Privacy notice

Canopii helps self-managed stratas in British Columbia run their building day to day. This notice says what we collect, why, where it lives and how to have it removed. It is written to be read, not skimmed, and it will change as the service does. Questions go to hello@canopii.ai.

What we collect

• Your account: the email address and name you sign up or are invited with, and the role your strata has given you (manager, council or resident).
• The building's documents: bylaws, rules, minutes, budgets and other records a manager uploads. They may mention owners and residents by name or unit.
• Questions and answers: what you ask the assistant, the answer it gave and the passages it cited.
• Usage counts: how many questions a building and each of its members ask, so we can apply the building's allowance and the per-person limits.

We do not collect payment details. There is no pricing during early access.

Why

To run the service: sign you in, show you your building, answer questions from its documents and let the manager invite and remove people. To keep it working: fix errors, review the quality of answers and stop abuse. To contact you about your account. We do not use your documents or questions to train AI models, and we do not sell personal information or share it for advertising.

Where your data lives

Data at rest is stored in Canada. The database, sign-in records and document storage run on Supabase in its Canadian region (ca-central-1). The service itself runs on Fly.io in Toronto.

AI answers are generated in the United States. When you ask a question, the question and the relevant passages from your building's documents are sent to Anthropic, which generates the answer, and to Voyage AI, which powers the search over the documents. Both process the request and return a result; under their commercial terms, neither uses your data to train their models.

A trace of each question and answer is kept with Langfuse in the United States so we can review answer quality and fix problems. Crash reports go to Sentry, also in the United States.

Whose data it is

The strata owns its data. Its documents, and the questions and answers of its members, belong to the strata corporation; a manager acts on its behalf. We use that data only to provide the service to that strata. Residents and council members are invited by their strata manager; we never add anyone to a building ourselves.

Members of a building see its documents and their own conversations. The manager sees who is in the building and how much it has used. Canopii staff can reach the data to run and support the service and to review answers, and only for that.

How long we keep it

While the strata uses the service. When a strata leaves, or when the strata or you ask us to, we delete the data within 30 days. A member removed by their manager keeps an account with no building; write to us to have the account deleted as well.

Your rights

Under PIPEDA and BC's Personal Information Protection Act you can ask what we hold about you, have it corrected or have it deleted. Write to hello@canopii.ai; we answer within 30 days.

Security

Data is encrypted in transit and at rest. Every request is authenticated, each building's data is kept apart from every other's, and uploaded documents are scanned before any model reads them. If a breach affects your personal information we will tell you and the privacy commissioners as the law requires.

Changes

We will post changes here and email managers about anything material at least 30 days before it takes effect.