Privacy Policy

This policy explains what personal information AlbertaLease collects, why, who it is shared with, how long it is kept and how you can get a copy or have it erased. It is written to reflect what the software actually does — not boilerplate.

1. Who we are

AlbertaLease is a document and records service for residential landlords in Alberta. In this policy “we” and “us” mean AlbertaLease. Privacy questions and requests: [email protected].

2. Information we collect

• Account information. Your email address, first and last name, a password stored only as a salted hash, and whether your email is verified. At signup we also record the IP address, browser type, the page you arrived from and any referral code, so we can secure the service and see how it is being found.
• Records you enter. Property addresses, units, rents, mortgages, taxes, insurance and utilities, payments, expenses, lease terms and notes.
• Tenant and applicant information that you enter or that applicants submit through a link you send: name, email, phone, date of birth, current address and landlord history, employment and income, references, pets, occupants, and — where an applicant consents to a credit check — driver’s licence number or other photo ID, issuing province and a note. This information is provided to us by you (or by the applicant at your direction) so the service can produce documents and records for you.
• Documents. Leases, addenda, tenancy applications, receipts and any PDFs you upload are stored as structured data and files so you can retrieve and re-download them.
• Electronic signature records. For each party who signs: their name, email address, typed signature, the initials they placed on each page with the time and IP address, the time they first opened the agreement, the browser/device, the agreement’s SHA-256 content hash, and a Certificate of Completion with a public verification code.
• Payment information. Card payments are processed by Stripe. We never receive or store your full card number — we hold a checkout reference, your email, and the amount and date of the purchase.
• Email delivery records. For each email we send (signing invitations, reminders, completed copies), we log the recipient, time and whether delivery succeeded.
• Support access log. If one of our staff opens a customer’s records to help them, we record who did it, when, which record, and from which IP address. You can ask us for this log.
• Product analytics. First-party, server-side events (for example “landing page viewed”, “lease draft started”, “document paid”) with an IP address, used to understand and improve the product. We do not use advertising or third-party tracking cookies.
• Storage in your browser. A session cookie keeps you signed in; browser storage (localStorage) holds your lease draft and your subscription token. Clearing your browser storage removes those.

3. Why we use it

• To generate, deliver and store your documents and records, and to operate e-signature and reminders.
• To create and secure your account, verify your email address and prevent misuse (including fraud and abuse of free plans).
• To process payments and issue receipts.
• To provide support when you ask for it, and to keep an audit trail of that access.
• To meet legal, tax and accounting obligations, and to establish or defend legal claims (for example, an RTDRS dispute).

4. Who is responsible for tenant information

When you use AlbertaLease to collect or store information about tenants and applicants, you (the landlord) are the custodian of that information and we act as a service provider processing it on your instructions. If a tenant or applicant wants access to, correction of, or deletion of their information, they should contact their landlord first; we will assist the landlord in responding.

5. Who we share it with

• Stripe — payment processing and receipts.
• Resend — delivery of transactional email (signing invitations, reminders, receipts, verifications).
• Our hosting infrastructure — the servers and storage where the service and your records run.
• Legal disclosure — where we are required by law, court order or a regulator, or where necessary to establish or defend a legal claim.

We do not sell personal information, and we do not use it for advertising.

6. Where your information is held

Records are stored on servers we operate. Some service providers (notably Stripe and Resend) may process data outside Canada, including in the United States. Where information is transferred outside Canada we rely on the provider’s contractual safeguards, and by using the service you consent to that transfer for the purposes described above.

7. How long we keep it

• Leases, addenda, applications, signed copies, signature records and certificates: kept while your account is active so you can retrieve your evidence. Deleting a lease removes its uploaded PDF immediately; deleting your account erases them.
• Payment and expense records: Canadian tax law expects business records to be kept for about 6 years. Records held by Stripe are governed by Stripe’s retention.
• Product analytics and the support audit log: kept while your account is active, and erased with your account.
• Server request logs kept by our infrastructure for security and abuse prevention: up to 30 days.

8. How we protect it

• Passwords are stored only as salted hashes and are never visible to us.
• Data is transmitted over HTTPS. Accounts must verify their email address before they can create or change records, download documents or pay.
• Property sharing is limited to the people you invite, with read-only or full access, and a share is only activated once the invited address is verified.
• Staff access to customer records is read-only and logged with the person, time and IP.

No system can be guaranteed perfectly secure; please use a strong, unique password.

9. Your rights under Alberta’s PIPA

Under Alberta’s Personal Information Protection Act (and PIPEDA where it applies) you may:

• Access the personal information we hold about you. You can download a complete machine-readable copy yourself at any time from Settings → Privacy & your data.
• Correct information that is inaccurate — most of it you can edit directly in the app; for anything else, contact us.
• Withdraw consent and request deletion. You can delete your account and its data yourself from Settings, which erases your records, documents, uploaded files and signing records. We will confirm what was erased.
• Ask who has seen your records — our support access log is available on request.
• Complain to the Office of the Information and Privacy Commissioner of Alberta (OIPC) if you believe we have handled your information improperly.

We may need to verify your identity before acting on a request, and we will respond within the time required by PIPA.

10. Electronic signatures

Electronic signatures applied through the service are intended to be valid under Alberta’s Electronic Transactions Act. Before signing, each party works through the agreement page by page, places their initials on each page and confirms that they reviewed the agreement and consent to sign electronically. Their signature, the times, the initials, IP addresses and the agreement’s content hash are recorded so the document can be verified later.

11. Children

The service is for adults managing rental property. We do not knowingly collect information from children; tenant information is provided by the landlord or the applicant themselves.

12. Changes to this policy

If we change how we handle personal information we will update this page and, for significant changes, tell you by email or in the app.

13. Contact

Privacy questions or requests: [email protected]. You can also reach us from Settings.

This page describes our data practices. It is not legal advice to you.