Effective date: [Effective Date] · Last reviewed: 2026
Plain-English summary: we collect the personal information landlords and tenants give us so we can run a property management relationship — nothing more. We don't sell it. We don't share it beyond what's needed to do the job (trades, screening checks, legal/paperwork requirements) or what the law requires. You can ask what we hold about you, correct it, or ask us to delete what we're not required to keep. This policy is written to be consistent with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law.
Who this applies to
This policy covers personal information North Properties collects through our website (https://northproperties.ca), our property management services, and our tenant-placement and self-placement-kit interactions — whether you're a landlord client, a prospective client, a rental applicant, or a tenant in a property we manage.
What we collect
From landlords / prospective clients: name, phone, email, property address and details, and anything you tell us in a quote request or during onboarding.
From rental applicants / tenants: name, contact information, government ID details (type and number, not a stored copy unless you provide one), employment and income information, credit report results (only with your written consent), and landlord references.
Automatically, from the website: basic technical information (browser type, pages visited) if analytics are enabled. We do not use this to identify you personally.
Why we collect it
To provide property management services: rent collection, maintenance coordination, tenant communication, statements, and required Ontario paperwork.
To screen prospective tenants when we handle placement — verifying identity, income, credit history, and references, exactly as described in our self-placement kit and rental application.
To respond to quote requests and communicate with prospective and current clients.
To meet legal and regulatory obligations, including recordkeeping required under Ontario landlord-tenant law.
Consent
We collect and use personal information with your knowledge and consent, except where the law permits otherwise (for example, information needed to pursue a debt or comply with a legal proceeding). For anything sensitive — a credit check in particular — we get your explicit written consent before we run it. You can withdraw consent at any time, subject to legal or contractual restrictions; withdrawing consent partway through, for example, an active tenancy or management agreement may limit what we're able to do for you.
Who we share it with
We don't sell personal information, ever. We share it only where necessary to do the job you've asked us to do, or where the law requires it:
Trades and contractors — only what's needed to complete a maintenance request (e.g., unit access details), never full tenant files.
Credit reporting agencies — for tenant screening, with the applicant's written consent.
Licensed referral partners (e.g., a realtor for full placement, a paralegal for LTB matters) — only when you've asked us to make that referral.
The Landlord and Tenant Board, courts, or other authorities — where legally required, such as in an eviction or arrears proceeding.
Service providers who help us operate (e.g., email or form-processing tools like Web3Forms) — bound to use the information only to deliver that service.
How we protect it
We keep personal information only as long as it's needed for the purposes above or as required by law, and we use reasonable administrative and technical safeguards appropriate to a small operation — access limited to the people who need it, secure storage, and secure disposal when records are no longer needed. No system is perfectly secure, and we can't guarantee absolute protection, but we take this seriously.
Your rights
You can ask us, at any time, to:
Tell you what personal information we hold about you and how it's being used.
Correct information that's inaccurate or incomplete.
Delete information we're not legally required to keep.
Answer questions about this policy or how your information has been handled.
We'll respond within a reasonable time, generally within 30 days.
Cookies & website analytics
Our website is a simple, static site. It does not use advertising or tracking cookies. If we ever add basic analytics to understand site traffic, we'll update this policy to say so and keep it privacy-respecting (aggregated, non-identifying data only).
Changes to this policy
If we change how we handle personal information in a meaningful way, we'll update this page and change the "last reviewed" date above.