Code of Ethics
Purpose
This code of ethics is intended to encourage and support
effective and professional landlord/tenant relations and
mutually beneficial relationships among members of the
Association, the public and governments which enhance
the reputation of the residential rental industry.
1. Members will conduct their business honestly and
responsibly, so as to bring credit to themselves, their
Association and their industry.
2. Members will understand and comply with the
Residential Tenancy Act and the Constitution and
Bylaws of the Association.
3. Members will manage and mantain their properties
so as to provide safe, secure and healthy residences
for their tenants.
4. Members will enter into written and signed residential
tenancy agreements with their tenants and will conduct
and record incoming and, where possible, outgoing
inspections of rental accommodations with their tenants.
5. Members will endeavour to establish and maintain
relationships with their tenants which are based on
mutual respect as well as recognition and acceptance of
the rights and responsibilities of both tenants and
landlords.
6. Members will promptly and fairly respond to all
legitimate complaints or concerns raised by their tenants
or the Association.
7. Members will continually improve their professional and
managerial skills through education, training and
information exchange.
8. A member will immediately be informed of the substance
of any complaint received by the Association and directed
against the Member. Such complaint will then promptly be
investigated by the Association, with the member and the
complainant being apprised of the Associations's findings.
9. A member who violates this Code of Ethics may be
reprimanded, suspended or expelled from the Association
by resolution of the Board of Directors, but no such
disciplinary action will be taken until a complete
investigation has been conducted by the Association and
the member has been given the opportunity to be heard
and, where appropriate, to correct the violation, but has
failed to do so.
Personal Information Protection Policy
Policy Statement
It is the policy of ROMS Rental Owners and Managers Society
of BC (“ROMS BC”) to comply with the Personal Information
Protection Act, SBC 2003 c.63, and to protect the information
under its control pertaining to members, tenancy applicants,
employees and Directors. Such information will be stored
securely and not released to any person unless the Personal
Information Protection Act permits or requires such release.
ROMS BC subscribes to the ten principles of fair information
practice, contained in the Canadian Standards Association’s
Model Code for Protection of Personal Information. They are:
1. Be accountable for protecting personal information and
following the law.
2. Identify the purpose for collecting, using or disclosing
personal information.
3. Obtain consent to collect, use or disclose personal
information.
4. Limit collection only to the information you need.
5. Limit use, disclosure and retention of personal
information to its original purpose.
7. Use appropriate safeguards to protect personal
information.
8. Be open with your policy on personal information.
9. Give individuals access to their personal information
and how it is being used.
10. Challenging compliance – have a procedure for
handling and answering any requests for access or
complaints.
ROMS BC will continue to educate and require its members
to obtain completed, written application forms from tenancy
applicants. Such forms require the applicant’s written consent
to disclose and obtain information relative to the decision on
whether to accept that applicant.
ROMS BC’s designated Privacy Officer is the Chief Executive
Officer who is responsible for ensuring compliance with the
Act by all ROMS BC staff and for advising the Board of
Directors to ensure compliance relative to their
responsibilities as ROMS BC Directors.
Any complaints registered in writing with ROMS BC will be
investigated by the CEO who will report to the Board of
Directors on the complaint and/or the results of the
investigation. Such report shall be made no later than at the
next scheduled Board meeting following receipt of the
complaint and/or completion of the investigation.
Practices
Credit Reports and related documents obtained on behalf of
ROMS BC members will be retained in secure storage within
the alarmed offices of ROMS BC for at least three years
following issuance of the report. At least once annually,
ROMS BC will destroy reports older than three years through
a commercial shredding company.
A credit report and the information contained therein will be
released only to the ROMS BC Member or authorized
representative requesting the report.
ROMS BC maintains a confidential database, containing
information pertaining to its members and their business in
the residential rental industry. Such information will only be
used for relevant purposes internal to ROMS BC, for compiling
mailing lists to be used by ROMS BC and its mailing agent(s),
or for meeting federal or provincial government statutory
reporting requirements or requirements associated with the
annual ROMS BC audit.
A separate mailing list will be maintained and available only
to Associate Members of ROMS BC to communicate directly
with ROMS BC members. ROMS BC will delete any member’s
name from this latter list upon receiving a written request
from the member to do so.
The Board of Directors adopted and approved this Policy and
Practices Statement at its regular meeting held
February 18, 2004.