FVM Privacy Policy

Fairmont Mountainside Vacation Villas | mountainsidevillas.com

Effective Date: August 5, 2026 — Supersedes the version dated November 10, 2020.

Prepared with reference to British Columbia’s Personal Information Protection Act (PIPA) and, where applicable to interprovincial or international data flows, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

Fairmont Mountainside Villas Management (“FMVM,” “we,” “us,” or “our”) is committed to protecting the privacy of Mountainside timeshare owners, prospective owners, guests, and visitors to our website and properties. This Privacy Policy explains what personal information we collect, why we collect it, how we use, disclose, retain, and protect it, and how you can exercise your privacy rights.

This Policy has been prepared in accordance with the ten privacy principles set out in British Columbia’s Personal Information Protection Act (“PIPA”), which is the primary privacy law governing our collection, use, and disclosure of personal information as a private-sector organization operating in BC. Where we collect or disclose personal information across provincial or international borders in the course of commercial activity, the federal Personal Information Protection and Electronic Documents Act (“PIPEDA”) may also apply. Where both laws could apply, we follow whichever standard is more protective of your personal information.

Scope and Application
Definitions
Personal Information We Collect
Cookies and Other Tracking Technologies
Principle 1 – Accountability and Our Privacy Officer
Principle 2 – Identifying Purposes for Collection
Principle 3 – Consent
Principle 4 – Limiting Collection
Principle 5 – Limiting Use, Disclosure and Retention
Storage and Processing of Personal Information Outside Canada
Principle 6 – Accuracy
Principle 7 – Security Safeguards
Privacy Breach Response
Principle 8 – Openness
Principle 9 – Individual Access and Correction
Children’s and Minors’ Privacy
Principle 10 – Inquiries, Complaints, and the Regulator
Changes to This Policy
Contact Us

1. Scope and Application

This Policy applies to personal information about Mountainside timeshare owners, prospective owners, guests, and website visitors that is collected, used, or disclosed by FMVM, whether collected in person, by phone or mail, through our website, or through our online reservation and property management systems.
This Policy does not apply to information about FMVM’s employees or job applicants, which is addressed by separate internal policies, or to publicly available information as defined by applicable law.
This Policy applies to all channels through which we interact with you, including our website, telephone reservations, email, in-person check-in, and third-party booking or exchange platforms acting on our behalf.
This Policy is subject to change as described in Section 18 (Changes to This Policy), and may be supplemented by additional terms applicable to a specific transaction or relationship (for example, a timeshare purchase agreement).

2. Definitions

Collection – the act of gathering, acquiring, recording, or obtaining personal information.

Consent – voluntary agreement to the collection, use, or disclosure of personal information for defined purposes. Consent may be express, implied, or deemed, and may be given directly by the individual or by an authorized representative. Express consent may be given orally, electronically, or in writing. Implied consent is consent that can reasonably be inferred from an individual’s action or inaction. Deemed consent is consent recognized as given under applicable legislation.

Disclosure – making personal information available to a third party.

Personal Information – information about an identifiable individual, but not aggregated or anonymized information that cannot be associated with a specific individual, and not business contact information or publicly available information used for the purpose for which it was made public, as excluded under applicable law.

FMVM / Fairmont Mountainside Villas Management – Fairmont Financial Services, doing business as Fairmont Mountainside Villas Management, the resort management company that administers the timeshare development known as Fairmont Mountainside Vacation Villas.

Third Party – an individual or organization outside FMVM.

Use – the treatment, handling, and management of personal information by and within FMVM.

3. Personal Information We Collect

The personal information we collect depends on your relationship with us. It may include:

Identity and contact information – name, mailing address, email address, telephone number, date of birth, and government-issued identification where required for check-in or regulatory purposes.
Reservation and ownership information – timeshare ownership or membership details, reservation and stay history, unit and exchange preferences, and correspondence with our Reservations Department.
Payment information – billing address and payment card details, processed through PCI-compliant third-party payment processors. We do not store full payment card numbers on our own systems.
Information you provide voluntarily – information submitted through our website’s contact and inquiry forms, employment applications, surveys, or communications with staff.
Website and device information – IP address, browser and device type, pages visited, referring website, and approximate location, collected automatically through cookies and similar tracking technologies (see Section 4).
Information from third parties – information provided by travel agents, online travel agencies, our timeshare exchange partner (Interval International), and our online reservation and property management system providers, where those third parties represent that they are authorized to share it with us.

4. Cookies and Other Tracking Technologies

Our website uses cookies, web analytics tools (such as Google Analytics), and similar technologies to operate the site, remember your preferences, understand how visitors use our website, and improve our services. Cookies are small text files placed on your device by websites you visit. Most web browsers automatically accept cookies, but you can usually change your browser settings to decline cookies or to alert you when a cookie is being set. If you disable cookies, some parts of our website may not function as intended.

We use website forms (including our contact and inquiry forms) that may transmit the information you enter to our email systems and, where applicable, to service providers who help us operate those forms and protect the site from spam and abuse.

5. Principle 1 – Accountability and Our Privacy Officer

FMVM is responsible for personal information under its control and has designated a Privacy Officer accountable for compliance with this Policy.

5.1 The Privacy Officer may delegate day-to-day responsibility for administering this Policy to other employees, while remaining accountable for compliance.

5.2 FMVM will make known, upon request, the title and contact information of the person designated to oversee compliance with this Policy (see Section 19, Contact Us).

5.3 FMVM remains responsible for personal information in its possession or under its control, including when that information is processed by a third-party service provider on our behalf, and will use contractual and other appropriate means to protect that information while it is being processed by such providers.

5.4 FMVM implements policies and procedures to give effect to this Policy, including procedures to protect personal information, procedures to receive and respond to inquiries or complaints, staff training and communication, and public information explaining our policies and practices, including this Policy.

6. Principle 2 – Identifying Purposes for Collection

FMVM identifies the purposes for which personal information is collected at or before the time of collection, or, where appropriate, before it is used for a new purpose. We collect personal information for the following purposes:

to establish and maintain a business relationship with timeshare owners, prospective owners, and guests, including processing reservations, exchanges, and stays;
for purposes identified to you, or purposes that would be obvious to you, at the time of a particular collection;
to process payments and prevent, detect, and investigate fraud;
to communicate with you about your reservation, ownership, or inquiry, and, where you have consented, to send you promotional or marketing communications;
to operate, maintain, and improve our website and property management systems;
to meet legal, regulatory, tax, and accounting requirements;
to understand the needs and preferences of our owners and guests; and
to manage and develop FMVM’s business and operations.

References elsewhere in this Policy to “identified purposes” mean the purposes identified in this Section. Upon request, FMVM will explain these identified purposes or refer you to the Privacy Officer, who can explain them further.

7. Principle 3 – Consent

The knowledge and consent of an individual are generally required for the collection, use, or disclosure of personal information. In limited circumstances permitted by PIPA, personal information may be collected, used, or disclosed without consent – for example, in an emergency threatening life, health, or security, to comply with a subpoena, warrant, or court order, to collect a debt, or as otherwise required or authorized by law.

7.1 FMVM uses reasonable efforts to ensure you are advised, in a manner you can reasonably understand, of the purposes for which your personal information will be used or disclosed, generally at or before the time of collection.

7.2 FMVM will not require you to consent to collection, use, or disclosure of personal information as a condition of a product or service beyond what is reasonably required to fulfill the identified purposes.

7.3 The form of consent we seek takes into account the sensitivity of the information and your reasonable expectations.

7.4 Where our website or communications offer a choice about receiving marketing communications, you may opt out at any time using the unsubscribe mechanism provided or by contacting the Privacy Officer.

7.5 You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting our Privacy Officer. Withdrawing consent may affect our ability to provide certain products or services, and we will explain any such implications if you ask us to.

8. Principle 4 – Limiting Collection

FMVM limits the collection of personal information to what is necessary for the identified purposes and as permitted by law.

8.1 We collect personal information primarily directly from you.

8.2 We may also collect personal information from other sources – such as travel agents, booking platforms, or Interval International – that represent that they are authorized to disclose it to us, or as otherwise permitted by law.

9. Principle 5 – Limiting Use, Disclosure and Retention

FMVM does not use or disclose personal information for purposes other than those for which it was collected, except with your consent or as required or permitted by law. We retain personal information only as long as necessary to fulfill the identified purposes, or as required or permitted by law.

9.1 We may disclose your personal information to:

a person who, in our reasonable judgment, is seeking the information as your authorized agent;
service providers who support the development, enhancement, marketing, or provision of Fairmont Mountainside Vacation Villas’ products and services, including our website hosting, email, forms, and analytics providers, and our online reservation and property management system providers;
payment processors, for the purpose of processing payments;
our timeshare exchange partner, Interval International, and, where applicable, a timeshare trustee;
an agent retained to collect an outstanding account;
a credit reporting agency, where relevant to your account;
a public authority or its agent, where we reasonably believe there is imminent danger to life or property that disclosure could avoid or minimize;
another entity, in connection with a merger, sale of assets or of all or part of the business, or other corporate reorganization, subject to that entity assuming equivalent privacy obligations;
our professional advisors (including lawyers and auditors), regulators, or a court, tribunal, or law enforcement body where required or permitted by law; and
any other third party where you consent, or where disclosure is required or permitted by law.

9.2 Access to personal information within FMVM is limited to employees who have a business need to know it, or whose duties reasonably require it.

9.3 Where personal information has been used to make a decision about you, we retain that information, or the rationale for the decision, for a reasonable period to allow you to obtain access to it and, where applicable, to allow us to respond to a complaint or legal claim – generally no less than the applicable limitation period under BC law.

9.4 We maintain systematic controls for records retention, and securely destroy, erase, or anonymize personal information once it is no longer necessary for the identified purposes and we are not required or permitted by law to retain it. As a general guide: reservation and stay records are retained for the duration of the ownership or business relationship and for a reasonable period afterward to meet accounting, tax, and legal obligations (generally up to seven years); website inquiry and contact form submissions are retained only as long as needed to respond to and resolve the inquiry; and cookie and analytics data is retained in accordance with the retention settings of the relevant analytics provider.

9.5 Where appropriate, we may share updates to your personal information with relevant third parties, such as a timeshare trustee or Interval International, to keep your records accurate across systems.

10. Storage and Processing of Personal Information Outside Canada

Some of the third-party service providers we use to operate our website and reservation systems – including web hosting, analytics, email, and property management/reservation platforms – may store or process personal information on servers located outside Canada, including in the United States. When personal information is processed outside Canada, it may be accessible to courts, law enforcement, or national security authorities of that jurisdiction under the laws applicable there.

Where we transfer personal information outside Canada, we require the recipient, by contract or otherwise, to provide a level of protection comparable to that required under PIPA. If you have questions about our use of service providers located outside Canada, or would like more information about our practices in this respect, please contact our Privacy Officer (Section 19).

11. Principle 6 – Accuracy

FMVM takes reasonable steps to ensure personal information is as accurate, complete, and up to date as is necessary for the identified purposes.

11.1 We minimize the possibility that inaccurate or incomplete information is used to make a decision about you.

11.2 We update personal information as reasonably necessary to fulfill the identified purposes, or when you ask us to.

12. Principle 7 – Security Safeguards

FMVM protects personal information with security safeguards appropriate to the sensitivity of the information.

12.1 We take reasonable steps – physical, administrative, and technical – to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, or destruction. These steps include restricting system access, using secure connections for our website and forms, and working with reputable, PCI-compliant payment processors.

12.2 Where personal information is disclosed to a third-party service provider, we use contractual and other appropriate means – such as confidentiality obligations and limits on permitted use – to protect that information.

13. Privacy Breach Response

BC’s Personal Information Protection Act does not currently impose a mandatory legal requirement on private-sector organizations to report privacy breaches to affected individuals or to the Office of the Information and Privacy Commissioner for BC (unlike the mandatory regime under PIPEDA and BC’s public-sector law, FIPPA). However, as a matter of policy and consistent with OIPC BC’s guidance on best practice, if FMVM becomes aware of a privacy breach involving your personal information that creates a real risk of significant harm to you – such as risk of identity theft, fraud, or other significant harm – we will:

take reasonable steps to contain and investigate the breach;
notify affected individuals without unreasonable delay, describing what happened, the information involved, and the steps we are taking and recommend you take; and
consider whether to notify the Office of the Information and Privacy Commissioner for BC and, where appropriate, other authorities.

This Section reflects our internal breach-response commitment and does not itself create a legal obligation beyond what applicable law requires.

14. Principle 8 – Openness

FMVM makes information about its privacy policies and practices readily available.

14.1 A copy of this Policy is available on our website and will be provided upon request.

14.2 We make our policies and procedures easy to understand, including the title and contact information of the person accountable for compliance, the means of accessing your personal information, and a general description of the personal information we hold and how it is used.

15. Principle 9 – Individual Access and Correction

Upon request, and subject to limited exceptions permitted by law, FMVM will inform you of the existence, use, and disclosure of your personal information, and give you access to it, at minimal or no cost. You may challenge the accuracy or completeness of your personal information and request that it be corrected.

15.1 We may not be able to provide access to all information we hold about you – for example, where doing so would reveal personal information about a third party, threaten someone’s life or security, reveal confidential commercial information, be protected by solicitor-client privilege, or relate to a formal dispute or investigation. Where we cannot provide access, we will, upon request, explain why.

15.2 We may ask you to provide sufficient identifying information to verify your identity before granting access to your file.

15.3 You can request access to, or correction of, your personal information by contacting our Privacy Officer (Section 19).

15.4 We will respond to your request as soon as reasonably possible, and in any event within the timelines required by PIPA (generally no later than 30 business days from receipt of a complete request, subject to any extension permitted by law, of which we will notify you).

15.5 Where we agree a correction is warranted, we will amend the information and, where reasonable, notify any third party to whom we disclosed the incorrect information within the preceding year. Where we do not agree a correction is warranted, we will annotate the file to reflect your request.

16. Children’s and Minors’ Privacy

Our website and services are not directed to children, and we do not knowingly collect personal information from children without the consent of a parent or legal guardian, except where reasonably necessary to provide a service to a family (for example, registering a minor as part of a family reservation) or as permitted or required by law. If you believe we have inadvertently collected personal information from a child without appropriate consent, please contact our Privacy Officer so we can address it.

17. Principle 10 – Inquiries, Complaints, and the Regulator

You may direct any question, concern, or complaint about our compliance with this Policy to our Privacy Officer.

17.1 FMVM maintains procedures for receiving, investigating, and responding to inquiries and complaints about our handling of personal information, and will inform owners and guests of the availability of these procedures on request.

17.2 The Privacy Officer may seek external advice where appropriate before providing a final response to a complaint.

17.3 If you are not satisfied with our response, you have the right to contact the Office of the Information and Privacy Commissioner for British Columbia, which oversees compliance with PIPA:

Office of the Information and Privacy Commissioner for BC
Mail	PO Box 9038 Stn. Prov. Govt., Victoria, BC V8W 9A4
Location	4th Floor, 947 Fort Street, Victoria, BC V8V 3K3
Phone	(250) 387-5629
Toll-free (via Service BC)	1-800-663-7867 (elsewhere in BC) / (604) 660-2421 (Vancouver)
Fax	(250) 387-1696
Email	info@oipc.bc.ca
Website	oipc.bc.ca

If your personal information was processed in connection with an interprovincial or international transaction, you may also have the right to complain to the Office of the Privacy Commissioner of Canada under PIPEDA.

18. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices or in applicable law. We will post the revised Policy on our website with an updated effective date. We encourage you to review this Policy periodically.

19. Contact Us

Privacy Officer	Fairmont Mountainside Villas Management
Mail	Fairmont Mountainside Vacation Villas, 5247 Fairmont Creek Road, Fairmont Hot Springs, BC V0B 1L1
Email	resweb@msvillas.com
Toll Free	1 (855) 345-6341
Telephone	1 (250) 345-6341
Fax	1 (250) 345-6299
Reservations Dept. Hours	Monday, Thursday & Friday, 9:00am–5:00pm