Privacy Policy

1. Information We Collect

Personal Information

We collect personal information that you provide directly to us, including:

• Property Owners: Name, email, phone number, address, banking information for rent collection, property details
• Tenants: Name, email, phone number, emergency contacts, lease information, payment history
• Property Information: Address, unit details, amenities, photos, maintenance records
• Legal Documents: Lease agreements, applications, identification documents

Automatically Collected Information

We automatically collect certain information when you use our platform:

• Usage Data: Pages visited, features used, time spent on platform
• Device Information: IP address, browser type, operating system
• Log Data: Access times, error logs, performance metrics

2. How We Use Your Information

We use the collected information for the following purposes:

• Property Management: Managing rental properties, tenant relationships, and lease administration
• Payment Processing: Processing rent payments, security deposits, and other financial transactions
• Maintenance Coordination: Scheduling and tracking property maintenance and repairs
• Communication: Sending notifications, lease documents, and important updates
• Analytics: Improving our services and user experience
• Security: Protecting against fraud, abuse, and unauthorized access
• Legal Compliance: Meeting legal and regulatory requirements

3. Information Sharing

We may share your information in the following circumstances:

With Property Owners and Tenants

• Property owners can access tenant information necessary for property management
• Tenants can access lease terms, property information, and payment history

Service Providers

• Payment processors for rent collection
• Cloud hosting and data storage providers
• Email and communication services
• Electronic signature services

Legal Requirements

• Court orders, legal processes, or government requests
• To protect rights, property, or safety
• With your explicit consent

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption: Data encrypted in transit and at rest using industry-standard protocols
• Access Controls: Role-based access with principle of least privilege
• Secure Infrastructure: SOC 2 compliant data centers with regular security audits
• Regular Backups: Automated backups with disaster recovery procedures
• Monitoring: Continuous security monitoring and threat detection
• Employee Training: Regular security awareness training for all staff

5. Your Rights and Choices

You have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Restriction: Request limitation of how we process your information
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for platform functionality and security
• Analytics Cookies: Help us understand how users interact with our platform
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used to deliver relevant advertisements (with consent)

You can manage your cookie preferences in your account settings or through your browser settings.

7. Data Retention

We retain your personal information for the following periods:

• Account Information: Retained while your account is active and for 7 years after account closure
• Lease Documents: Retained for the duration of the lease plus 7 years for legal compliance
• Payment Records: Retained for 7 years for tax and accounting purposes
• Maintenance Records: Retained for the life of the property or 10 years, whichever is longer
• Usage Analytics: Retained for 2 years for platform improvement

8. International Data Transfers

Your information may be transferred to and processed in countries other than Canada. We ensure appropriate safeguards are in place:

• Compliance with PIPEDA requirements for international transfers
• Adequacy assessments for recipient countries
• Industry-standard encryption for data in transit and at rest
• Appropriate contractual safeguards with service providers

9. Canadian Privacy Compliance

We comply with Canadian federal and provincial privacy legislation:

PIPEDA Compliance

• Personal Information Protection and Electronic Documents Act
• Valid consent for collection, use, and disclosure
• Transparency in privacy practices
• Appropriate safeguards for personal information

Provincial Compliance

• Ontario Personal Health Information Protection Act (PHIPA) where applicable
• Compliance with provincial privacy commissioners' guidelines
• Adherence to provincial consumer protection laws

9. Children's Privacy

Our services are not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Emailing you at the address associated with your account
• Posting a notice in your account dashboard
• Prominently displaying the updated policy on our website

Your continued use of our services after any changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: