Privacy Policy

Smart Rental Dashboard (smartrentaldashboard.com) is rental accounting and property management software for landlords, operated by Digi Pioneers Inc. ("we", "us"). This policy explains how we collect, use, disclose and protect personal information, in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.

Our Privacy Officer can be reached at digipioneersinc@gmail.com.

• Account information about our customers (landlords, co-owners and the team members they invite): we are responsible for it.
• Records our customers keep in their workspace, such as tenants, leases, rent, expenses and bank transactions: the customer decides what to collect and why, and we process it on their behalf and on their instructions. Tenants and other people named in a workspace should contact their landlord first; we will help the landlord respond.

• Account details: name, e-mail address, password (stored only as a secure hash) and optional two-factor authentication settings.
• Workspace records you enter or import: properties, units, owners, tenants and their contact details, leases, rent and utility charges, expenses, mortgages, receipts, documents and photos.
• Bank data, only if you connect a bank through Plaid: account names, the last digits of account numbers, balances and transactions. Connections are read-only. We never see or store your online banking password.
• Billing information: your subscription, plan and invoices. Card details are entered on Stripe's page and handled by Stripe; we never receive or store full card numbers.
• Technical information needed to run and secure the service: sign-in sessions, IP address and browser information for security, and an audit log of important actions in your workspace.

We do not ask for Social Insurance Numbers or identity documents, and you should not upload them unless you have a clear legal reason to.

• To provide the service: keep your books, generate receipts, statements and reports, import bank transactions and suggest matches for you to approve.
• To secure accounts and workspaces, prevent fraud and abuse, and investigate incidents.
• To bill subscriptions and send service messages (e-mail verification, password resets, invitations, billing and reminder notices you enable).
• To provide support when you ask for it, and to comply with law.

We do not sell personal information, we do not use workspace records for advertising, and we do not use them to train artificial intelligence models.

By creating an account you consent to the collection and use described here. You may withdraw consent at any time by disconnecting a bank, changing notification settings or closing your account, subject to legal or contractual limits; some features may then stop working.

Customers are responsible for having a lawful basis and any notice or consent required to record their tenants' and other people's information in their workspace.

We share information only with service providers that help us run the service, under contracts that limit their use of it to that purpose:

• Stripe, for subscription payments.
• Plaid, for read-only bank connections you choose to make. Plaid's handling of your data is described in the Plaid End User Privacy Policy (plaid.com/legal).
• Our cloud hosting, database, file-storage and e-mail delivery providers.

We may also disclose information when required by law, to protect the rights and safety of people or the service, or as part of a merger or sale of the business with equivalent protection. Within a workspace, information is visible to the members the owner invites, according to the roles and property access the owner grants.

Our providers may store and process information in Canada, the United States or other countries. Information held outside Canada is subject to the laws of that country and may be accessed by its courts, law enforcement and national security authorities. We will update this policy if we commit to a specific hosting location.

• Each customer's workspace is isolated, and access is checked on the server for every page, action, download and background job.
• Encryption in transit (HTTPS) and encryption of bank access tokens at rest; passwords are hashed; two-factor authentication is available.
• Uploaded files are kept in private storage and shared only through short-lived links.
• Our staff do not access customer financial records, except with the customer's consent to time-limited support access, which is logged.
• Our logs exclude passwords, bank tokens and the contents of your records.

No system is perfectly secure. If a breach of security safeguards creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required, and we keep a record of every breach.

• If a subscription ends, the workspace becomes read-only. We do not delete your records because of billing, so you can always view and export them.
• Workspace owners can export all workspace data at any time from Settings → Your data.
• Owners can request deletion of a workspace. It stays read-only for a 30-day cooling-off period, during which the request can be cancelled; it is then permanently deleted. Copies in backups are overwritten on our regular backup cycle.
• Disconnecting a bank stops new imports; transactions already imported stay in your books until you delete the workspace.

Tax authorities generally require landlords to keep records for several years. Keep an export before deleting a workspace.

You may ask to access or correct your personal information, or ask questions about how we handle it, by writing to digipioneersinc@gmail.com. We will respond within 30 days. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

We use only the cookies needed to sign you in and keep your session secure, and your browser's storage for preferences such as the colour theme. We do not use advertising or cross-site tracking cookies.

Smart Rental Dashboard is intended for adults managing rental property and is not directed at anyone under 18.

We will post any changes here and update the date above. If a change is significant, we will notify account owners by e-mail or in the app before it takes effect.