Privacy Policy

Information We Collect

Information you provide directly

• Account information — your name, email address, and password when you create an account
• Profile information — company name, phone number, province, and other details you add to your profile
• Property & financial data — property addresses, rental amounts, expenses, mortgage details, and other financial records you enter
• Tenant information — tenant names, email addresses, phone numbers, and tenancy dates that you add on behalf of your tenants
• Communications — any messages you send to us via email or support channels

Information collected automatically

• Usage data — pages visited, features used, and actions taken within the app
• Device information — browser type, operating system, and device type
• IP address — used to detect suspicious activity and protect your account
• Authentication logs — login timestamps and session identifiers, retained for security purposes

Tenant data — special notice for landlords

When you enter tenant information into Estate Ledger, you become a data controller for that personal data under PIPEDA. You are responsible for obtaining any required consent from your tenants and for handling their data in accordance with applicable privacy law. Estate Ledger acts as a data processor on your behalf.

How We Use Your Information

We use the information we collect only for the following purposes (PIPEDA Principle 3 — Limiting Collection; Principle 5 — Limiting Use, Disclosure, and Retention):

• Provide, operate, and improve the Estate Ledger service
• Process your subscription payments and manage your account
• Send transactional emails — receipts, password resets, trial reminders, and account notifications
• Send onboarding and feature-education emails during your trial period (you can unsubscribe at any time)
• Respond to support requests and questions
• Monitor platform security and detect fraudulent activity
• Comply with legal obligations, including CRA record-keeping requirements

We do not use your property or tenant data for advertising, profiling, or any purpose beyond operating the service you have subscribed to. We do not sell your data — ever.

Third-Party Service Providers

We share data only with the following trusted service providers who are contractually bound to protect it (PIPEDA Principle 7 — Safeguards; Principle 4.1.3 — Accountability for Third Parties):

• Supabase (Supabase Inc.) — Database, authentication, and file storage. Your data is stored on Supabase infrastructure hosted in us-east-1 (AWS, United States). Supabase is SOC 2 Type II certified.
• Stripe (Stripe, Inc.) — Payment processing. Stripe handles all credit card data. Estate Ledger never stores or sees your full card number. Stripe is PCI DSS Level 1 certified. Stripe may process data in the United States and other jurisdictions.
• Cloudflare (Cloudflare, Inc.) — Content delivery network (CDN), DDoS protection, and edge hosting. Cloudflare may process request metadata (IP address, headers) at edge nodes globally. Cloudflare complies with the EU–US Data Privacy Framework and similar frameworks.
• Resend (Resend, Inc.) — Transactional email delivery. Email addresses and message content are transmitted to Resend for delivery. Resend processes data in the United States.
• Anthropic, PBC — AI-powered document parsing. When you use Estate Ledger's optional email automation features (bill forwarding or Interac e-transfer detection), the content of forwarded emails is transmitted to Anthropic's Claude API for extraction of structured data (e.g. billing amounts, due dates, payment details). Only the text content of forwarded emails is sent — no account credentials or payment card data. Anthropic processes data in the United States. Anthropic's API usage policy prohibits training on API inputs without consent; data submitted via the API is not used to train Anthropic's models. This processing only occurs when you actively use the email forwarding features; it does not apply to data entered manually in the app.

No other third parties receive access to your personal data. We do not use advertising networks or data brokers.

Cross-border data transfers

Because our service providers operate primarily in the United States, your personal data is transferred to and stored in the United States. By using Estate Ledger, you acknowledge this transfer. We have contractual protections in place with each provider to ensure your data is handled in accordance with PIPEDA standards. Quebec residents should note that this cross-border processing is disclosed as required under Quebec Law 25 (Law 25, s. 17).

Data Retention

We retain personal information only as long as necessary for the purposes described in this policy (PIPEDA Principle 5 — Limiting Use, Disclosure, and Retention):

• Financial and tax records — retained for 7 years from the end of the tax year to which they relate, as required by the Income Tax Act (Canada), s. 230
• Account information — retained while your account is active and for 90 days after deletion to allow account recovery, then permanently deleted
• Tenant contact information — we recommend deleting tenant records within 12–24 months after a tenancy ends. You can delete tenant records at any time from within the app
• Authentication logs and security events — retained for 90 days
• Support communications — retained for 2 years after resolution

When you delete your account, we initiate deletion of all personal data within 30 days, except where retention is required by law (e.g., financial records). Anonymized, aggregated usage statistics may be retained indefinitely.

Data Storage & Security

Your data is protected using industry-standard safeguards (PIPEDA Principle 7 — Safeguards):

• All data is encrypted in transit using TLS 1.2 or higher
• Stored data is encrypted at rest using AES-256
• Access to your data is restricted to authenticated users via Row Level Security (RLS) policies — our staff cannot read your property or financial data without your account credentials
• Subscription and billing fields in your profile are protected by a database trigger that prevents modification except through our verified billing system
• Stripe handles all payment card data — we never store card numbers on our servers
• We conduct regular security reviews and monitor for unauthorized access

Despite these measures, no system is perfectly secure. If you discover a security vulnerability, please report it to privacy@estate-ledger.com.

Breach notification

In the event of a privacy breach that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required under PIPEDA and SOR/2018-64. We maintain an internal breach log as required by s. 10.3 of PIPEDA.

Disclosure of Your Information

We do not sell, rent, or trade your personal information. Beyond the service providers listed in Section 03, we may disclose information only in these circumstances:

• Legal requirements — if required by a court order, subpoena, or applicable law. We will notify you of such requests where legally permitted.
• Business transfers — in the event of a merger, acquisition, or sale of assets, your data may transfer to the new entity. We will notify registered users at least 30 days before such a transfer and provide an opportunity to delete your account.
• Protection of rights — to protect the rights, property, or safety of Estate Ledger, our users, or the public, where required or permitted by law
• With your explicit consent — for any purpose beyond those described here, we will obtain your consent first

Cookies & Analytics

Estate Ledger uses only the cookies necessary to operate the service:

• Authentication cookies — session tokens issued by Supabase Auth that keep you logged in
• Preference cookies — theme and UI settings stored in localStorage (not transmitted to our servers)

We do not use advertising cookies, third-party tracking cookies, or share browsing data with ad networks. We may use privacy-respecting, anonymized analytics to understand aggregate feature usage, but this does not identify individual users.

Your Rights

Under PIPEDA and applicable provincial privacy legislation, you have the following rights (PIPEDA Principle 9 — Individual Access):

• Access — request a copy of the personal data we hold about you. We will respond within 30 days.
• Correction — request that we correct inaccurate or incomplete information. Most data can be corrected directly within the app.
• Deletion — request that we delete your account and associated personal data (subject to legal retention requirements described in Section 04).
• Portability — export your financial and property data in CSV or PDF format using the export features within the app.
• Withdrawal of consent — withdraw consent for optional processing (such as marketing emails) at any time using the unsubscribe link in any email or by contacting us.
• Complaint — file a complaint with us or with the Office of the Privacy Commissioner of Canada (see below).

To exercise any of these rights, contact our Privacy Officer at privacy@estate-ledger.com. We will respond within 10 business days for routine requests and 30 days for access or deletion requests.

PIPEDA Compliance

Estate Ledger is committed to compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private sector privacy law, and with applicable provincial privacy legislation including Quebec's Law 25 (Law Modernizing Privacy Protection in Quebec).

Our privacy practices are governed by the 10 Fair Information Principles established by Schedule 1 of PIPEDA:

1. Accountability — Neill Hauser is our designated Privacy Officer, accountable for compliance with PIPEDA.
2. Identifying Purposes — We identify the purpose for collecting personal information at or before the time of collection (see Sections 01 and 02).
3. Consent — We obtain meaningful consent for the collection, use, and disclosure of personal information.
4. Limiting Collection — We collect only the information necessary to fulfill the stated purposes.
5. Limiting Use, Disclosure, and Retention — We do not use or disclose personal information for purposes other than those for which it was collected (see Sections 02, 04, and 06).
6. Accuracy — We keep personal information as accurate as necessary for its intended use. You can update your information at any time in your account settings.
7. Safeguards — We protect personal information with security measures appropriate to its sensitivity (see Section 05).
8. Openness — We make this Privacy Policy readily available and will provide information about our policies and practices on request.
9. Individual Access — You have the right to access and challenge the accuracy of your personal information (see Section 08).
10. Challenging Compliance — You may challenge our compliance with PIPEDA by contacting our Privacy Officer or the OPC.

Office of the Privacy Commissioner of Canada

If you have a privacy concern you believe we have not adequately addressed, you have the right to file a complaint with the OPC:

• Website: priv.gc.ca
• Toll-free: 1-800-282-1376
• Address: 30 Victoria Street, Gatineau, Quebec K1A 1H3

Quebec residents (Law 25)

If you are a Quebec resident, you have additional rights under Law 25, including the right to data portability and the right to be informed of cross-border data transfers. Your data is processed by service providers in the United States as described in Section 03. For requests specific to your Quebec privacy rights, contact our Privacy Officer.

Children's Privacy

Estate Ledger is intended for use by adults operating rental property businesses. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided personal information, please contact us and we will delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify registered users by email at least 14 days before material changes take effect. Continued use of Estate Ledger after changes take effect constitutes acceptance of the updated policy.

Contact Our Privacy Officer

For any questions, concerns, access requests, or complaints about this Privacy Policy or how we handle personal information, please contact our Privacy Officer: