Islandresidential.ca Data Handling and Privacy Policy
(Compliant with the Personal Information Protection and Electronic Documents Act, “PIPEDA”)
This Privacy Policy outlines how Islandresidential.ca (hereinafter “we,” “us,” or “our”) collects, uses, discloses, stores, and safeguards personal information from individuals who apply for rental properties through our platform. It applies to all personal data collected via our online forms and any related interactions. Our goal is to ensure compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and to maintain the highest standards of transparency and accountability in handling your personal information.
Islandresidential.ca designates our Web and Legal Departments as responsible for overseeing data privacy and compliance. These teams coordinate efforts to ensure that personal information is collected, used, disclosed, retained, and safeguarded in accordance with PIPEDA. Any inquiries regarding our privacy practices may be directed through the contact form or electronic contact methods provided on our website.
We collect the following categories of personal information to support our rental application process required information as full name and surname, phone number, names and surnames of individuals who may reside in the property (if applicable), rental history (including previous residential addresses), current residential address and any relevant tenancy information, employment information (e.g., employer name, job title, length of employment), as optional Information: Criminal history, if relevant to the application process and financial information (such as credit history or proof of income)
We collect only the personal information necessary for evaluating rental applications and ensuring that we can verify references and other relevant background information in accordance with PIPEDA’s principle of Limiting Collection.
The primary purpose of collecting personal information is to: assess the suitability and viability of prospective tenants., verify references, including employment and rental histories, facilitate informed decisions regarding rental agreements and property occupancy.
All personal information collected is used exclusively for these stated purposes or for purposes consistent with the original intent. Should any new or additional purposes arise, we will seek updated consent from affected individuals.
We obtain consent from individuals through a mandatory checkbox in our online application form. Users must actively select (“opt-in”) to confirm that they have read and agreed to the terms of this Privacy Policy. If the checkbox is not selected, the individual will not be able to proceed with the application. By providing explicit consent, applicants acknowledge that their personal information will be collected and processed for the purposes outlined in this Privacy Policy. In accordance with PIPEDA, we will take reasonable steps to obtain further consent where required, especially if new or sensitive data categories are introduced.
Islandresidential.ca stores personal information only for the duration necessary to fulfill the purposes described above or as required by law. Specifically: If an applicant is not selected to proceed with the rental process, their personal information is retained for one (1) calendar year. After this period, all related personal data will be securely deleted. If an applicant is selected and ultimately enters into a rental agreement, their information is retained until six (6) months after the tenancy agreement has ended. At the end of that period, relevant personal information will be securely deleted, unless legal obligations require retention for a longer period. We ensure that no personal data is kept for longer than is necessary, in compliance with the Limiting Use, Disclosure, and Retention principle of PIPEDA.
We employ administrative, technical, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, or misuse. These measures include: Secure Socket Layer (SSL) encryption for data in transit, ensuring that all data exchanges between users and our website remain confidential and protected from interception, databases to store personal information at rest, hosted on the same secure server infrastructure as Islandresidential.ca and regular reviews of data handling procedures to ensure compliance with PIPEDA and industry best practices.
In the event of any unauthorized access, breach, or leakage of personal data, Islandresidential.ca will follow the incident response and notification procedures recommended by PIPEDA in effect at the time of the breach. This includes, but is not limited to: Immediately containing and investigating the breach, assessing risks and potential impact on affected individuals.
Islandresidential.ca recognizes the individual’s right to access, update, and request deletion of their personal information. Requests to remove personal data from our records can be submitted electronically via the methods provided on our website at Islandresidential.ca. We will process such requests in accordance with PIPEDA’s guidelines, ensuring that any personal data is corrected or deleted as requested, subject to any legal or contractual limitations.
We do not sell or share personal information with external third parties, except in the following situation:the only disclosure occurs to our website development and hosting providers, who manage the software and server infrastructure. These providers are contractually obligated to maintain confidentiality and adhere to data protection standards aligned with PIPEDA, If required to do so by law, regulation, or valid legal process, we may disclose personal information to relevant authorities, but only to the extent necessary and as permitted by PIPEDA.
From time to time, Islandresidential.ca may update this Privacy Policy to reflect new procedures, regulatory requirements, or operational changes. Any significant modifications will be posted on our website, and the revised policy will include an updated effective date. We encourage users to review this document periodically to stay informed about how we protect their personal information.
By applying for a rental property through Islandresidential.ca, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.