not use analytics or advertising cookies, and we do not put third-party analytics or advertising tags on our pages. If your browser sends a Global Privacy Control or Do Not Track signal, we do not record your page views or clicks, and the campaign source is kept only in that browser tab.

Cookies and browser storage

We use only essential cookies: the sign-in cookies our authentication provider sets to keep you signed in. The service does not work without them.

Our website analytics keeps the random session ID in your browser’s sessionStorage, which is cleared when you close the tab, and the campaign source in your browser’s localStorage for up to 90 days, so that a demo request or sign-up made later can record where your visit came from. The application also keeps some of your settings in your browser, such as your colour theme and transcription options. You can clear this storage in your browser settings at any time.

Calls to our phone line

Calls to our support number are answered by an automated AI assistant provided by Vapi, which uses Twilio to connect calls. The assistant can book demos and open support tickets. Call details, including your phone number and what you say to the assistant, are processed by Vapi and Twilio. When the assistant books a demo or opens a ticket, we receive the information needed to follow up.

Email delivery

When we send email through our email provider, Resend, it reports back events such as whether each message was delivered or bounced, and we keep those reports.

4. How we use personal information

We use personal information to:

• provide the service: create and record Teams meetings, transcribe recordings, draft minutes, email drafts to directors for approval, store documents and produce PDF files;
• set up and manage accounts, process payments and provide support;
• reply to demo requests and follow up about them;
• measure which ads, campaigns and pages lead to visits, demo requests and sign-ups;
• find and fix errors and keep the service running securely;
• send service emails, such as meeting invitations, approval requests and billing notices;
• send marketing email, only with your consent (see section 10); and
• meet our legal obligations, such as keeping tax records.

We do not sell personal information. We do not use customer content to train AI models.

5. Who we share it with

We share personal information:

• with the people a customer chooses, for example when draft minutes are emailed to directors for approval or attendees receive meeting invitations;
• with our service providers, which process it for us to run the service (listed below); and
• when the law requires it, for example to comply with a court order.

Our service providers are:

6. Information stored outside Canada

Personal information we hold is stored and processed in the United States, where most of our service providers operate. While it is there, it may be accessible to the courts, law enforcement and national security authorities of the United States under US law. Some providers also process information in other countries, as shown in the table above, where the laws of those countries apply to it.

7. How long we keep it

• Microsoft Teams recordings: deleted from our storage 90 days after the meeting.
• Uploaded recordings, transcripts, minutes and documents: kept until the customer deletes them or closes its account. After an account is closed, we delete this content within 90 days of a written request from the customer, unless the law requires us to keep it.
• Website analytics events: deleted after 13 months.
• Demo requests: deleted after 24 months.
• Billing records: kept as long as tax law requires.

We keep other personal information only as long as we need it for the purposes described in this policy.

8. How we protect it

We use safeguards suited to how sensitive the information is. No way of storing or sending information is completely secure. If a breach of security safeguards involving personal information creates a real risk of significant harm, we will notify the people affected and the Office of the Privacy Commissioner of Canada, as PIPEDA requires.

9. Your rights and choices

You can:

• ask to see the personal information we hold about you;
• ask us to correct it if it is inaccurate or incomplete;
• withdraw your consent to our use of your personal information, subject to legal and contractual limits (if you do, we may not be able to provide some or all of the service);
• unsubscribe from marketing email at any time, using the link in each message; and
• stop our website analytics by turning on Global Privacy Control or Do Not Track in your browser, and clear your browser storage at any time.

To make a request or ask a question, email us at support@easyboard.property. We may need to confirm your identity first. We answer within 30 days. For meeting content we handle for a customer, we may refer your request to that customer (see section 2).

You also have the right to complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

10. Email from us

Service emails, such as meeting invitations, approval requests and billing notices, are part of the service. We send marketing email only with your consent. Each marketing email identifies us and includes an unsubscribe link, and we honour unsubscribe requests within 10 business days, as Canada’s Anti-Spam Legislation (CASL) requires.

11. Children

The service is designed for organizations and is not directed to children.

12. Changes to this policy

We may update this policy. When we do, we will post the new version on this page with a new “Last updated” date. If we make significant changes, we will also tell customers by email.

13. Contact us

For privacy questions and requests, contact: