Privacy Policy

1. Who We Are

Landlord CYA ("we," "us," or "our") is a property management platform designed for Alberta landlords. We provide tools for documentation, compliance tracking, tenant management, and dispute preparation under the Residential Tenancies Act (RTA) of Alberta.

Our services are operated from Wabamun, Alberta, Canada.

2. Information We Collect

2.1 Information You Provide Directly

When you use Landlord CYA, you may provide us with:

• Account Information: Name, email address, phone number, and password
• Property Information: Property addresses, unit details, and property characteristics
• Tenant Information: Tenant names, contact details, lease terms, payment records, and screening results
• Financial Information: Rental income, expense records, and payment history for reporting purposes
• Documents: Lease agreements, inspection reports, photographs, communication logs, receipts, and other uploaded files
• Communication Records: Logs of landlord-tenant communications you choose to document

2.2 Information Collected Automatically

When you use our platform, we automatically collect:

• Usage Data: Features used, pages visited, and actions taken within the platform
• Device Information: Browser type, operating system, device type, and screen resolution
• Log Data: IP address, access times, and referring URLs
• Cookies: Session identifiers and preference settings (see Section 8 for cookie details)

2.3 Information from Third Parties

If you use integrated services, we may receive:

• Tenant screening results from authorized screening providers
• Payment processing confirmations from payment providers
• Authentication data if you sign in using third-party services

3. How We Use Your Information

We use your personal information to:

• Provide Our Services: Operate the platform, manage your properties, and generate documentation
• Create Evidence Packages: Compile timestamped records for RTDRS dispute resolution when you request them
• Generate Reports: Produce T776 tax reports, expense summaries, and compliance checklists
• Improve the Platform: Analyze usage patterns to enhance features and user experience
• Communicate with You: Send service notifications, updates, and respond to inquiries
• Ensure Security: Detect and prevent fraud, unauthorized access, and security threats
• Comply with Law: Meet legal obligations and respond to lawful requests

4. Legal Basis for Processing

We process your personal information based on:

• Contract Performance: Processing necessary to provide our services to you
• Consent: Where you have given explicit consent for specific uses
• Legitimate Interests: Where processing is necessary for our legitimate business interests, balanced against your privacy rights
• Legal Obligations: Where we must comply with applicable laws

5. Information Sharing and Disclosure

5.1 We Do Not Sell Your Data

Landlord CYA does not sell, rent, or trade your personal information to third parties for marketing purposes.

5.2 Service Providers

We may share information with trusted service providers who assist in operating our platform, including:

• Cloud hosting and data storage providers
• Payment processors
• Email service providers
• Analytics services
• Tenant screening services (only when you initiate a screening)

These providers are contractually bound to protect your information and use it only for the services they provide to us.

5.3 Legal Requirements

We may disclose information when required by law, including:

• In response to valid legal processes (subpoenas, court orders)
• To comply with RTDRS proceedings when you choose to submit evidence
• To protect our rights, property, or safety, or that of our users
• In connection with a merger, acquisition, or sale of assets (with notice to you)

5.4 With Your Consent

We may share information with third parties when you explicitly authorize us to do so.

6. Data Storage and Security

6.1 Where We Store Your Data

Your data is stored on secure servers located in Canada. We use Canadian cloud infrastructure providers to ensure your data remains within Canadian jurisdiction.

6.2 Security Measures

We implement industry-standard security measures, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Automated backups with secure storage
• Employee access restrictions on a need-to-know basis

6.3 Data Breach Response

In the event of a data breach affecting your personal information, we will notify you and the appropriate authorities as required by PIPEDA and PIPA within 72 hours of becoming aware of the breach.

7. Data Retention

We retain your personal information for as long as:

• Your account remains active
• Necessary to provide our services
• Required to comply with legal obligations (tax records, limitation periods for legal claims)
• Needed to resolve disputes and enforce agreements

When you delete your account, we will delete or anonymize your personal information within 90 days, except where retention is required by law or for legitimate business purposes (such as maintaining records for tax compliance or ongoing legal matters).

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Maintain your session and remember your login
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how users interact with our platform

You can control cookies through your browser settings. Disabling essential cookies may affect platform functionality.

9. Your Rights

Under PIPEDA and PIPA, you have the right to:

• Access: Request a copy of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Withdraw Consent: Withdraw consent for processing where consent is the legal basis
• Data Portability: Request your data in a commonly used electronic format
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada or the Alberta Information and Privacy Commissioner

To exercise these rights, contact us using the information in Section 12.

10. Tenant Information

As a platform used by landlords, we process tenant information on behalf of our users. Landlords are responsible for:

• Ensuring they have appropriate legal authority to collect and store tenant information
• Complying with their own privacy obligations under applicable law
• Providing tenants with notice about how their information is used

If you are a tenant whose information has been entered into Landlord CYA by your landlord, please contact your landlord directly regarding your privacy rights. You may also contact us with concerns.

11. Changes to This Policy

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

• Posting the updated policy on our website
• Sending an email notification to registered users
• Displaying a notice within the platform

The "Effective Date" at the top indicates when the policy was last updated. Your continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact Us