Privacy Policy

Scope and roles

This Policy applies to PropSked's handling of personal information. PropSked handles account, security, support, operational, and service records and hosts and processes information to provide the service.

Landlords and property managers configure listings, showing forms, and applications and determine much of the information requested for rental purposes. They remain responsible for their own collection, use, screening, disclosure, retention, lawful housing practices, and non-discriminatory rental decisions.

Information collected

The information PropSked handles depends on the features used and the forms configured by a landlord or property manager.

Configured rental applications may include identity and contact information, residence history, employment and income information, references, vehicles, household and applicant information, applicant messages, supporting documents and uploads, and application status and activity. PropSked may capture consent related to a credit check, but PropSked does not currently perform a credit check.

• Account and company information, including name, email, authentication and verification records, company profile, contact preferences, account status, and security events.
• Property, unit, and listing information, including addresses, property and unit details, availability, listing content, images, video links, and showing settings.
• Prospect and showing information, including name, email, phone, showing selections, suggested times, prequalification responses, attendance confirmation, communications, and history.
• Technical and operational information, including IP-related security data where used, request IDs, browser, device, and access information, logs, rate-limit and security events, email-delivery metadata, scheduled-job and integrity information, and support communications.

Sources

Information may come from managers and companies, prospects and applicants, authorized users, automated service operation, service providers, and support interactions.

Purposes

PropSked handles information for understandable rental and service purposes, including:

• Creating and securing accounts and publishing listings.
• Scheduling showings and sending transactional communications.
• Supporting rental applications and landlord review and organization tools.
• Preventing abuse and unauthorized access and providing troubleshooting and support.
• Maintaining logs and audit history and operating backups and service infrastructure.
• Complying with law and improving reliability and usability using limited or aggregated information.

Consent and appropriate collection

Information should be collected for understandable rental and service purposes. Managers must request only information they are legally permitted to request and reasonably need. Prospects and applicants should review the landlord's collection purpose before submitting information.

Some information is required to provide a requested feature. Consent may be withdrawn where legally and technically possible, subject to records that must be retained for legal, security, audit, dispute, or other permitted purposes.

How information is shared

Prospect and applicant information is not made public merely because a listing is public. PropSked does not currently sell personal information or use it for third-party behavioural advertising.

PropSked may use aggregated or de-identified information where it cannot reasonably identify an individual.

• The landlord or property-management company receiving a request or application.
• Authorized PropSked support or Admin personnel only where needed.
• Infrastructure, storage, email, mapping, database, monitoring, and hosting providers.
• Legal, regulatory, court, law-enforcement, or safety authorities where required or permitted.
• A successor in a legitimate merger, financing, acquisition, or asset transfer, subject to appropriate safeguards.

Service providers

Current provider categories and examples include Heroku for application hosting, MongoDB for database services, Cloudflare R2 for private and public object storage, Postmark for transactional email, and Geocodio and/or MapTiler for mapping and geocoding. Providers may change as the service evolves.

Cross-border processing

Some providers may process or store information outside Canada. Information may therefore be subject to the laws of another jurisdiction. PropSked remains responsible for selecting and using providers with appropriate safeguards, subject to applicable law.

Cookies and similar technology

PropSked uses essential session, authentication, security, and preference cookies or similar storage. The current service does not use third-party behavioural-advertising cookies.

Future analytics or optional cookies would require updated disclosure and, where necessary, consent.

Retention

Records are retained only as long as reasonably needed for service, rental workflow, security, audit, legal, dispute, and backup purposes. Managers can archive or purge certain records where current features allow.

Some records may remain for security, audit, delivery, legal, or backup reasons. Retention periods are still being formalized, and an explicit retention policy remains future work.

Security

PropSked uses reasonable administrative, technical, and organizational safeguards. Examples include access controls, authentication, CSRF protections, rate limiting, private attachment authorization, secure transmission, logging restrictions, tokenized access, and provider and database safeguards.

No online system can guarantee absolute security.

Privacy incidents

PropSked will assess suspected breaches, take reasonable containment and correction steps, maintain records where required, and notify affected individuals or regulators where applicable. Not every technical incident requires notification.

Access, correction, and deletion requests

Individuals may use the contact information below to ask about access, correction, or deletion. PropSked may need to verify the requester's identity.

Requests concerning a rental decision or landlord-controlled application information may need to be handled by the relevant landlord or property manager. PropSked will assist or redirect the request where appropriate. Legal, audit, security, dispute, and backup restrictions may limit immediate deletion.

Accuracy and applicant decisions

Users should keep their information accurate. PropSked does not make the rental decision. Questions about approval, rejection, screening criteria, or an application outcome should be directed to the landlord or property manager.

PropSked's Internal Outcome field is a manager reference and is not an automated decision system.

Children and account eligibility

Public manager accounts are intended for adults authorized to act for a rental business. PropSked is not designed as a general children's service. Minors may still be identified as rental applicants or occupants where lawful and appropriate.