Last updated: October 13, 2026
Privacy Policy
This policy explains how MapleKeys Property Management ("MapleKeys", "we") collects, uses and protects personal information through our website www.themaplekeys.ca, the MapleKeys app (iPhone and Android) and our tenant, owner and contractor portals. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Information we collect
- Contact details – name, email address and phone number (tenants, property owners, contractors, applicants, and people who contact us).
- Tenancy and property information – lease details, rent and payment records, deposits, notices, signed documents, tenant insurance, and property addresses.
- Rental applications – the information you enter in an application (for example employment, income, references, occupants and pets).
- Maintenance requests – descriptions, messages, photos and videos you upload, and visit times.
- Electronic signatures – your signature image, name, the date and time, and the IP address used when you sign.
- Sign-in information – your email address and a sign-in code we email you. We do not use passwords in the app. We keep a record of the devices that are signed in (device type) so you can stay signed in.
The app does not collect your location, contacts, advertising identifiers or browsing history, and it contains no third-party advertising or tracking.
How we use it
- To manage tenancies and properties: rent, maintenance, inspections, notices, documents and statements.
- To show you your own information in the app and portals (a tenant sees their lease, an owner sees their properties, a contractor sees the jobs assigned to them).
- To send emails you need: sign-in codes, maintenance updates, reminders, documents to sign and notices.
- To review rental applications and to meet our legal obligations (for example under Ontario's Residential Tenancies Act).
We never sell your personal information.
Who we share it with
- The people involved in your tenancy or property – for example the property owner (landlord), and the contractor assigned to a repair (who sees the job details and photos, not your payment information).
- Service providers that run our systems: Supabase (secure database and file storage), Resend (sending emails) and Cloudflare (website hosting). They process information only for us.
- When required by law – for example the Landlord and Tenant Board, or as required by a court order.
How we protect it
Information is sent over encrypted connections (HTTPS) and stored in access-controlled systems. Each portal shows only the information that belongs to that person. Documents are shared using private, time-limited links.
How long we keep it
We keep tenancy, payment and signed records for as long as the law and our business needs require (generally up to 7 years after a tenancy ends), and maintenance photos and messages for as long as they are useful for the property. Rental applications that do not lead to a tenancy are deleted within 12 months.
Your choices and rights
- Access and correction – you can ask to see the personal information we hold about you and to correct it.
- Delete your app account – in the app, tap your initials → Delete my app account. You are signed out everywhere and we remove your app sign-in. You can also email us to ask that your personal information be deleted; we will delete what we are not legally required to keep.
- Emails – you can ask us to stop sending non-essential emails at any time.
Children
The app is for tenants, owners, contractors and staff and is not directed to children.
Contact us
MapleKeys Property Management · Serving Kingston and Cornwall, Ontario
Email: · Phone:
If you have a concern we can't resolve, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).
We may update this policy; the date at the top shows the latest version.