Ontario Landlord App Privacy Policy

1. Who We Are

Growth Estate Inc. (“Growth Estate”, “we”, “us”, or “our”) provides the Ontario Landlord App — software tools for Ontario landlords, including property and unit management, lease generation, document storage, e-signature workflows, Landlord and Tenant Board (“LTB”) form preparation, and related compliance features.

Privacy Officer Email: privacy@growthestate.ca
Support: support@growthestate.ca

2. Scope of This Policy

This Privacy Policy explains how we collect, use, disclose, retain, protect, and delete personal information when you use the Ontario Landlord App. It also describes your choices and rights regarding your personal information.

3. Our Privacy Commitments

• We collect only the information reasonably necessary to provide the App.
• We identify why we need personal information before or at the time we collect it.
• We use and disclose personal information only for the purposes described in this Privacy Policy, unless we obtain additional consent or are required or permitted by law.
• We retain personal information only as long as necessary for the purposes for which it was collected, legal compliance, dispute resolution, or legitimate recordkeeping.
• We provide a way to contact us with privacy questions, corrections, complaints, and deletion requests.

4. Information We Collect

A. Information You Provide Directly

• Account details, such as your name, email address, phone number, passwordless login identifiers, Apple Sign-In or Google account identifiers, and subscription status.
• Business and property details, such as property addresses, unit identifiers, rent amounts, parking and utility information, occupancy status, lease dates, and filing-related records.
• Tenant and occupant information entered by landlords, such as names, email addresses, phone numbers, mailing addresses, emergency contact details, lease details, and notice/service records.
• Documents and form data, such as leases, addenda, service logs, certificates of service, LTB forms, uploaded evidence, and communications stored in the document vault.
• Support and communications data, such as messages you send to us, onboarding responses, and product feedback.
• Marketing preferences, including whether you consent to receive product updates and other commercial electronic messages.

B. Information Collected Automatically

• Device and app information, such as device type, operating system, app version, language, time zone, and approximate region.
• Usage and analytics information, such as screens viewed, actions taken, timestamps, crash data, and feature usage.
• Log and security information, such as IP address, sign-in events, webhook events, audit logs, and fraud or abuse-prevention signals.

C. Information From Third Parties

• Authentication providers, such as Apple and Google, when you sign in using those services.
• E-signature providers, such as SignWell, including document status, audit events, and signed-document metadata.
• Infrastructure and analytics vendors, such as hosting, storage, email, crash reporting, and customer support providers.
• Payment or subscription platforms, if you subscribe through an app marketplace or another billing provider.

5. Why We Collect and Use Personal Information

• To create and administer accounts.
• To authenticate users and secure the App.
• To provide landlord workflows such as property setup, lease generation, e-signature delivery, document storage, notice preparation, and LTB filing assistance.
• To send transactional communications, such as sign-in links, signature requests, signed-document copies, service confirmations, support replies, billing notices, and critical product updates.
• To maintain audit trails, compliance logs, and evidence records.
• To improve the App, debug performance issues, and analyze product usage.
• To prevent fraud, abuse, unauthorized access, or misuse.
• To comply with legal obligations and respond to lawful requests.
• To send marketing communications where permitted by law and consistent with your preferences.

6. Consent

Where required by law, we obtain your knowledge and consent for the collection, use, and disclosure of personal information.

A. Meaningful Consent

By using the App, creating an account, or uploading tenant information, you consent to the collection, use, and disclosure of personal information as described in this Privacy Policy, subject to any additional consent flows we may provide.

B. Tenant Data Entered by Landlords

Landlords are responsible for ensuring they have the legal authority and appropriate consent to enter tenant, occupant, co-tenant, roommate, and guarantor information into the App, send documents for signature, and use email service workflows where applicable. Growth Estate acts as a service provider to the landlord for that information, except where we use the information for our own operational, legal, or security purposes.

C. Email Marketing and CASL

If we send commercial electronic messages, we will do so in accordance with Canada’s Anti-Spam Legislation (“CASL”). Marketing emails will include our identification information and a working unsubscribe mechanism. You may withdraw your marketing consent at any time.

D. Service by Email Consents

Where App workflows capture “Consent to Service by Email” or similar LTB-related service consents, we store that consent record as part of the relevant tenancy or matter file. If that consent is revoked in writing, the landlord must stop relying on email service for future documents unless another valid legal basis applies.

7. How We Share Personal Information

• Service providers: hosting, storage, authentication, e-signature, email, analytics, customer support, security, and related infrastructure.
• Document recipients: tenants, co-tenants, roommates, landlords, property managers, and other intended recipients when documents are sent, signed, or shared.
• Legal and compliance disclosures: when required or permitted by law, court order, subpoena, regulatory requirement, or lawful authority.
• Business transactions: in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality protections.
• With your direction or consent: where you instruct us to share documents, exports, or records.

We do not sell personal information for money. We do not provide social-media scraping, invasive profiling, or unrelated data enrichment features.

8. E-Signatures and Signing Workflows

We use a third-party e-signature provider to deliver signature requests, embedded signing, hosted signing pages, audit trails, and signed-document delivery. Relevant personal information and document content are shared with that provider to complete the signing workflow.

Signed documents, timestamps, signer email addresses, IP-related metadata, and audit events may be stored in our systems and the systems of our e-signature provider for document integrity, proof, support, and compliance purposes.

9. Analytics and Similar Technologies

We may use SDKs, local storage, and similar technologies to measure performance, improve usability, and understand how the App is used. Where required, we will request consent for non-essential technologies.

10. Data Retention

• Account information: retained while your account is active and for a reasonable period afterward for legal, security, tax, audit, and support purposes.
• Leases, notices, service logs, signed documents, and filing records: retained while needed for landlord operations, dispute resolution, evidence preservation, and compliance purposes, then archived or deleted according to our retention schedule.
• Rejected applicants / abandoned onboarding records: deleted or anonymized after a reasonable period unless needed for security, fraud prevention, or legal claims.
• Marketing data: retained until you unsubscribe, withdraw consent, or we determine it is no longer needed.
• Analytics and technical logs: retained according to our operational and security needs, then deleted or aggregated.

11. Safeguards

We use administrative, technical, and physical safeguards designed to protect personal information, which may include encryption in transit, encryption at rest, role-based access controls, signed URLs for stored documents, secure development practices, logging, monitoring, and vendor due diligence. No method of transmission or storage is perfectly secure.

12. International and Cross-Border Processing

We may use service providers that process or store information in Canada, the United States, or other jurisdictions. Personal information may be accessible to courts, law enforcement, or regulators in those jurisdictions under lawful orders. Where feasible, we aim to use providers and configurations that support Canadian data handling expectations.

13. Your Choices and Rights

Subject to applicable law, you may request access, correction, withdrawal of consent, marketing unsubscribe, deletion of certain information, or ask questions about our privacy practices. Contact privacy@growthestate.ca. We may need to verify your identity before responding.

14. Children

The App is intended for adults involved in residential tenancy management and is not directed to children under the age of majority. We do not knowingly collect personal information directly from children through the App.

15. Related Policies

See also the App Terms, Website Privacy Policy, and Website Terms.

16. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version and revise the “Last Updated” date. Where required, we will provide additional notice or obtain additional consent.

17. Contact Us

Growth Estate Inc. Privacy Officer
Email: privacy@growthestate.ca
Support: support@growthestate.ca