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Privacy Policy

Effective Date: March 15, 2026

1. Information We Collect

We collect the following categories of information:

  • Account information: Name, email address, company name, province, and role (landlord or accountant).
  • Property data: Property addresses, building characteristics, asset inventories, expense records, rent payments, and tenant information you enter into the Service.
  • Usage data: Pages visited, features used, and session information for improving the Service.
  • Tenant-submitted data: Maintenance tickets, observation reports, condition reports, and survey responses submitted by tenants through the tenant portal.

2. How We Use Your Information

We use your information to:

  • Provide property intelligence, health scoring, and capital forecasting services.
  • Generate CRA T776 tax reports and CCA schedules.
  • Power AI-assisted maintenance triage and asset risk analysis.
  • Send transactional emails (account verification, invite notifications, payment reminders).
  • Improve the Service and develop new features.

3. AI Data Processing

The Service uses AI to assist with maintenance ticket triage and property analysis. Ticket descriptions may be sent to our AI provider for processing. We do not use your property or financial data to train AI models. The AI provider's data handling is governed by their own privacy policy.

4. Data Storage and Security

Your data is stored securely using industry-standard encryption. We use Supabase (hosted in Canada) for database hosting with row-level security policies ensuring users can only access their own data. All data is transmitted over HTTPS. We do not store payment card details — payment processing is handled by Stripe.

5. Data Sharing

We do not sell your personal data. We share data only in the following circumstances:

  • Accountant access: If you grant an accountant read-only access, they can view your financial data (expenses, rent, CCA schedules, T776 reports). You can revoke this access at any time.
  • Tenant access: Tenants you invite can submit tickets, observations, and condition reports through the tenant portal.
  • Service providers: We use Supabase (database), Vercel (hosting), Resend (email), Stripe (payments), and third-party AI providers. Each operates under their own privacy policy.

6. Data Retention

We retain your data for as long as your account is active. After account cancellation, data is retained for 90 days before permanent deletion, except where longer retention is required by law. Specific retention periods by document type:

  • Financial records & receipts: 6 years from end of tax year (CRA Income Tax Act s.230).
  • Lease agreements: 6 years after lease termination.
  • Inspection reports & photos: 6 years from inspection date.
  • Condition reports: Duration of tenancy plus 2 years (limitation period for damage claims).
  • Maintenance tickets: 3 years from resolution.
  • Insurance & compliance documents: 6 years.

You can customize retention periods (equal to or greater than legal minimums) in your account settings. Documents past their retention date are archived (hidden from active view) but remain downloadable. No data is automatically deleted — you maintain full control.

7. Your Rights

You have the right to:

  • Access and export your data at any time using the built-in export features, including year-end tax packages (ZIP with all expenses, receipts, leases, and inspection reports) and full account data exports (PIPEDA-compliant).
  • Correct inaccurate personal information through your account settings.
  • Request deletion of your account and associated data (subject to legal retention minimums).
  • Revoke accountant access to your financial data at any time.
  • Configure data retention policies for each document category in your account settings.
  • Export per-property data packages for property sales or portfolio transfers.

8. Cookies

We use essential cookies for authentication and session management. We do not use advertising, analytics, or third-party tracking cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via email at least 30 days before they take effect.

10. Contact

For privacy-related enquiries, contact us at support@dwellerpm.com.