Privacy Policy

Two roles: landlords and their tenants

Keystead is used by landlords and property managers (our "Customers") to manage their properties. There are two relationships to keep in mind:

• Your account with us. For a Customer's own account and billing information, we are the data controller and this policy applies directly.
• Tenant information a Customer enters. When a landlord adds a tenant's details (name, contact, lease, payments, documents), the landlord is the party responsible for that information and we act as their service provider (processor), handling it only to run the Service on their behalf. If you are a tenant, please direct questions about your information to your landlord.

Information we collect

• Account information: your name, email address, organization name, a securely hashed password, and two-factor authentication settings.
• Billing information: your subscription plan and status, and identifiers from our payment processor. Card numbers are entered directly with Stripe and are never stored on our servers (see Payments below).
• Content you enter: property, unit, lease, and tenant records (which may include tenant names, email addresses, phone numbers, mailing addresses, dates of birth, lease terms, rent and payment history), along with documents, maintenance notes and photos, notices and letters you generate, the incidents and promises to pay you record, smart-lock door codes, and the names and email addresses of the co-owners, building administrators and contractors you give a login.
• Rental applications: when a Customer shares an application link, applicants give their name and contact details, the names of anyone applying with them, their current and previous addresses with their landlords' contact details, their employer and income, a guarantor and an emergency contact, whether they have pets or smoke, and any vehicle. We record their consent to the checks, with the time and network address it was given. Someone applying for a parking spot or a locker gives only their name, contact details, their unit in the building and their vehicle. This is collected on the Customer's behalf. An application that is not approved is deleted automatically a year after it was submitted, and an approved one stays with the tenant's record.
• Electronic signing records: when a document is signed through the Service, we record the signer's typed name, the signing timestamps, and technical details of the signing session (such as device and network information) to create a tamper-evident record of execution. The signed copy ends with a signing record page showing, for each signer, the name they typed, the email address their signing link was sent to, when it was sent, opened and signed, and the IP address and browser it was signed from. Everyone the signed copy goes to can see that page.
• Calendar link: if you make a calendar link, your calendar app fetches the dates you see in Keystead, which can include tenants' names, from a private address. The address works until you make a new one.
• Sign in with Apple: if you sign in or sign up with Apple, we receive a unique identifier and the email address associated with your Apple ID (which may be a private relay address if you choose "Hide My Email"), and, on first sign-in, the name you share. We never see your Apple password.
• Communications: emails you send to tenants through the Service, whether each one was sent, and whether a tracking pixel was loaded.
• Technical data: standard request logs (such as IP address, browser type, and pages requested) and an audit trail of sign-ins and changes, used to keep the Service secure, reliable, and accountable.

How we use information

• To provide, maintain, and improve the Service and its features.
• To process subscriptions, payments, trials, and renewals.
• To provide customer support and respond to your requests.
• To protect against fraud, abuse, and security incidents, and to comply with legal obligations.

Payments

Subscription payments are processed by Stripe. When you enter card details, they are sent directly to Stripe and handled under Stripe's own terms and privacy policy; we receive only a payment token, your subscription status, and related identifiers, not your full card number. See stripe.com/privacy.

When a Customer collects rent online, the tenant connects their bank account and agrees to a pre-authorized debit in Stripe's own window, and the payment is made on the Customer's own Stripe account. We never see or store the tenant's bank details. We keep Stripe's reference for each payment, its amount and status, and the day the tenant sent it.

Email you send through the Service

When you email a tenant from Keystead, the message is sent using the email server you configure, and we keep a log of what was sent and its status. Emails may include an invisible open-tracking pixel; because many email apps block or pre-load images, opens should be treated as an indicator, not proof of reading. As the sender of those messages, you are responsible for having any consent required to send them.

Email we send to you

We send service and account messages, such as a welcome email when you sign up and notices about your trial, billing or security. Account owners also get a short email on Mondays when a legal deadline in their account needs attention; it names the tenants and units concerned. These are transactional messages about the Service you signed up for, sent from our own address through a third-party email delivery provider, which may process messages on servers outside Canada. We identify ourselves in every message, and you can contact us at any time about the email you receive.

Where information is stored

The Service and its database are operated on infrastructure controlled by Cedar Bridge Systems in Canada, with backups kept in Canada. We apply access controls, encryption of sensitive fields, and secure (HTTPS) connections. Some processing involves service providers that may operate outside Canada, notably Stripe (payments), Apple (Sign in with Apple), and our email delivery provider, and information handled by them may be subject to the laws of those jurisdictions. We use contractual and technical safeguards appropriate to that processing.

If something goes wrong

If a breach of security safeguards involving personal information creates a real risk of significant harm, we will notify affected individuals and report to the Office of the Privacy Commissioner of Canada as required by PIPEDA, and we keep records of security incidents. Where the affected information is tenant data a Customer entered, we will notify that Customer promptly so they can meet their own obligations.

How we share information

We do not sell personal information. We share it only with service providers who help us operate the Service (for example, Stripe for payments), and only as needed and subject to appropriate safeguards. We may disclose information where required by law or to protect our rights, users, or the public. People a Customer invites to their account see only what their role allows: a contractor with a maintenance login, for example, sees the requests given to them, with the tenant's name and phone number so they can arrange the work.

If you add your calendar link to a calendar app, that app's provider (for example Apple, Google or Microsoft) fetches your dates from the link and keeps them under its own terms. Anyone who has the link can see those dates, so keep it to yourself; making a new link stops the old one at once.

Retention and deletion

We keep account and content information for as long as your account is active and as needed to provide the Service, then for any period required or permitted by law. Some records are deleted automatically: a rental application that was not approved, a year after it was submitted, and a document or an application you delete, 30 days after you delete it. You can ask us to delete your account information; tenant records are managed by the Customer who entered them, and are removed when the Customer deletes them or closes their account, subject to legal retention requirements.

Your choices

You may access, correct, or request deletion of your account information by contacting us; we respond to access requests within 30 days as PIPEDA requires. The Service also includes a full self-serve export of your records. If you are a tenant, contact your landlord about information they hold about you. We will assist them in responding. Depending on where you live (for example, Quebec), you may have additional rights under applicable privacy laws.

Cookies

The Service uses a small number of strictly necessary cookies to keep you signed in and secure. We do not use advertising cookies. The marketing website does not knowingly use advertising cookies.

Children

The Service is intended for business use by landlords and property managers and is not directed to children.

Changes

We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above.

Contact our Privacy Officer

Cedar Bridge Systems has designated a Privacy Officer accountable for our handling of personal information. For privacy questions, access or correction requests, or complaints, email info@cedarbridgesystems.com with “Privacy” in the subject line. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada. See also our Terms & Conditions.