Privacy Policy

DwellTrack is designed for Canadian rental operations and aims to handle personal information in a way that reflects PIPEDA's fair information principles: accountability, consent, limited collection, limited use and retention, safeguards, openness, access, and correction.

DwellTrack is operated by Abdessattar Hayouniin Québec. The operator is responsible for personal information DwellTrack handles under applicable privacy law. Landlords and property managers determine the purposes for the rental records they manage and must meet their own obligations to tenants and applicants. Our Terms of Service do not waive anyone's statutory privacy rights.

PIPEDA guidance from the Office of the Privacy Commissioner of Canada explains that organizations should identify purposes, collect only what is needed, use appropriate safeguards, and give individuals access to their personal information. You can review that guidance on the OPC website.

We collect information you provide when you create an account, contact us, invite tenants or applicants, manage rental records, upload documents, or use DwellTrack workflows.

• Account details such as name, email address, and login data.
• Landlord, tenant, applicant, property, unit, and lease records.
• Payment and rent administration records, including ledgers, receipt details, e-transfer confirmation metadata, balances, and tax summary data.
• Maintenance requests, rental applications, uploaded documents, communications, support messages, and related activity history.
• Technical data such as device, browser, IP address, timestamps, security logs, cookies, and usage events needed to operate, protect, and improve the service.
• AI requests, instructions, submitted receipts and documents, relevant workspace context, generated responses, proposed actions, confirmations, corrections, and activity records associated with Kevin and other AI-assisted features.
• Subscription, billing, and payment-status information needed to administer your plan. Payment providers handle checkout and payment-method processing under their applicable terms.

Kevin is an AI assistant powered by Google Gemini language models accessed through Google Cloud Vertex AI. DwellTrack also uses this service for AI-assisted reviews, including portfolio insights, rental-application insights, tax-readiness reviews, and document assistance. These features can make mistakes and require human review.

AI assistance is off until you enable it in Privacy choices. Forwarded-email processing and automatic expense saving have separate choices, initially off. AI processing starts in response to an authorized AI request or submission: for example, you send Kevin a message, submit a receipt for extraction, ask for an AI review, or forward an email to DwellTrack. Forwarding rules you configure can send messages for processing while you are signed out. When automatic expense logging is enabled in Kevin preferences, eligible forwarded receipts can be recorded without a separate approval for each receipt. Eligible direct expense commands may also be saved without another confirmation when automatic logging is enabled. Turning off automatic logging requires review before an eligible expense is recorded; it does not stop AI extraction of receipts you forward. Use Privacy choices to stop future inbound processing and cancel waiting Kevin emails. To stop delivery to our email provider as well, disable the forwarding rules in your email account. Work already sent to a provider may have started and cannot be recalled.

Depending on the task, information sent to Google may include your prompt, submitted receipt or attachment, email content, vendor or payer details, property and unit details, tenant or applicant information, rent balances, expense descriptions, and relevant conversation context. Do not submit information you lack authority to share, and remove unnecessary sensitive details before submission. An authorized workspace user may include records about other people; that user must provide required notices and obtain any required consent before doing so.

Google processes submitted information to provide the AI service under the applicable Google Cloud terms and data-processing arrangements. Provider retention, security monitoring, and processing locations depend on the service and configuration. AI processing may occur outside Canada, and provider security monitoring or retention rules may apply. DwellTrack may retain requests, responses, source documents, and action history to operate the feature, support review and corrections, and protect the service, subject to the retention practices below.

You can choose not to submit AI requests and can change Kevin's automatic logging preferences. Contact us about access, correction, deletion, or withdrawing consent where applicable. Withdrawal does not undo processing already lawfully completed; we will explain any effects on providing a requested feature. An AI result is not a final decision about a tenant or applicant. The responsible landlord or property manager must review it and address requests to correct underlying facts or reconsider a decision.

Our service providers include Supabase for the Canadian database, authentication, and file storage; Vercel for application hosting and delivery; Resend for email workflows; Stripe for subscription payments; and Google Cloud Vertex AI for AI processing. We also use Google Analytics and Vercel services for usage and performance measurement. Map features use OpenStreetMap tiles and Nominatim address lookup; this can involve map requests or a submitted property address. If you request supported social publication, listing content and media can be sent to the configured Facebook or LinkedIn service. Oracle Cloud Object Storage serves public tutorial and marketing media. These flows depend on the feature used; availability of a publishing integration is not a statement that your account is connected to it.

Canadian database and file hosting does not mean that every supporting service processes information only in Canada. Information processed in another country may be subject to that country's laws and lawful access by its courts or authorities. We remain accountable for protecting personal information when providers process it for us. Contact us for questions about providers, safeguards, or processing.

Use automated forwarding addresses only for rental e-transfer payment notices or messages deliberately intended for Kevin processing, such as rental receipts, invoices, or supported instructions. You are responsible for your forwarding rules and for checking the full message, quoted thread, and attachments. Do not forward your whole inbox, unrelated personal emails, passwords, sign-in codes, full bank or card details, government identity documents, medical information, or other highly sensitive information. Remove unnecessary information and ensure you have authority to share information about others.

Resend receives emails sent to the supported receiving addresses and states that stored data is held in the United States. Resend's published policy states that email and log data is retained for 30 days on Free, Pro, and Scale plans; Enterprise arrangements may differ. This is the provider's published period, not a promise that every copy or derived record in DwellTrack is deleted after 30 days. See Resend's storage and retention information.

DwellTrack also stores information from supported email workflows in its Supabase infrastructure. Depending on the workflow, this includes sender and recipient details, subject, message text or HTML, processing history, and selected attachments or extracted records. The inbox workflow can store raw email copies. Our current raw-email cleanup process uses a 30-day expiry for newly reserved raw copies; this does not automatically erase database message bodies, older copies, extracted records, or provider backups. Retention and deletion depend on the record and the practices described below.

Turning off forwarded-email processing stops future work at the relevant processing checks. It does not delete records already retained or stop your email provider delivering messages to Resend. Disable the forwarding rule in your email account to stop delivery, and contact us about an unintended submission or an applicable deletion request.

Emails deliberately sent to our published support contact are separate from automated e-transfer and Kevin forwarding. We retain support correspondence and relevant case history as reasonably needed to answer requests, investigate service problems, resolve disputes, and meet applicable obligations, subject to the retention practices below. Support messages can contain personal information and remain protected under this policy. Send only what is needed for the request; avoid passwords, sign-in codes, and unnecessary sensitive documents.

• Provide, maintain, secure, and improve DwellTrack.
• Process landlord, tenant, applicant, payment, receipt, and maintenance workflows.
• Send service messages, invitations, receipts, notices, and support responses.
• Detect abuse, troubleshoot issues, and preserve account security.
• Comply with legal, tax, accounting, dispute, and recordkeeping obligations.

DwellTrack's primary database is hosted in Canada, including core account information and rental records. Files stored through our Supabase storage infrastructure are also hosted in Canada.

Certain supporting services, including email delivery, application hosting, and AI-powered features, may process limited information outside Canada. We work with trusted service providers and apply safeguards to protect information handled through these services.

We use administrative, technical, and organizational safeguards appropriate to the sensitivity of the information, including access controls, authentication, encryption in transit, provider security controls, and restricted internal access. While no online service can guarantee absolute security, we take reasonable measures to protect information against unauthorized access, disclosure, loss, misuse, or alteration.

We do not sell personal information. We may share information with service providers that help us operate DwellTrack, with users you direct us to communicate with, or where required for legal, security, compliance, or dispute-resolution purposes.

Landlords are responsible for ensuring they have an appropriate basis to collect, upload, and use tenant or applicant information in DwellTrack.

We keep personal information only as long as reasonably needed for the purposes described in this policy, including to provide the service, maintain records, comply with legal obligations, resolve disputes, and enforce agreements.

Landlords can request deletion of their account or workspace data by contacting us. Tenants and applicants may contact the landlord who invited them or contact DwellTrack directly. Some records may need to be retained where required for legal, tax, security, backup, or dispute-resolution purposes.

Retention depends on the record and purpose: account and workspace records support the active service; financial records support billing and applicable recordkeeping duties; AI activity supports requested workflows and review; and security logs support detection and investigation of misuse. When information is no longer needed, it should be deleted or de-identified, subject to legal holds and applicable requirements. Deletion from active systems may precede removal from protected backups. We do not promise immediate deletion from every backup or provider system.

Keeping records in DwellTrack does not determine the retention period for your rental business or tax filings. Landlords must preserve required source records and exports for the applicable period, while avoiding retention of personal information longer than they can lawfully justify.

You may request access to personal information we hold about you, ask us to correct inaccurate or incomplete information, or withdraw consent where the processing is based on consent and withdrawal is legally available.

To make a privacy request, email support@contact.dwelltrack.ca. We may need to verify your identity and may direct tenant or applicant requests to the relevant landlord where that landlord controls the record.

We will respond within the period required by applicable law, explain a lawful refusal or extension where applicable, and provide information about available complaint routes. You may contact the Office of the Privacy Commissioner of Canada or the appropriate provincial privacy regulator. Contacting a landlord does not prevent you from asking us about information we handle.

DwellTrack may use cookies, local storage, and similar technologies for authentication, preferences, security, performance, and basic usage analytics. You can control some cookie behavior through your browser settings, but disabling required cookies may affect the service.

Google Analytics and Vercel analytics or performance tools help measure visits, feature use, and technical performance. This is separate from asking Kevin to run an AI task. Depending on the tool and your settings, measurement can involve browser and device information, page visits, events, and online identifiers. Required authentication technologies and optional measurement serve different purposes. Optional Google and Vercel measurement is enabled by default. You can turn it off in Privacy settings under Analytics. Your browser preference is stored for 180 days and can be changed at any time. Turning analytics off reloads the page to unload measurement scripts; information already sent cannot be recalled. Browser controls do not replace our obligations to obtain required consent.

We send account, security, billing, requested workflow, and support messages needed to provide the service. Marketing communications are subject to applicable consent and unsubscribe requirements. Product updates and feature tips are off until you independently opt in through Privacy choices. You can withdraw there or through a product email unsubscribe link. Accepting the Terms of Service is not blanket consent to marketing. Landlords using DwellTrack to contact others must have authority to send the message and follow applicable communication rules.

We identify updates using the revision date and will provide notice of material changes and obtain fresh consent where required for a new use of personal information. If a privacy incident occurs, we will assess it and make notifications to affected people and regulators where required by applicable law. Please report suspected unauthorized access promptly using the contact below.

To reach the person in charge of the protection of personal information at DwellTrack, send privacy questions, complaints, deletion requests, access requests, correction requests, or security concerns to support@contact.dwelltrack.ca.