Privacy policy

Identity and contact information: your name, email address and, where you give it, a phone number.

Property information: the address of the rental property and details about it (unit type, whether it's your principal residence, bedroom and sleeping-unit counts, strata status).

Documents: a government-issued photo ID, proof of principal residence where it applies, a BC Assessment notice, proof of insurance, a utility bill, and, where relevant, strata or landlord consent.

Payment status: whether your service fee is paid, refunded or outstanding. We do not collect or store your card number ourselves -- card payments are handled entirely by our payment processor, and we only ever see the result (paid, failed, refunded).

If you contact us before applying (the enquiry form, or the partner/white-label/portfolio forms), or join a waitlist for an area we don't yet support, we collect your name, email and message the same way.

The operator preparing your application sees everything above, to review your documents and file on your behalf.

If you were referred by a partner (a realtor, property manager, developer or insurance broker) and you agree to it, that partner sees your name, the email you signed up with, and your application's progress stage -- never your documents or any other personal detail. You can withdraw that sharing at any time from your application overview, and we'll stop it immediately.

The City of Kelowna and the Province of British Columbia see what's needed to file and process your licence application -- that's the whole point of filing it.

We never sell your information, and we never share it with anyone else without telling you here first.

Hosting and our database run in a Canadian data centre.

An email delivery provider sends the emails this service sends you (confirmations, reminders, updates).

The automated document pre-check (below) is run by a document pre-check AI provider located in the United States. It receives only the document image itself -- never your name, address, or any other application data -- so it has no way to connect the document to you.

A payment processor handles card payments; we never see or store your card details.

Standardizing the address you enter uses the Government of British Columbia's own public address-lookup service.

Each uploaded document goes through an automated pre-check that compares it against your application answers and flags likely problems early. This pre-check supports our own document preparation work -- it never replaces the official assessment made by the City of Kelowna or the Province of British Columbia, and a person reviews every result before your application is filed.

If you ask us to, we can pass your details to a licensed BC insurance broker for a quote. We only do this with your explicit consent, captured at the time you ask, and only to a broker actually licensed in British Columbia.

Once your application reaches a licensed, closed, refunded or expired state, we keep your uploaded documents and the automated pre-check results for 90 days and then delete them automatically. You can also ask us to erase your personal information sooner; an operator can action that request from your application record at any time.

An enquiry we haven't turned into an application (the contact form, a partner/white-label/portfolio enquiry, or a waitlist signup) is kept for up to 730 days. A waitlist signup for an area we don't yet support is deleted sooner still -- one year after we start supporting that area, since there's no longer a reason to hold a "let me know" address once that's happened.

The accounting-relevant parts of your application record (status history, licence number and expiry, fees paid, civic address) are kept for 7 years, matching standard accounting record-keeping practice. You can ask us to erase the personal fields on that record (name, phone, email) at any time -- we'll do that while keeping the accounting entry itself intact.

Contact us at demo@email.com to ask what personal information we hold about you, to correct it, or to ask us to delete it. We will action a deletion request unless we are required to keep something (for example, a completed accounting record).