Privacy Policy

1. Whose information we handle

We handle personal information about two groups of people:

• Landlords (account holders) — the people who create and operate a TenancyKit account.
• Tenants and other parties— people whose information a landlord enters into the Service (for example on a tenancy agreement or an RTB form), or who interact with a signing or document link they receive. For this information the landlord decides what to collect and why; TenancyKit processes it on the landlord’s behalf to provide the Service. Tenants with questions about information a landlord holds should contact the landlord first.

2. Information we collect

• Account information — your name, email address, password (stored as a secure hash), language, theme, and other settings.
• Property and tenancy records — addresses, unit details, rent amounts and payment records, deposits, expenses, and notes you choose to keep.
• Tenant details — names, contact details (email, phone), and any other information you enter about tenants or other parties for the purpose of generating documents.
• Documents — the PDFs you generate, import, sign, or store in the Service, including official RTB forms filled with the information above.
• Signature records — for each electronic signature: the signature image or typed name, the signing time, and technical metadata such as IP address and browser user-agent, kept as evidence of the signing event.
• Communications — emails and text messages the Service sends on your behalf (for example signing requests, reminders, and document deliveries) and their delivery status.
• Technical information — log data such as IP addresses, browser type, and timestamps, used for security and to operate the Service. We do not use advertising trackers.

3. How we use information

• to provide the Service: storing records, generating and filling official forms, collecting signatures, delivering documents, and sending the notifications you trigger;
• to keep an audit trail of tenancy-related events, which exists to protect both landlords and tenants;
• to secure the Service, prevent abuse, and debug problems;
• to communicate with you about the Service, including material changes to it or to these policies;
• to comply with legal obligations.

We do not sell personal information, use it for third-party advertising, or use Your Content to train machine-learning models.

4. Legal bases and consent

We rely on your consent, given when you create an account and use the Service, and on the reasonable purposes recognized by PIPEDA and BC PIPA. Where a landlord enters personal information about tenants, the landlord is responsible for having the authority (under tenancy legislation or with the tenant’s knowledge) to collect and use that information. Tenants interacting with a signing link are shown what they are signing and consent to the electronic transaction at that time.

5. How information is shared

We share personal information only with service providers that help us run the Service, under contracts that limit their use of it:

• cloud application hosting and database infrastructure;
• private object storage for documents and signature images;
• email and SMS delivery providers, used to send the messages you trigger;
• no other third parties, except when required by law (for example a court order), to protect the rights and safety of users, or in connection with a business transition — in which case this policy would continue to apply to the transferred information.

Documents are also shared with the people you direct them to: for example, when you start a signature request or deliver a notice, the named tenants receive links to view the relevant document.

6. Where information is stored

Our service providers may store or process information on servers located outside British Columbia and outside Canada (for example in the United States). While information is in another jurisdiction it is subject to the laws of that jurisdiction. We choose providers that maintain strong contractual and technical protections.

7. Security

• information is encrypted in transit (HTTPS/TLS);
• documents live in private storage that is not publicly accessible; document links sent to tenants are signed, unguessable, and time-limited (they expire after 90 days);
• passwords are stored using modern one-way hashing;
• access to production systems is limited to those who need it to operate the Service.

No system is perfectly secure. If we learn of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the appropriate regulators as required by law.

8. Retention

• account and tenancy records are kept while your account is active;
• signed documents and their audit trails are kept because they are legal records — tenancy disputes can arise years after a tenancy ends, and BC limitation periods apply;
• superseded drafts are deleted automatically once a final signed document exists;
• tenant-facing share links expire after 90 days (the underlying document remains in the landlord's vault);
• when you delete your account, we delete or de-identify your information within a reasonable period, except records we must keep to meet legal obligations, resolve disputes, or enforce agreements.

9. Cookies

The Service uses only functional cookies and similar storage: a session cookie to keep you signed in, and preferences such as language, theme, and interface settings. We do not use advertising or cross-site tracking cookies.

10. Your rights

Subject to limited legal exceptions, you may:

• access the personal information we hold about you and ask how it has been used and disclosed;
• ask us to correct inaccurate or incomplete information;
• withdraw consent (which may mean we can no longer provide the Service) and ask us to delete your account;
• complain to us, and if unsatisfied, to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

Tenants seeking access to or correction of information held in a landlord’s account should contact the landlord, who controls that record; we will assist landlords in meeting those requests.

11. Children

The Service is intended for adults and is not directed at children. We do not knowingly collect personal information from anyone under 19 except as entered by a landlord in the course of managing a tenancy (for example, an occupant list).

12. Changes to this policy

We may update this policy from time to time. Material changes will be announced by email or in-app notice before they take effect, and the “Last updated” date above will change. Continued use of the Service after a change takes effect constitutes acceptance.

13. Contact

Privacy questions and requests can be sent to support@tenancykit.ca. We will respond within the timelines required by applicable law.