Propvara Inc. ("Propvara") respects your privacy and handles personal information in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including Quebec's Act respecting the protection of personal information in the private sector.
Two kinds of information
- Account information, which we control: your name, email, sign-in records, plan and billing details, and how you use the Service. Propvara is responsible for this information.
- Customer Data, which our customers control: properties, tenancies, payments, repair cases, photos, documents and the personal information of tenants, owners and others that landlords and managers enter. We process it on their behalf and on their instructions, as their service provider. If you're a tenant and have questions about your records, contact your landlord or property manager first; we'll help them respond.
What we collect
| Information | Examples | Why |
|---|---|---|
| Identity and contact | Name, email, phone | Create your account, sign you in, link you to records shared with your email |
| Property and tenancy records | Units, rent, leases, deposits, subsidy amounts, payments | Provide the Service to landlords, managers and tenants |
| Photos and documents | Repair photos, bills, letters | Repair history, expense records, evidence |
| Location | GPS position at the moment of a site-visit check-in or check-out | Verify site visits. Only when you tap check-in or check-out, with your browser's permission |
| Usage and device | Pages visited, browser type, IP address, error logs | Security, troubleshooting and improving the Service |
| Communications | Messages to us, demo and contact requests | Respond to you |
How we use it
- To provide, secure and support the Service
- To send account and service emails, such as sign-in links and invitations
- To understand and improve how the Service is used, using aggregated or de-identified information where possible
- To comply with law and enforce our Terms
We don't sell personal information, rent it, or use Customer Data to advertise to anyone.
Who we share it with
We use a small number of service providers (subprocessors) to run Propvara. They may only use personal information to provide their service to us.
| Provider | Purpose | Location |
|---|---|---|
| Supabase | Database, authentication and file storage | Region selected for our project; may include the United States |
| Vercel | Website and application hosting | United States and global edge network |
| Anthropic | AI reading of bills and letters you upload | United States |
| Resend | Email delivery | United States |
| Google Fonts | Typeface delivery to your browser | Global |
Inside Propvara, information is shared between users according to their roles: for example, a tenant's repair report is visible to their landlord and property manager, and a contractor sees only cases assigned to them. We may also disclose information if required by law, to protect people's safety, or as part of a business transfer, subject to this policy.
Information outside Canada
Some of our service providers store or process information outside Canada, including in the United States. Information processed there is subject to the laws of that country and may be accessible to its authorities. We use contractual and technical safeguards to protect it.
How long we keep it
- Account and Customer Data: while the account is active, and for 90 days after it closes so it can be exported, then deleted from active systems. Backups are overwritten on a rolling basis.
- Financial records may be kept longer where customers or law require it, such as tax record-keeping periods.
- Short-term guest pages stop showing check-in details two days after check-out.
Security
We protect information with encryption in transit and at rest, database-level access control for every role, private file storage with expiring links, and audit logging. No system is perfectly secure; if a breach creates a real risk of significant harm, we'll notify affected people and the Privacy Commissioner as the law requires. More on our Security page.
Your rights
You can ask to access the personal information we hold about you, correct it, or withdraw consent (which may limit what we can provide). Email privacy@propvara.com. We'll respond within 30 days. For Customer Data, we'll pass your request to the landlord or manager who controls it and help them respond. If you're not satisfied, you can contact the Office of the Privacy Commissioner of Canada or your provincial commissioner.
Cookies
We use only the cookies needed to sign you in and keep the Service secure. See our Cookie Policy.
Children
The Service isn't directed to children. Minors may appear in tenancy records as occupants when entered by a landlord or manager; that information is Customer Data.
Privacy officer
Our privacy officer is responsible for this policy. Contact: privacy@propvara.com.
Changes
We'll post updates here and, for material changes, notify account holders by email.