Privacy Policy

Last updated: October 9, 2026

In short:

We collect only what we need to run TenantPeak and answer enquiries.
We never sell personal information, and we do not use advertising or tracking cookies.
You can ask to see, correct or delete your information at hello@tenantpeak.com.

1. Who we are
2. Whose information this is
3. What we collect
4. How we use it
5. Emails we send
6. Who we share it with
7. How long we keep it
8. How we protect it
9. Cookies and browser storage
10. Your choices and rights
11. Changes to this policy
12. Contact us

1. Who we are

TenantPeak provides property management software and operations support to Realtors, brokerages and property managers (our clients). Through the TenantPeak portal at www.tenantpeak.com/portal, our clients, the property owners they work for and their tenants can see and manage rent, statements, maintenance, documents and messages.

This policy explains how TenantPeak handles personal information on our website (www.tenantpeak.com) and in the portal, in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Whose information this is

Website visitors and our clients' own accounts: TenantPeak decides how this information is used, and this policy applies directly.
Owners and tenants in the portal: their records (for example a lease, rent payments or a maintenance request) are entered and managed by the Realtor or property manager they deal with. We hold and process that information on our client's behalf and only to provide the service. Our client is also responsible for it, so for questions about your tenancy or your property's records you can contact them as well as us.

3. What we collect

On the website

Book a Demo form and the website chat: the topics you chose in the chat, and your name, email, and optionally your phone number, company, role, the number of doors you manage, the topic and any message you write.
Technical information: your IP address and browser details, used briefly to deliver the site and to block abuse (for example, too many form submissions from one address).

In the portal

Account details: name, email address, role (office, realtor, owner or tenant) and sign-in records. Passwords are handled by Google Firebase Authentication; we never see them.
Owners: name, email, phone, management fee terms, how they prefer to be paid, and the properties they own.
Tenants: name, email, phone, and the details of their tenancy (unit, rent, due date, lease dates, deposit held, rent increases).
Financial records: rent charges, payments received (amount, date, method, reference), expenses, owner statements and payouts.
Maintenance and messages: requests, photos attached to them, replies, messages between the office, owners and tenants, and entry notices.
Documents: files uploaded to the portal, such as leases, notices, inspection reports or receipts.
Sign-up requests: details an owner or tenant gives when asking for a portal account.

The portal does not ask for Social Insurance Numbers, dates of birth or bank account numbers. Please do not include them in messages, notes or uploaded files unless they are truly needed.

4. How we use it

To provide the portal: keeping the records above, calculating balances, statements and receipts, and showing each person only what they are allowed to see.
To send the service emails listed in section 5.
To answer demo requests and other enquiries.
To keep the service secure, prevent misuse, fix problems and keep backups.
To meet legal, tax and record-keeping obligations.

We do not sell personal information, rent it out, or use it for advertising. We do not send marketing emails without your consent.

5. Emails we send

Service emails come from hello@tenantpeak.com, usually shown with the name of the Realtor or property manager you deal with. They include:

portal invitations and password-reset links;
to owners: statement ready or updated, payout sent, and rent received from a tenant;
to tenants: rent reminders when rent is overdue;
to our clients: daily summaries of overdue rent;
a confirmation when you submit the Book a Demo form.

These emails are part of the service and cannot be switched off individually while you have a portal account.

Only with:

Inside the portal: our client (the Realtor or property manager) and their office see the records they manage; an owner sees their own properties, tenants and statements; a tenant sees their own tenancy, payments and requests.
Service providers who run parts of TenantPeak for us, under their own security and privacy commitments:
- Google Cloud / Firebase (website hosting, database, file storage, sign-in, server functions). Our main database is stored in Toronto, Canada. Sign-in, uploaded files and website delivery may be processed in other countries, including the United States.
- Zoho Mail (sending our emails and receiving replies). Email content is processed in Zoho's data centre in India.
- Google Fonts (the fonts on our website), which receives your IP address when the site loads.
When the law requires it, for example a valid court order, or to protect someone's safety.
If TenantPeak is sold or merged, to the new owner, who must keep protecting it under this policy.

Because some providers are outside Canada, personal information may be stored or processed in the United States or India and may be accessible to authorities there under local law.

7. How long we keep it

Portal records: for as long as our client uses TenantPeak, and afterwards as long as needed to meet legal, tax and record-keeping obligations (financial records generally for at least six years, as Canadian tax rules require).
Demo requests and enquiries: for as long as needed to follow up, and no longer than two years unless you become a client.
Email logs: a record of which service emails were sent, to whom and when, kept with the portal records.

When information is no longer needed, we delete it or make it anonymous.

8. How we protect it

All connections to the website and portal are encrypted (HTTPS).
Access is controlled by role: every person, and every Realtor's office, can only reach the records they are allowed to see, and this is enforced by the database itself, not just the screens.
Changes to records are kept in a history, and the database can be restored to an earlier point if something goes wrong.
Only the people who need it to run the service can access the systems behind it.

No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify the people affected and the Privacy Commissioner of Canada as the law requires.

9. Cookies and browser storage

The website does not use advertising or tracking cookies. The portal stores a small amount of information in your browser to keep you signed in; signing out removes it.

10. Your choices and rights

See the personal information we hold about you.
Correct anything that is wrong or out of date.
Withdraw consent or ask us to delete information, subject to legal and contractual limits (for example, financial records we must keep, or records our client must keep about a tenancy).
Ask questions or complain about how we handle your information.

Email hello@tenantpeak.com. We will reply within 30 days. If your request is about records a Realtor or property manager keeps about your tenancy or property, we may also refer it to them. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

11. Changes to this policy

We will update this page when our practices change and show the new date at the top. If a change is significant, we will tell portal users by email or in the portal before it takes effect.

12. Contact us

TenantPeak
hello@tenantpeak.com