Privacy Policy

Dweller Property Intelligence (“Dweller”, “we”, “us”) operates the dwellerpm.com website (the “Service”). This privacy policy explains how we collect, use, disclose, and safeguard your information when you use the Service.

1. Information We Collect

We collect the following categories of information:

• Account information: Name, email address, phone number, company name, province, and role (landlord, property manager, staff login, accountant or tenant).
• Property data: Property addresses, building characteristics, asset inventories, expense records, rent payments, and tenant information you enter into the Service.
• Newsletter subscribers: Your email address, if you sign up for the newsletter.
• Usage data: Pages visited, features used, and session information for improving the Service.
• Free tools (risk check, pre-purchase report): Your answers, an optional address, and a hashed form of your IP address, kept up to 30 days so the report can be added to a new account and to limit free reports. We collect no name or email here.
• Signing records: When a lease or notice is signed, we record the signer's IP address, browser and time as part of the signing record.
• Professionals and reports you add: If you add a realtor, home inspector, mortgage broker or insurance broker to a property, we store the name, company, phone, email and note you enter, and a dated credit line if you add one. If you upload an inspection report, we store the file and the details you confirm from it (inspector, date and the values you accept).
• Tenant-submitted data: Maintenance tickets, observation reports, condition reports, and survey responses submitted by tenants through the tenant portal.
• Rental applicant data: Information submitted by people applying to rent a unit: see Section 7: Rental Applicants for the full list, the purpose, and how long it is kept.

2. How We Use Your Information

We use your information to:

• Provide the Service: rent, lease and notice records, repairs, and building system tracking.
• Organize your year-end records by CRA T776 line for your accountant.
• Send transactional emails (account verification, invite notifications, payment reminders).
• Track expenses in CRA T776 categories so your records are organized for your accountant.
• Improve the Service and develop new features.

3. Third-Party Services

We use the following third-party services to operate the Service:

• Supabase: Database and authentication, hosted in Canada (ca-central-1 region).
• Stripe: Payment processing. We do not store payment card details; all payment data is handled directly by Stripe.
• GitHub: Stores our encrypted nightly backups of the database and of uploaded files, in the United States. The backups are encrypted before they leave our systems, and only we hold the key.
• Vercel: Web application hosting. The application servers run in Vercel's iad1 region in Virginia, United States, so every request you make, including tenant, applicant, and screening information, is processed there on its way to and from the database. Vercel Web Analytics counts page views, and Vercel Speed Insights measures page-load performance (page address, load timings, and device type); neither uses cookies.
• Resend: Sending email. When Dweller sends an email, such as a rent reminder, a notice you choose to email, a lease or an account message, the recipient's address and the message go to Resend, a United States service, to deliver it.
• Twilio: Dweller does not send text messages at present, and no phone number or message is sent to Twilio. If we switch texts on, we will update this policy first and say what is sent.
• Beehiiv: Newsletter delivery. If you subscribe to the Dweller newsletter, your email address is sent to Beehiiv, a United States service. You can unsubscribe from any newsletter email.
• Sentry: Error monitoring. When something breaks, the error, the page address and technical details of your browser are sent to Sentry, a United States service. Sentry does not record your screen.
• Cloudflare Turnstile: A bot check on the free pre-purchase report. Your IP address and browser signals are sent to Cloudflare, a United States service.

Each third-party service operates under its own privacy policy. We do not sell your personal data to any third party.

AI features. AI features are not active in Dweller, and none of your data is sent to an AI provider. Before any AI feature launches, we will update this policy to name the provider and describe exactly what is sent to it.

4. Data Storage and Security

Your primary database is hosted in Canada (Supabase, ca-central-1 region). All data is encrypted at rest and in transit (HTTPS), and row-level security policies ensure users can only access their own data. We use industry-standard practices to protect your information from unauthorized access.

Cross-border processing. The database is in Canada, but the application servers that handle every request run in the United States (Vercel, iad1 region in Virginia), so all information you enter or view passes through the United States. Stripe, Resend, Sentry, Cloudflare (for the bot check on the free pre-purchase report), Vercel Web Analytics and Speed Insights, Beehiiv (for newsletter subscribers), and GitHub (encrypted nightly backups; we hold the key) also process personal information on servers located in the United States. When personal information is processed outside Canada, it may be subject to the laws of that jurisdiction, including lawful access requests by courts, law enforcement, or government authorities there. We use reputable providers that apply commercially reasonable safeguards to information handled on our behalf.

Breach notification. If a breach of security safeguards creates a real risk of significant harm to you, we will notify you and report the breach to the Office of the Privacy Commissioner of Canada as required by PIPEDA, and we maintain records of breaches as required by law.

5. Data Sharing

We share data only in the following circumstances:

• Accountant access: If you give an accountant access, they can view your financial data (expenses, rent, capital purchases, year-end records). They cannot change your records; they can mark expenses as checked or flagged, leave notes for you and mark the year reviewed. You can revoke this access at any time.
• Tenant access: Tenants you invite can submit tickets, observations, and condition reports through the tenant portal.
• Property managers: A property manager sees only the properties they are assigned and, for those, the tenants and leases (rent and deposit amounts included), rental applications and screening, tenant messages, repairs, inspections, building systems and documents, but not the owner’s rent payment records, expenses, Finances pages, tax numbers or billing account. You choose the properties, and you can revoke access at any time.
• Staff logins: If your account has staff logins, the people you give one see your account's records, including rent, expenses, tenants, applications and screening notes. They do not see other income you record, or the settings only you manage: your account profile, billing, accountant and property manager access, and some account settings such as how tenants pay you, the calendar feed and AI features. They cannot manage who has access, change your plan or payment details, or delete your account. You choose who gets one.
• Legal requirements: We may disclose information if required by law or in response to valid legal process.

Professionals you add. You can add your realtor, home inspector, mortgage broker or insurance broker to a property. They are stored in your account like your contractors, and we do not share your information with them. They cannot see your account. If you upload an inspection report, it stays in your account. It is never shared, and it is kept out of reports you share (the property summary, accountant packs and any history of the building); it is included when you download your own records. Values you confirm from it are labelled with the inspector and the report date and are yours to edit or delete.

6. Data Retention

We retain your data for as long as your account is active. If you submit a deletion request, we complete it within 30 days (this deletion-request turnaround is separate from the post-cancellation grace period described in our Terms of Service), subject to the legal retention minimums below. Specific retention periods by document type are in the next two lists.

We keep these records for at least the periods below, and then until you delete them or close your account:

• Financial records & receipts: 6 years from end of tax year (CRA Income Tax Act s.230).
• Lease agreements: 6 years after lease termination.
• Inspection reports & photos: kept while your account is open. If you close your account, they are deleted with it, so download any you need first.
• Inspection reports you upload from an outside home inspector: kept with your property records for as long as your account is active, and deleted with your account unless you delete them sooner. (The line above is about the move-in, move-out and other inspections you record in Dweller.)
• Condition reports: Kept while your account is active.
• Maintenance tickets: Kept while your account is active.
• Insurance & compliance documents: kept while your account is open, and deleted with it if you close your account.

These are deleted or anonymized on a schedule:

• Unsuccessful rental applications and viewing requests: 12 months after the application is rejected or withdrawn (or left untouched for 12 months), then automatically anonymized; the optional income range from a viewing request is deleted at the same time (see Section 7).
• Viewing bookings and viewing requests: The name, email address, phone number, and any message given are cleared 12 months after the viewing date (or, for a request, 12 months after it was made) (see Section 7).
• Successful rental applications: Retained with the tenancy record for 6 years after the lease ends, because the application forms part of the lease file. The details of the applicant's references (names, phone numbers, emails, rental addresses and rent) are not part of that: they are cleared 12 months after the landlord's decision (see Section 7).
• Reference answers: Kept until 12 months after the landlord's decision on the application, then deleted, whether or not the application succeeded (see Section 7).

While your account is active, you control retention periods (at or above the legal minimums above) in your account settings, and documents past their chosen retention date are archived but remain downloadable. After account closure, personal information that is not subject to a legal retention minimum is deleted or anonymized following the post-cancellation grace period; records that are subject to a legal minimum (such as tax and financial records) are retained only for the required period and then securely destroyed. You can export your data at any time before deletion.

7. Rental Applicants

If you apply to rent a unit through a Dweller rental application form, the landlord who advertised that unit is responsible for your information and Dweller stores and processes it on their behalf.

Applying in two steps. Many landlords ask for a short viewing request first, and invite you to the full application only after you have seen the place.

• Step 1, the viewing request: Your name, email address, and phone number; confirmation that you are 18 or older; the unit you are asking about; your desired move-in date; how many people will live with you; whether you have pets (and any details you add); whether anyone in your household smokes; and, only if you choose to give it, your monthly household income as a range (for example, “$2,000 to $3,499 a month”) rather than an exact figure. We also record that you agreed to share these details with the landlord, and when. We do not ask for references, your employer, your exact income, your address, or an emergency contact at this step.
• Who sees your income range: Only the landlord who owns the property, and anyone the landlord has given a staff login to. It is kept separately from the rest of your request. A property manager invited to the property cannot see it.
• Step 2, the full application: If the landlord invites you to apply, you get an email with a private link that works once and expires after 14 days. It opens the full application form, filled in with what you already gave us, and asks for the information listed below.

On the full application (or if the landlord asks for the full application straight away), we collect only what the form asks for:

• Identity and contact: Name, email address, phone number, current address, and, in your own words, why you are moving (a sentence is enough).
• Employment and income: Employer name and phone number, job title, length of employment, monthly income, and the source of that income.
• References: Whether you have rented two or more places, one place, or none (this decides who your references are); the name, phone number, and relationship for the references you provide, and, for a landlord reference, an email address if you choose to give one, the address of the place they rented you and the monthly rent you paid there; plus any notes the landlord records after speaking with them, and the reference's answers if the landlord asks them the reference questions (see “References” below).
• Emergency contact: Name, phone number, and email address of the person you list.
• Other occupants: The name of each person who will live with you, including children. For adult occupants, their email address and phone number.
• Co-tenants: For each adult who will sign the lease with you, their employment status, employer, job title, monthly income, and a reference's name and phone number.
• Tenancy details: Desired move-in date and lease term, number of occupants, pets, whether anyone in your household smokes (if you gave a viewing request first), and anything you add in the notes field.
• Consents: A record of which consents you gave (data collection, reference checks, credit checks) and when, and that you confirmed your application is true and complete.
• Viewing bookings: If you book, cancel, or ask for a viewing, your name, email address, phone number, and anything you write about why or when you can come. These are cleared 12 months after the viewing date (or, for a viewing request, 12 months after you made it); the landlord keeps only the fact that a viewing was booked.

Purpose. This information is used for one purpose: to let the landlord assess your application for the unit you applied to: verifying identity and income, contacting the references you named (by phone, or, when the landlord chooses, by a short form that Dweller emails to them or that the landlord texts to them from their own phone), and, only if you consented to it separately, running a credit check. It is not used for marketing, is not shared with other landlords, and is not sold. We do not ask for your date of birth, Social Insurance Number, or banking details on an application form; do not enter them in a free-text field.

Retention. If your application is rejected or you withdraw it, your identity, contact, income, employer, reference, and emergency-contact details, your reason for moving, and the occupant and co-tenant details you gave, are automatically anonymized 12 months after that decision, and the reference and credit-check notes attached to it are deleted. The same applies to a viewing request that did not lead to a tenancy, including one the landlord never acted on for 12 months: your name and contact details are anonymized, and the income range you chose, if any, is deleted at the same time. We keep the 12-month window because human rights complaints in Newfoundland and Labrador can be filed up to a year after the event, and the landlord may need the record, including proof of the consents you gave, to answer one. What remains after anonymization cannot be linked back to you. If your application succeeds, it becomes part of your lease file and is retained on the lease schedule in Section 6, except for your references: their names, phone numbers, emails, the addresses and rent they gave, and the landlord's notes from speaking with them are cleared 12 months after the landlord's decision. Your consents and your confirmation that the application is true stay with the file.

References (People Applicants Name)

If you were named as a reference, this is what happens with your information. References are not contacted until the landlord has shortlisted the applicant. Dweller contacts a reference only when the landlord chooses to, and only a reference the applicant described as a landlord or property manager.

• What we hold: The name, phone number, relationship, and (if the applicant gave it) email address the applicant entered for you; how the landlord contacted you (an email from Dweller, a text the landlord sent, or a phone call) and when; when you opened the link and when you answered; and your answers to the reference questions (the tenancy's address, dates and rent in your own words, and whether rent was paid on time, anything is still owed, there were problems with noise, neighbours or damage, notice was given, the unit's condition, and whether you would rent to them again), any short note you add to an answer, or that you preferred not to answer. If the landlord fills the answers in from a phone call, we also keep any notes they write about the tenancy. We don't keep your IP address or device with your answers.
• Purpose: Your answers go only to the landlord who asked, for the one application they asked about. They are never shown to another landlord, never searchable by applicant or by reference, and never combined into a score.
• Retention: Your answers, and the name, phone number, email address, and rental address and rent the applicant gave for you, are kept until 12 months after the landlord's decision on the application, then deleted, whether or not the applicant became a tenant. If the application is anonymized earlier (see above), they are deleted then.
• Saying no: Every request has a “Prefer not to answer?” option, and every email a “Let them know” link. If you also ask not to get reference requests through Dweller again, we keep your email address on an opt-out list so that is honoured, as Canada's anti-spam law requires, and we send no reminders. We send at most one reminder for a request.
• Your rights: The applicant may ask the landlord to see what their references said. You can ask us for a copy of what we hold about you, to correct it, or to delete it, by emailing privacy@dwellerpm.com.

Your rights as an applicant. You do not need a portal account to exercise them. Email privacy@dwellerpm.com to ask for a copy of your application, correct it, withdraw a consent, or request earlier deletion, and we will respond within 30 days. Withdrawing consent while your application is under consideration will normally end its assessment.

8. Your Rights Under PIPEDA

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access your personal information held by us at any time. The export in Settings gives you your account records and the files you uploaded; for anything it leaves out, email privacy@dwellerpm.com and we will respond within 30 days.
• Correct inaccurate personal information through your account settings.
• Ask us to delete your account and associated personal information. We delete what we no longer need (PIPEDA Principle 4.5.3), subject to legal retention minimums.
• Withdraw consent for collection and use of your personal information at any time (note: withdrawal may prevent use of the Service).
• File a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca if you believe we have not handled your personal information appropriately.

Dweller has designated a Privacy Officer who is accountable for our compliance with this policy. To exercise any of these rights, or to raise a privacy concern, contact our Privacy Officer at privacy@dwellerpm.com. We will respond within 30 days.

9. Children's Privacy

The Service is not intended for children under the age of 13, and children cannot hold an account. Children's names are recorded when an adult names them: a rental applicant lists everyone who will live in the unit, including children. For a child we store the name only, never contact details, and it is kept and anonymized with the application it belongs to (see Sections 6 and 7). If you believe a child under 13 has provided us with personal information themselves, please contact us immediately at privacy@dwellerpm.com and we will take steps to delete that information.

10. Cookies

We use essential cookies for sign-in, and short-lived cookies that remember a free risk-check or pre-purchase report on this browser. When you arrive from one of our ads or campaign links, a first-party cookie (dw_attr, kept 90 days) stores that link's campaign labels, such as which ad it was. We use it only to count which ads lead to page visits, free tool answers and sign-ups, and to record that source on a new account; it holds no name, email or IP address and is not shared with anyone. We do not use advertising or third-party tracking cookies. We measure aggregate page usage with Vercel Web Analytics and page-load performance with Vercel Speed Insights; both are cookieless and do not track you across sites.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via email at least 30 days before they take effect. Continued use of the Service after changes become effective means you accept the updated policy for the purposes it describes. If we want to use your information for a new purpose, we will ask for your consent first.

12. Contact

For privacy-related enquiries:

• Email: privacy@dwellerpm.com
• Alternative: support@dwellerpm.com

Dweller Property Intelligence, PO Box 43, Harbour Main, Newfoundland and Labrador A0A 2P0, Canada. Privacy Officer: privacy@dwellerpm.com.