Privacy

This page explains, in plain language, what personal information we handle when you use Keystead, why, and what choices you have. It is not legal advice.

Keystead is provided by TeslanSoft ("TeslanSoft", "we", "us", "our"), a company based in British Columbia, Canada.

We aim to follow British Columbia's Personal Information Protection Act (PIPA) and, where it applies, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). If the two differ, we follow the stricter rule.

This page applies to:

• Landlords, who have a Keystead account; and
• Tenants and applicants, whose information a landlord enters into Keystead or that is submitted through a landlord's listing.

1. Our role

Keystead is a tool for landlords, so our role depends on the information:

If you are a landlord, you decide what you enter about tenants and applicants and you are responsible for having a good reason, and the consent the law requires, to hold it. If you are a tenant or applicant, the landlord you dealt with is your first contact about your information (see section 8).

2. What we collect

Landlord account information. Your name, email address, and password (stored in protected, hashed form), and organization or business details you give us when you set up your account.

Information you enter to manage your rentals. Properties and units, tenant details, leases and lease renewals and the rent schedules that follow them, addresses for service, expenses and payees, vacancy and listing details, and documents Keystead produces from what you enter, such as tenancy agreements.

Prospect applications. When someone applies through a landlord's listing, we collect what they submit in the application form, which may include name, email, phone, current and previous addresses, employment and income details, household information, references, and other answers the form asks. We send the application to the landlord by email and send the applicant a confirmation.

Technical and usage records. The basic records needed to keep the service running and secure, such as IP address, browser and device type, pages and features used, log-in times, and error logs.

Cookies. We use cookies that are needed to keep you signed in and to protect the service. We do not use analytics or advertising cookies.

Payment information. Keystead is currently free, so we do not collect payment card information. If that changes, we will update this page before we start.

What we do not collect. We do not ask applicants for government ID, credit reports, or criminal record checks through Keystead.

3. How we use information

We use information to:

• provide Keystead's features, including producing tenancy agreements, sending the landlord an email when an application arrives, sending the applicant a confirmation, and showing your vacancy board and expense lists;
• create and secure your account, and keep the service running, secure, and free of abuse;
• respond to support requests and send you service messages;
• improve Keystead, using usage records and aggregated, de-identified information that does not identify you, your tenants, or your applicants; and
• meet our legal obligations.

4. What we do not do

• We do not sell personal information.
• We do not use personal information for advertising or share it with advertisers or data brokers.
• We do not share one landlord's tenant or applicant information with another landlord.
• We do not use your Content, or tenant or applicant information, to train AI models.
• We use applicant information only to deliver it to the landlord and confirm receipt to the applicant, not for any other purpose of our own.

5. Who we share information with

We share information only with the service providers we need to host and deliver Keystead, such as hosting, database, email delivery, and file storage providers, and only so they can provide those services to us. We require them to protect the information and to use it only for that purpose.

We may also disclose information:

• to the landlord, in the case of tenant and applicant information entered or collected for that landlord;
• where the law, a court order, or a regulator requires it;
• to our professional advisers, or to protect the rights, property, or safety of TeslanSoft, our users, or the public; and
• to a buyer or successor if TeslanSoft is involved in a merger, acquisition, or sale of its business. We would tell you first and require the buyer to honour this page.

6. Where information is stored

Keystead data is hosted in Canada and the United States. When information is stored or handled in the United States, it is subject to United States law, including lawful requests from government and national security authorities. Our service providers are required to protect your information wherever it is handled.

By using Keystead you understand that your information may be handled in both countries.

7. Keeping it safe, how long we keep it, and breaches

Safeguards. We use reasonable technical and organizational safeguards, including encrypted connections (HTTPS/TLS), hashed passwords, access limited to people who need it, and private access controls on stored files. No system is perfectly secure.

While your account is active. We keep information for as long as your account is active and as needed to provide the service.

After your account closes. We will give you at least 30 days to request a copy of your information, then delete or de-identify your account and its data within 90 days. We may keep limited information longer where the law requires it, or to resolve a dispute or protect legal rights.

Backups. Deleted information may remain in encrypted backups for a limited period until those backups expire. Backups are used only for recovery.

Prospect applications. Application records remain available to the landlord while their account is active. When a landlord closes an application or their account ends, we delete or de-identify that information on the same timelines as other account data, unless the landlord has kept their own copies.

Landlord records. Landlords may have their own obligations to keep tenancy and financial records. Keeping them is the landlord's responsibility, so we recommend downloading or saving documents you need.

Breaches. If a security incident involves personal information and creates a real risk of significant harm, we will notify the affected landlords and report to the Office of the Privacy Commissioner of Canada as the law requires. Where tenant or applicant information was affected, we will tell the landlord promptly so that they can meet their own obligations.

8. Your choices and rights

Subject to the law, you may ask to:

• see the personal information we hold about you;
• correct information that is wrong or incomplete;
• delete your information or account; and
• withdraw consent to our handling of your information. For a landlord, this may mean we can no longer provide the service.

Landlords: write to support@teslansoft.com from the email address on your account.

Tenants and applicants: contact the landlord you dealt with first, since the landlord decides how your information is used. You can also write to us at support@teslansoft.com with your name and enough detail to find your records, and we will help or pass your request to the landlord. We may need to confirm your identity first.

We will respond within 30 days. If we need more time, we will tell you why. We may have to refuse or limit a request where the law allows or requires it, for example where deleting information would breach a legal record-keeping duty, and we will explain why if we do.

9. Children

Keystead is for adults who manage rental properties. We do not knowingly collect personal information directly from anyone under 19, the age of majority in British Columbia. If you believe we have, contact us and we will delete it.

10. Questions and complaints

Write to us at support@teslansoft.com. If you are not satisfied with our response, you can contact:

• Office of the Information and Privacy Commissioner for British Columbia: oipc.bc.ca
• Office of the Privacy Commissioner of Canada: priv.gc.ca

11. Changes to this page

We may update this page from time to time. The effective date above shows the latest version. For a material change, such as a new type of information we collect, a new way we use it, or a change in where it is stored, we will notify landlords by email or in the product at least 30 days before it takes effect where we reasonably can. A change will not be used to treat information we already hold in a new way without any consent the law requires.

12. Contact

TeslanSoft, British Columbia, Canada
Email: support@teslansoft.com