Privacy Policy
Last updated: June 18, 2026
Who this applies to
This policy applies to landlords, property managers, applicants, and tenants who use OneRental. It describes what personal information we collect, why we collect it, and how we protect it. Our practices are designed to support compliance with applicable Canadian privacy laws, including PIPEDA and substantially similar provincial private-sector privacy laws where they apply.
What we collect and why
We collect the information needed to operate the platform: account credentials; organization details; tenant contact information; lease terms and payment records; maintenance requests; communications between landlords and tenants; and rental application details, including screening information where required. We collect this information to provide the rental management service and related support, and we do not use it for unrelated purposes.
Consent
By creating an account, submitting a rental application, or providing profile information, you consent to the collection, use, and storage of your personal information as described in this policy. Where credit checks, background checks, or similar screening reports are used, required consent must be obtained before they are requested. You may withdraw consent by contacting us, subject to legal, contractual, and service-related limits.
Security safeguards
Sensitive personal and financial information is encrypted at rest using industry-standard safeguards. Access to personal data is restricted by authenticated account access, organization membership, and role-based permissions. We also keep security-relevant audit records to help investigate access, export, deletion, and screening-related activity.
Retention
We retain personal information only for as long as needed to provide the service, meet legal or contractual obligations, support dispute resolution, and maintain security records. Some records, such as active lease records or screening-related records, may need to be retained for legally required periods. Deleted or expired records may remain in backups until those backups are overwritten through normal rotation. You may request deletion of your data by contacting us; we will respond within the timelines required by applicable law, subject to any retention obligations that apply.
Your rights
You have the right to access the personal information we hold about you, request correction of inaccurate information, request a copy of tenant data associated with your account, and request deletion of your information subject to legal retention requirements. To exercise any of these rights, use the Support page below.
Disclosure
We do not sell personal information. We share information only with service providers required to operate the platform (database hosting, file storage, email delivery) under data processing agreements. We will disclose information if required by law or court order.
Cross-border transfers
Our infrastructure is hosted on servers located in Canada and the United States. By using OneRental, you acknowledge that your information may be transferred to and processed in these jurisdictions.
Screening and adverse decisions
Where rental screening uses a credit check, background check, or similar screening report, the person making the rental decision is responsible for complying with applicable credit reporting, privacy, human rights, and residential tenancy laws, including any required notices or applicant access and correction rights.
Contact
Privacy questions, access requests, and correction requests can be submitted through the Support page.