Privacy Policy

PropIQ (a Flowstate Realty company, Edmonton, Alberta) provides property-management software to property management companies, landlords, and their tenants, owners, and vendors ("the Platform").

This policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection Act (Alberta) ("PIPA") and, where applicable, the Personal Information Protection and Electronic Documents Act (Canada) ("PIPEDA").

Most personal information on the Platform — tenant records, leases, rent transactions, maintenance requests, owner statements, vendor details — is collected and controlled by the property management company using the Platform (our client). For that information, our client is the responsible organization and we act as their service provider, processing it only on their instructions.

We are directly responsible for the personal information we collect ourselves: platform account credentials, demo requests, website inquiries, and usage records needed to operate and secure the service.

Account information: name, email address, phone number, role (staff, tenant, owner, or vendor), and a securely hashed password. We never store passwords in readable form.

Property management records: information our clients and their users enter in the ordinary course of managing properties — lease details, payment history, maintenance requests, messages, and documents.

Website submissions: contact form inquiries and rental applications, including the details you choose to provide.

AI assistant conversations: messages exchanged with Lucy, our AI assistant, are logged so our clients can review the service provided. Do not enter banking details, government ID numbers, or other sensitive data into chat — Lucy is instructed to refuse them.

Technical data: session tokens and basic logs (timestamps, pages served) needed to keep the Platform secure and functioning. We do not sell advertising and we do not use third-party ad trackers.

To operate the Platform: authenticating users, processing rent records, coordinating maintenance, generating owner statements, and delivering messages and notifications.

To notify: sending email notifications you would reasonably expect (e.g., a reply from your property manager, a receipt, a new inquiry alert).

To secure and improve the service: detecting misuse, fixing defects, and understanding aggregate usage.

Under PIPA, we collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances, and we limit collection to what is needed for those purposes.

By creating an account or submitting a form, you consent to the collection and use described here. Where our client (a property management company) enters information about you — for example, a tenant record created at lease signing — that organization is responsible for having the authority or consent to do so under PIPA.

You may withdraw consent, subject to legal or contractual restrictions, by contacting us or the property management company you deal with; we will explain the consequences (for example, some services cannot be delivered without contact information).

Platform data is hosted in Canada (currently in the AWS ca-central-1 region, via our database provider). Some supporting services (such as web hosting/delivery and email delivery) may process data outside Canada in the course of providing their service; where personal information may be processed outside Canada, PIPA requires us to tell you: it may be accessible to authorities in those jurisdictions under their laws. Questions about our service providers’ locations can be directed to our privacy contact below.

Your property management company and its authorized staff (for records they control).

Service providers that help us run the Platform — hosting (Vercel), database (Supabase, Canadian region), email delivery, and AI processing (Anthropic, for Lucy conversations when live AI mode is enabled). Each provider is limited to what it needs to provide its service.

Authorities, when required by law — for example a court order, or reporting to the Office of the Information and Privacy Commissioner of Alberta (OIPC).

We do not sell personal information. Ever.

We protect personal information with safeguards appropriate to its sensitivity, as PIPA requires: encrypted connections (HTTPS), hashed passwords, role-based access (tenants, owners, vendors, and staff each see only their own records), session-based authentication, and audit trails on key records such as work orders.

We keep personal information only as long as needed for the purposes above or as our clients require for their legal obligations (for example, RECA-regulated brokerages have their own record-retention requirements). When information is no longer needed, we delete or anonymize it within a reasonable time.

Under PIPA you may request access to your personal information and ask us to correct errors. For records controlled by your property management company, we will refer your request to them (they are the responsible organization). We respond to requests within 45 days as PIPA requires, and we will tell you if a legal exception applies.

If a security breach creates a real risk of significant harm to individuals, we will report it to the Office of the Information and Privacy Commissioner of Alberta and notify affected organizations and individuals, as required by PIPA section 34.1.

Privacy contact: info@propiq.ca (attention: Privacy Officer), or write to PropIQ, Edmonton, Alberta.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta (oipc.ab.ca, 780-422-6860).