Panadew Property Management

Privacy Policy

Last updated: 16 September 2026

We collect personal information to rent and manage homes, and for nothing else. This page sets out what we collect, why, who sees it, where it is kept, and how to get at it or correct it.

What this policy covers

This policy explains what personal information we collect through this website and the rental management system behind it, why we collect it, who we share it with, and what you can ask us to do about it. It applies to visitors to the site, people who submit a rental application, co-signers and guarantors, and current and former tenants.

It does not change any rights you have under the Residential Tenancies Act, 2006 or under Ontario or federal privacy law.

Information we collect

The amount we collect depends entirely on what you do. Browsing the site requires nothing from you beyond ordinary technical information; submitting a rental application requires a great deal more.

  • Visiting the site: standard web-server information such as your IP address, browser type, referring page, and the date and time of each request. Our bot-protection service (Google reCAPTCHA Enterprise, through Firebase App Check) also evaluates requests to public forms.
  • Contact and inquiry forms: your name, email address, phone number, and whatever you write in the message.
  • Rental applications: name, date of birth, contact details, current and previous addresses and landlords, employment and income details, references, the people who will live in the unit, and — where applicable — co-signer or guarantor details. Students may instead provide school enrolment and parent or guarantor details.
  • Documents you upload with an application: government-issued identification, proof of income, and proof of enrolment.
  • If your application proceeds: lease documents, your electronic signature and the typed name you sign with, and the date and time you signed.
  • During a tenancy: rent and payment history, maintenance and work-order records, notices and correspondence, and — if you set up pre-authorized debit — your bank name, branch, institution number and account number.
  • [TO CONFIRM] Where a social insurance number is collected, we collect it only for the purpose stated at the time and never as a condition of applying.

Why we collect it, and your consent

We collect personal information only for purposes a reasonable person would consider appropriate: to answer your inquiry, to assess a rental application, to prepare and administer a lease, to collect rent and issue receipts, to carry out repairs and maintenance, and to meet our legal and tax obligations.

Credit and background checks are run only with your express consent, given by ticking the authorization boxes on the application form. You can decline; we will tell you if that means we cannot assess your application. You can withdraw consent at any time, subject to legal and contractual restrictions and to reasonable notice — tell us in writing and we will explain what the withdrawal means for anything already under way.

Who we share it with

We do not sell, rent or trade personal information, and we do not use it for advertising.

  • A consumer reporting agency, when you have authorized a credit or background check. That agency handles your information under its own obligations as a consumer reporting agency in Ontario.
  • Our electronic-signature provider, for documents sent to you for signing.
  • Service providers who operate this system on our behalf — principally Google (Firebase and Google Cloud) for hosting, databases, file storage and bot protection, and our email delivery provider for messages the system sends you. They act on our instructions and are not permitted to use your information for their own purposes.
  • Anyone else only with your consent, or where the law requires or permits it — for example a subpoena, a court order, a Landlord and Tenant Board proceeding, or a government request we are obliged to answer.

Where your information is stored

Our database and uploaded documents are stored in Google data centres in Montréal, Québec. The servers that process requests and run scheduled tasks are located in the United States, which means your information is transmitted to and processed there. While it is in another country, it may be accessible to the courts, law enforcement and national security authorities of that country under its laws.

How we protect it

No system is perfect. We take measures reasonably necessary to protect against unauthorized access, use, alteration or destruction of personal information, and we will tell you if a breach creates a real risk of significant harm to you.

  • Sensitive fields — including banking details and any social insurance number — are encrypted where they are stored.
  • Access is limited to staff whose role requires it, and administrator accounts require two-step verification.
  • Public forms are protected against automated abuse, and file uploads are restricted by type and size.
  • Documents and records are held in access-controlled storage rather than in ordinary email.

How long we keep it

Tenancy records are kept for as long as the tenancy lasts and afterwards for the period required by tax, limitation and residential-tenancy law.

[TO CONFIRM] Applications that are rejected or abandoned are kept for a defined period and then deleted. Backups may hold a copy for a short period after deletion.

Seeing and correcting your information

You can ask us what personal information we hold about you, how we have used it and who we have disclosed it to, and you can ask us to correct anything that is wrong. Write to us using the details below. We will respond within 30 days, and we will tell you in advance if we need longer or if the law allows us to refuse part of a request.

[TO CONFIRM] Requests are handled by the person named here, who is accountable for our compliance with this policy.

If you are not satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada.

Cookies

We use cookies and similar browser storage for things the site cannot work without: keeping you signed in, keeping a form you are filling in, and protecting forms against automated abuse. We do not use advertising or cross-site tracking cookies. You can set your browser to refuse cookies, but parts of the site — signing in and submitting an application in particular — will stop working.

Changes to this policy

We may update this policy. The date at the top always shows when it last changed, and any material change will be reflected here before it takes effect.

How to reach us

Questions about this document, or about the personal information we hold about you, can be sent to Panadew Property Management: