Privacy Policy

Who we are

LeaseTrail (“we”, “us”) is software built for Ontario landlords and tenants to keep rental records — including tenancy details, rent payments, maintenance notes, documents, and Evidence Pack photos.

Contact: privacy@leasetrail.ca

What we collect

• Account data: name, email, password (hashed), role preference, plan/billing status.
• Rental records you upload or enter: addresses, tenant/landlord names you provide, payment amounts and dates, maintenance notes, letters, and uploaded files (leases, notices, photos).
• Evidence Pack data: photos, room tags, timestamps, guest-upload activity on share links you create.
• Technical data: session cookies, basic server logs (IP, user agent, timestamps) for security and reliability.
• Payment data: if Stripe is enabled, card details are processed by Stripe — we do not store full card numbers on our servers.

Why we process it

• To provide the product you signed up for (ledgers, packs, exports, guest links).
• To authenticate sessions, enforce plan limits, and prevent abuse.
• To improve reliability and fix bugs.
• To communicate about your account (e.g. billing or security notices) when applicable.

Data ownership

You retain ownership of the content you upload (photos, documents, ledger entries). We process it only to operate LeaseTrail. We do not sell your personal information.

Sharing and guest links

Evidence Pack guest links let someone upload or view pack content without an account. Anyone with the link can use it until you revoke or lock the pack. Treat links like secrets; revoke them when finished. Do not upload others’ personal information without a lawful basis and their knowledge where required.

Where data is stored

Application data is stored on our hosting provider (currently Railway / associated cloud infrastructure). Servers may be located in the United States or other jurisdictions. By using LeaseTrail you understand your data may be processed outside Canada with appropriate contractual and technical safeguards we implement through our providers.

Retention and deletion

We keep your data while your account is active. You may request deletion of your account and associated records by emailing the contact above. Backups may persist for a limited period before irreversible deletion. Guest-uploaded photos belong to the pack owner’s account and are deleted with that pack/account.

Security

We use industry-standard measures such as hashed passwords, HTTPS in production, and access controls. No method of transmission or storage is 100% secure.

Cookies

We use a session cookie to keep you logged in. We do not use third-party advertising cookies.

Children

LeaseTrail is not directed at individuals under 16. Do not create an account for a child.

Your rights (Canada)

Depending on your province, you may have rights to access, correct, or delete personal information we hold about you, and to withdraw consent where processing is consent-based. Contact us to exercise these rights. We are not claiming a formal PIPEDA certification; we aim to handle personal information responsibly for a small SaaS.

Changes

We may update this policy. Material changes will be reflected by updating the “Last updated” date on this page.

Disclaimer

LeaseTrail is a record-keeping tool. It does not provide legal advice, and storing documents here does not create solicitor-client privilege or guarantee admissibility in any tribunal or court.