1. Introduction

Automanagement ("we", "us", or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform (the "Service"). This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy law, and applicable Ontario privacy legislation.

2. Accountability

Automanagement is responsible for all personal information in our possession or control, including information that has been transferred to third-party service providers for processing. Our Privacy Officer can be contacted at info@automanagement.ca for any questions or concerns about this policy or our privacy practices.

3. Information We Collect

We collect information that you provide directly and information generated through your use of the Service:

Personal Information

Account information: Name, email address, password (stored securely hashed), and user role (property manager, tenant, owner, or contractor).
Contact information: Phone number (optional), used for maintenance coordination.

Property and Tenancy Information

Property details: Addresses, unit numbers, bedroom/bathroom counts, rental amounts.
Lease information: Lease start/end dates, rent amounts, payment schedules.

Rental Application Information

Applicant details: Name, email, phone, current address, employment information, income, and rental history submitted through rental application forms.
Supporting documents: ID, pay stubs, reference letters, or other documents uploaded by applicants. Stored securely and accessible only to the property management team.
Credit check consent: Application forms require explicit consent before any credit check may be performed, in accordance with provincial privacy requirements.

Financial Information

Payment records: Payment amounts, due dates, and payment status. Payments are processed via Interac e-Transfer. We do not store banking credentials.

Maintenance Information

Maintenance requests: Descriptions, categories, urgency levels, photos of issues, contractor notes, and job completion photos.

Usage Information

Log data: Login times, pages visited, and actions taken within the Service.
Device information: Browser type, IP address, and operating system (collected automatically by our hosting provider).

4. Purposes of Collection

We collect and use your personal information for the following identified purposes:

Account management: Creating and managing your user account, authenticating your identity, and providing role-based access.
Property management: Managing properties, units, tenancies, and lease agreements.
Rent collection: Processing rent payments, generating payment records, and tracking payment history.
Maintenance management: Submitting, triaging, assigning, and tracking maintenance requests between tenants, property managers, and contractors.
Notifications: Sending in-app and email notifications about account activity, maintenance updates, and payment status.
AI-powered automation: Using artificial intelligence to categorize maintenance requests and automate workflow processes.
Service improvement: Analyzing usage patterns to improve the Service.
Legal compliance: Complying with applicable laws, regulations, and legal processes.

5. Consent

By creating an account and using the Service, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. For tenants, owners, and contractors whose accounts are created by a property manager, consent is obtained when you first log in and use the Service. You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions. Withdrawal of consent may limit our ability to provide certain features of the Service.

6. Limiting Collection

We only collect personal information that is necessary for the identified purposes. We do not collect information indiscriminately. Photo uploads are limited to maintenance-related images, and file types are restricted to common image formats (JPEG, PNG, WebP, GIF) with size limits.

7. Disclosure to Third Parties

We share your personal information with the following third-party service providers, strictly for the purposes of operating the Service:

Supabase (database and authentication) - Stores account data, property information, and application data. Supabase is SOC 2 Type II certified.
Vercel (hosting) - Hosts the web application. Vercel is SOC 2 Type II certified.
Resend (email delivery) - Sends transactional email notifications. Receives only email addresses and notification content.
Twilio (SMS notifications) - Sends text message notifications for maintenance updates and account alerts. Receives only phone numbers and message content.
Stripe (payment processing) - Processes subscription payments for property managers. Receives billing information as necessary to process payments. Stripe is PCI DSS Level 1 certified.
n8n (workflow automation) - Processes automated workflows including AI-powered maintenance triage.

We do not sell, trade, or rent your personal information to third parties. We may disclose your information if required by law, court order, or governmental regulation, or to protect the rights, property, or safety of Automanagement, our users, or the public.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Active account data is retained for the duration of your account. After account termination, we retain data for a reasonable period (up to 12 months) to comply with legal obligations, resolve disputes, and enforce our agreements. Payment records may be retained longer as required by tax and financial regulations. You may request deletion of your data at any time by contacting us.

9. Safeguards

We implement appropriate technical and organizational security measures to protect your personal information, including:

Encryption in transit: All data transmitted between your browser and our servers is encrypted using HTTPS/TLS.
Authentication: Secure password hashing, session management, and role-based access control.
Row-Level Security: Database-level policies ensure users can only access data they are authorized to see.
Input validation: All user inputs are validated and sanitized to prevent injection attacks.
Security headers: HTTP security headers (X-Frame-Options, Content-Type-Options, Referrer-Policy) protect against common web vulnerabilities.
Access controls: Administrative functions are restricted to authorized property managers within their own company scope.

10. Your Rights

Under PIPEDA, you have the following rights regarding your personal information:

Access: You may request access to the personal information we hold about you. We will respond within 30 days of receiving your request.
Correction: You may request correction of any inaccurate or incomplete personal information. You can update much of your information directly through your account settings.
Deletion: You may request deletion of your personal information, subject to legal retention requirements.
Withdrawal of consent: You may withdraw your consent to the collection, use, or disclosure of your personal information at any time.

To exercise any of these rights, contact us at info@automanagement.ca.

11. Cross-Border Data Transfers

Some of our third-party service providers may store or process data in countries outside of Canada, including the United States. When your information is transferred outside of Canada, it remains subject to the privacy laws of the jurisdiction in which it is stored and may be accessible to law enforcement and national security authorities of that jurisdiction. We ensure that our service providers maintain appropriate safeguards to protect your information.

12. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Complaints

If you have a complaint about our privacy practices, please contact us first at info@automanagement.ca. We will investigate and respond to your complaint within 30 days. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or by calling 1-800-282-1376.

15. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer at: info@automanagement.ca

Automanagement
London, Ontario, Canada