Privacy Policy

1. Introduction and Scope

Landlord Web Solutions Inc. (dba “Landlord Web Solutions – Rentboard Canada”, “We” or “Us”) is committed to the protection of privacy and information security.

This Privacy Policy (the “Policy”) addresses the protection of Personal Information (hereafter defined) we collect on the users of the website www.rentboard.ca (the “Website”) as well as on the persons communicating with us using emails ( “Users”, “you”).

The Website provides an online platform that enables individuals, property managers, and organizations to list or discover apartments, houses, or other real estate available for rent or sale (referred to as the "Services”). The Website is designed to facilitate the rental and purchase process by connecting property owners and managers with potential tenants or buyers, offering a range of tools and resources to streamline the search and listing experience. From detailed property descriptions to advanced search filters, the Website aims to support both landlords, owners, property managers and potential tenants or buyers in finding suitable rental or purchase opportunities.

This Policy aims to comply with Canadian and Quebec laws relating to the protection of Personal Information.

2. What do we collect, how and why

Personal Information means any information pertaining to a natural person which, directly or indirectly, allows that person to be identified.

We collect only the Personal Information that is necessary to provide, manage and support the Services. More specifically:

Landlords / Owners / Property Managers

To allow you to create an account, enable the posting of ads and contact you about potential tenants, we collect the following information via a dedicated page of the Website:
- Last name, First name
- Email address
- Phone number
- Address of buildings and units listed for rent. (Such information is considered Personal Information if you reside at the listed address);
To verify your identity and to reduce fraudulent listing, we may collect the following information via a third-party vendor (Persona Identities Inc.):
- Last name, First name
- Email address
- Phone Number
- Drivers licence or other ID
- A picture of your face (selfie)
To process payments for promoted listings, we allow a third-party vendor (including without limitation: Stripe) to collect the following information:
- Payment details including the credit card number, expiration date, security code, country and postal code
Public listings and voluntarily shared information: When you publish a property listing, upload photos, or otherwise choose to make information visible on the Website, that content may be viewed and used by other users or visitors. We are not responsible for the privacy, security, or accuracy of information you disclose publicly.

Potential tenants

To allow you to create an account, process your rental inquiry and forward it to the landlord, property owner, property manager or the creator of the ad we collect the following information:
- Last name, First name
- Email address
- Address of the property that you are interested in.
To process a credit check via our partner vendor (https://certn.co/), we collect the following information:
- Last name, First name
- Date of birth
- Email address
- Phone number
- Current and previous addresses
Please note that we do not collect or store the credit report; instead, we provide a link to access it through our partner''s platform. To know your rights regarding this information, refer to their privacy policy.

All Users

To send you a newsletter and promotional communications we collect the following information:
- Last name, First name;
- Email address
- To address your requests, we collect the information you provide in your communications.
- To facilitate the navigation on the Website, address problems and improve the Services, we may collect certain information including your IP address and other information using cookies and tracking technologies. Kindly refer to section 8 for more details.

We only use your Personal Information for the purposes stated above and in Section 8 of the Policy, except where we are permitted by law, in very limited circumstances, to do so without your consent.

Your Consent

BY VISITING, USING THE WEBSITE OR OTHERWISE COMMUNICATING WITH US, YOU AGREE TO BE BOUND BY THIS POLICY AND CONSENT TO THE COLLECTION, USE, RETENTION, DISCLOSURE AND DESTRUCTION OF YOUR PERSONAL INFORMATION IN ACCORDANCE WITH THE TERMS DESCRIBED HEREIN. IF OTHER TERMS APPLY, WE WILL DESCRIBE THEM AT THE TIME OF COLLECTION. IN CERTAIN CASES, WE WILL REQUEST A DISTINCT CONSENT.

If you do not want your Personal Information to be collected, used or disclosed in this manner, then please: refrain from providing us with Personal Information or exercise your right to withdraw your consent.

YOU UNDERSTAND THAT CERTAIN FEATURES OF OUR WEBSITE MAY NO LONGER BE ACCESSIBLE OR MAY BE RESTRICTED FOLLOWING YOUR REFUSAL TO PROVIDE THE REQUIRED INFORMATION OR THE WITHDRAWAL OF YOUR CONSENT.

Security and Governance

Information security is a priority for us. As such, we have adopted policies and practices to manage our governance with regards to the protection Personal Information that include:

A framework applicable to the use, communication, retention and destruction of such information;
The roles and responsibilities of our employees throughout its life cycle;
A process for handling complaints concerning its protection.

Each employee who uses Personal Information is bound by confidentiality obligations and has received appropriate training. In addition, each employee may only access Personal Information that is necessary for the performance of his or her duties. In the event of a breach, our governance policies and practices provide for sanctions.

Disclosure of Your Personal Information

We may disclose Personal Information to third parties with your consent or, without your consent, in specific circumstances permitted by law. The following table summarizes these circumstances and the steps we take to protect such information:

Recipient	Description and purpose	Steps
Service providers, agents, subcontractors (“Subcontractors”)	We may enter into contracts with Subcontractors to provide a service to the users, such as a Website’s feature.	The contract requires Subcontractors to: Use Personal Information only for providing the service. Refrain from disclosing or communicating Personal Information without our authorization. Implement rigorous security measures. Allow us to audit these measures. Notify us immediately of a confidentiality incident. Destroy Personal Information at the end of the contract.
Another party in a Business Transaction	We may enter into a contract with a third party to conclude a Business Transaction. Such a transaction is defined as the disposition or lease of all or part of our business or its assets, a change in our legal structure by merger or otherwise, the obtaining of a loan or other form of financing or a security interest taken to secure any of our obligations (“Business Transaction”).	The contract requires the other party to: Use Personal Information only for the purposes of entering into the Business Transaction. Implement rigorous security measures. Refrain from disclosing or communicating Personal Information without our consent. Notify us immediately of a confidentiality incident. Destroy Personal Information if the Business Transaction is not entered into or the Personal Information is no longer necessary for entering into the Business Transaction.
Legitimate authorities	In order to comply with a court order or decision, including a valid search warrant, or an order or decision of a regulatory authority, we may be required to provide Personal Information.	These authorities are required by their governing laws to establish measures to respect and preserve the confidentiality of your Personal Information. We inform Customers of any requests from legitimate authorities to access Personal Information about their Authorized Users. We decline to provide access where the request is not legally binding.
Our legal counsel	In order to defend or enforce our rights, we may, in certain circumstances, disclose your Personal Information.	Both the law and the retainer agreements we sign require our lawyers to protect the confidentiality of all our communications with them.

For Quebec residents, please note that your Personal Information might be disclosed outside the province of Quebec.

Retention

We retain Personal Information about you only as long as necessary to fulfill the purpose for which it was collected or to comply with legal retention requirements.

We reserve the right to establish Personal Information destruction policies from time to time. If you request the destruction of your Personal Information, we will use reasonable efforts to comply with your request unless we are allowed or required by the law to keep it.

Your Rights

Depending on your jurisdiction, you may have the following rights:

The right to change or withdraw your consent to the collection, use and disclosure of your Personal Information.
The right to have access to your Personal Information.
The right to have your Personal Information corrected if it is inaccurate or misleading and to have it completed if it is incomplete.
In certain jurisdictions, the right to obtain your Personal Information in a commonly used digital form.

You may exercise these rights, at any time by sending written notice to the Privacy Officer whose contact information can be found at the end of this document.

We will respond to any request within 30 days of receipt, except where the law permits an extension of that period. If we refuse to provide or correct the information, we will provide you with the reasons for the refusal, the applicable sections of the law and information about your remedies, all subject to the limitations of the law.

If we refuse to rectify your Personal Information, we will allow you to place comments in your file in respect of the Personal Information for which rectification has been refused. We will also retain the Personal Information that has been the subject of an access request for as long as necessary to allow you to exhaust any recourse provided by law.

Cookies and other Tracking Technologies

Definition

A cookie is a small text sent by a server to your browser, which it will send back the next time it connects to servers sharing the same domain name.

When you visit the Website for the first time, a pop-up window will allow you to accept or reject certain categories of cookies

If you wish, you can set your browser to notify you when you receive cookies or to refuse them. You do not need to accept the non-essential cookies to visit our Website. However, if you refuse them, you could be unable to use some of its features.

Types of cookies

Technical and functional cookies: Technical cookies are used throughout the browsing experience to facilitate the use of the Website and to provide enhanced, more personalized features. For example: a technical cookie may be used to remember your username to facilitate your login, to remember your preferences or options you have chosen.

Performance and analytical cookies: These cookies collect information about how visitors use a website, to collect statistics on the use of the Website such as which pages are visited most often or if users encounter error messages. They are used to improve the website''s functionality.

Security cookies: These cookies are used to enhance the security of a website. They help detect malicious activity and protect user information from unauthorized access.

Advertising cookies: These cookies may be added by the Website or by other sites serving advertisements. These cookies collect information anonymously and build up your visitor profile.

Privacy Officer

If you have any questions or requests regarding the Policy, you can send an e-mail to our Privacy Officer using the following address: privacy@rentboard.ca

Changes

We reserve the right to change the content of this Policy at any time. Any changes will be posted on our Website and brought to your attention when you log in. We recommend that you print a copy of this Policy for your records and review this section of our Website periodically.

Your privacy is important to us