Privacy Policy

This Privacy Policy applies to:

• Landlords and property managers who register for and use the Platform;
• Tenants and guarantors who are invited to the Platform by a landlord; and
• Visitors to the relet.ca and relet.app websites.

We collect personal information through the following means:

• Directly from you when you register, complete forms, or interact with the Platform;
• From landlords, who enter or import tenant and guarantor information on behalf of their properties;
• Through your Google account, if you choose to connect it for the rent tracking feature;
• Automatically through cookies, log files, and analytics tools when you use the Platform; and
• From tenants when they complete their lease signing flow or submit maintenance requests.

Relet collects and uses personal information only for the following purposes:

• Account: To create and manage your account on the Platform;
• Leasing: To facilitate the creation, distribution, and e-signing of Ontario Standard Lease agreements (Form 2229E);
• Rent Tracking: To scan your Gmail inbox for Interac e-transfer deposit notifications and match them to tenant payment records, only with your express permission;
• Messaging: To enable landlords and tenants to communicate via SMS through the Platform;
• Maintenance: To track and organize maintenance requests submitted by tenants;
• Reminders: To send automated reminders and notifications (rent due dates, move-in messages, etc.);
• Support: To provide customer support and respond to your inquiries;
• Product Improvement: To improve the Platform, troubleshoot issues, and conduct internal analytics;
• Legal Compliance: To comply with applicable laws, court orders, and regulatory requirements; and
• Security: To enforce our Terms of Service and protect the rights and safety of users.

When you connect your Gmail account, Relet requests read-only access to your Gmail inbox. We use this access solely to:

• Search for emails that match Interac e-transfer deposit notification patterns;
• Extract the sender name, payment amount, and date from matching emails; and
• Match those details to the corresponding tenant's payment record in your Relet dashboard.

The built-in messaging feature allows landlords to send and receive SMS messages with their tenants through a connected phone number. In using this feature:

• We collect and store the phone numbers of landlords and tenants who use the messaging feature;
• We store the content of SMS messages sent through the Platform for the purpose of displaying message history to the landlord;
• Message content is not used for any other purpose and is not shared with third parties beyond the SMS infrastructure provider;
• Landlords are responsible for ensuring tenants have consented to receive messages through this channel; and
• Message records may be retained for up to 12 months after the lease end date, after which they are deleted.

Relet uses cookies and similar technologies to operate and improve the Platform. We use:

• Session cookies: required for you to stay logged in during your visit. These expire when you close your browser.
• Persistent cookies: used to remember your preferences. These expire after a set period.
• Analytics tools: we may use third-party analytics services (such as Google Analytics or similar) to understand how users interact with the Platform. These tools may collect IP addresses and usage patterns in anonymized or aggregated form.

Relet does not sell personal information. We share personal information only in the following limited circumstances:

• With service providers who assist us in operating the Platform (such as cloud hosting, email delivery, and SMS infrastructure providers), under contractual confidentiality obligations;
• With Google, to the extent necessary to provide the Gmail integration feature, subject to the Google API Services User Data Policy;
• Between landlords and tenants, to the extent necessary to manage lease agreements and property communications (e.g., a tenant's name and contact info is visible to their landlord, and a landlord's contact info is visible to their tenant);
• With legal or regulatory authorities, if required by law, court order, or to protect the rights, property, or safety of Relet or its users; and
• In connection with a business transaction (such as a merger or acquisition), in which case users will be notified in advance.

We retain personal information only for as long as necessary to fulfill the purposes described in this Policy, or as required by law. Our general retention periods are:

• Account information: retained for the duration of your active subscription, plus 90 days after account termination;
• Lease documents and signed agreements: retained for 7 years from the lease end date, consistent with Ontario record-keeping best practices;
• Gmail access tokens: retained only while the integration is active; deleted upon revocation;
• Extracted rent payment metadata (amount, date, payer): retained for 7 years from payment date;
• SMS message content: retained for 12 months after the associated lease end date;
• Maintenance request records: retained for 3 years after the associated lease end date; and
• Usage and analytics data: retained in aggregated or anonymized form; raw IP logs retained for up to 90 days.

Relet implements reasonable and appropriate technical and administrative security measures to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include:

• Encryption of data in transit using TLS/HTTPS;
• Encryption of sensitive data at rest;
• Access controls limiting employee access to personal data on a need-to-know basis;
• Regular security reviews of our infrastructure; and
• Secure credential management practices.

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the following rights with respect to your personal information:

• Right of Access: You have the right to request access to the personal information we hold about you and to receive it in a clear and understandable format.
• Right to Correction: If you believe any personal information we hold is inaccurate or incomplete, you may request that we correct it.
• Right to Withdraw Consent: Where we rely on your consent to process personal information, you may withdraw that consent at any time, subject to legal or contractual restrictions. For example, you may revoke Gmail access at any time.
• Right to Lodge a Complaint: If you believe we have handled your personal information in a manner that does not comply with PIPEDA, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca.