IREPPROPERTY MANAGEMENT
Privacy Policy

How We Handle Your Information

Last updated October 2026

IRep Property Management collects personal information to show rental properties, arrange showings, assess rental applications and manage tenancies. This policy explains what we collect and how we protect it, in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

What We Collect

  • Your email address and phone number when you create an account or book a showing.
  • Documents you upload to apply for a rental: photo ID, proof of income (a job letter, acceptance letter or statement of support), and optionally paystubs, a bank statement or a credit report.
  • Your authorization to obtain a credit report, and the result we receive from our screening provider.
  • Details landlords send us through the inquiry form.

Signing in with Google

If you choose Continue with Google, Google shares your name, email address and profile picture with us. We use only your name and email address to create your account. We never post to your Google account or read anything else in it. You can remove our access at any time at myaccount.google.com/permissions.

How We Use It

  • To confirm showings and contact you about properties you're interested in.
  • To assess applications, including verifying identity and income and running a credit check you've authorized.
  • To prepare leases and manage tenancies once an application is approved.

Who We Share It With

We don't sell your information. We share it only with the landlord of the property you apply for and with the service providers we use to run the site and screen applications.

Our service providers are Supabase (database and secure file storage, hosted in Canada), Vercel (website hosting), Google Workspace (email delivery), Cloudflare (blocking automated sign-ups) and FrontLobby, our tenant screening provider. Credit reports we obtain through FrontLobby come from Equifax Canada.

How We Protect It

Uploaded documents are kept in private storage. Only you and authorized IRep Property Management staff can open them. Information is transferred over encrypted connections, and staff accounts need a second sign-in step (a code from an authenticator app).

If an Application Is Declined

If a decision on your application is based in whole or in part on a credit report, we tell you so when we tell you the decision, and give you the name and address of the credit bureau (Equifax Canada) so you can get a free copy of your file and correct anything that's wrong. If it's based on information from someone else, such as a reference or previous landlord, you can ask us within 60 days what that information was and where it came from. These rights come from Ontario's Consumer Reporting Act.

Emails From Us

We email you about your showings, application, tenancy, repairs and payments. We only send promotional email (such as invitations to our portals) to people we already work with, and every one has an unsubscribe link. You can also turn promotional email off in your profile or by emailing us. We act on unsubscribe requests right away, and always within 10 business days.

If There's a Breach

If your personal information is lost, stolen or accessed without permission and there's a real risk of significant harm to you, we'll tell you as soon as we can, report it to the Office of the Privacy Commissioner of Canada, and tell you what we're doing about it and what you can do to protect yourself. We keep a record of every breach, however small, for at least 24 months.

How Long We Keep It

If your application isn't successful, we delete your application documents within 90 days. You can remove documents from your profile at any time. Records for approved tenants are kept for the length of the tenancy and as required by law afterward.

Your Choices

You can see, correct or delete the information in your profile, or ask us to close your account, by emailing administration@ireppm.ca.

Privacy Officer

Our Privacy Officer is responsible for how IRep Property Management handles personal information. Contact them to see the information we hold about you, correct it, withdraw your consent, or make a complaint. We answer within 30 days. If you're not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

Contact

Questions about this policy or your information? Get in touch with IRep Property Management.