What is Personal Information?
Personal Information is information about an identifiable individual that relates to personal characteristics (such as gender, race, income, home address or family status), their health or their views (such as politics or religion) that is disclosed to a Client from anyone accessing the Client's site or the Landlord Web Solutions d/b/a Rentsync (hereby referred to as "Rentsync") sites or to which Rentsync may otherwise have access in connection with the products and services that it provides to its clients. The information may vary depending on the discloser, the Client's requirements or changes in the applicable legislation (PIPEDA or regulation such as GDPR and CASL).
Our products and services and Personal Information
Rentsync creates, licenses and provides online products and services that are used by landlords and property management organizations to optimize their investments in renting properties or seeking renters ("Clients"). While individuals, prospective tenants, tenants, your employees or advisors (collectively the "Users") may not access our products or services directly, in the normal course of their operations, our Clients access, collect, retain, analyze, use and distribute Personal Information of various kinds as it relates to their business. Some of these activities are performed through websites and various software products. Our products and services interface with the Clients' websites and manage information logged unto our sites in accordance with their functional characteristics.
Primary Purposes for collecting and using Personal Information
Our Clients collect, use and disclose Personal Information in order to serve the tenants in a given building and operate their properties efficiently; this information could be the names of all occupants in a unit, telephone numbers, banking information and e-mail addresses. In addition, landlords may share tenant lists with any provider of utilities, services and/or commodities to the building (e.g., gas, electricity, water, telephone, cable and satellite) for the purpose of marketing, promoting, tailoring products for residents and providing such utilities, services and/or commodities to the buildings.
About Prospective Tenants
Prospective tenants are requested to complete a rental application form so that Clients can assess their suitability as tenants and have necessary basic information should they become tenants. This would include the following types of information: names, e-mail address, telephone number, past tenancy history, employment history, references and conduct history and financial means and credit history.
About Members of the General Public
Clients may gather Personal Information in the course of marketing their properties to prospective tenants. This information is collected either from public sources (e.g., telephone directories) or directly from the individuals with their consent. Some information may also be collected through cookies. Cookies are only used to help you navigate our website and are not used to monitor you.
It is the Clients' responsibility to ensure that any Personal Information is collected from Users in complete conformity with all applicable legislation, which includes obtaining all required consents from Clients. Rentsync's role is to "process the Personal Information" through its products and systems in accordance with the consents provided by the Users, to assist the Clients in their use of the products.
If we are entrusted with Personal Information, we will retain it in accordance with each Client's instructions and guidelines or, failing specific instructions, according to normal industry practices.
Protecting personal information
We understand the importance of protecting Personal Information. For that reason, we have taken the following steps:
- All information transiting on our platforms or systems are passwords encrypted.
- Only the Clients have access to the Personal Information by using a password.
- External consultants, agencies and service providers with access to Personal Information must provide us with appropriate privacy assurances.
Managing personal information
This policy is made under the Personal Information Protection and Electronic Documents Act. It is a complex statute and provides some additional exceptions to the privacy principles that are too detailed to set out here.