Shelterly Privacy Policy and Client Terms

At Shelterly, we are dedicated to protecting the privacy and security of all personal and sensitive information collected during the provision of our comprehensive services. These services include property and facility management, shelter support, and residential management for tenants and property owners. By engaging with our services, you acknowledge that you are subject to the terms of this Privacy Policy and the specific responsibilities, rights, and consequences associated with your client category—whether as a shelter client, facility client, residential tenant, or property owner.

  1. Information We Collect
    We may gather various types of information necessary to deliver and improve our services, including:

    • Personal Identification Information: Name, address, phone number, email, government-issued ID, and emergency contacts.

    • Financial Information: Employment details, pay stubs, credit reports, and banking data.

    • Property/Service-Specific Information: Lease or service agreements, maintenance requests, incident reports, and communications related to property management or shelter services.

    • Technical Data: Data collected through our digital platforms, including access logs and communication history.

  2. How We Use Your Information
    Your information is used to:

    • Provide, administer, and enhance our property, facility, and shelter management services.

    • Facilitate lease or service administration, maintenance coordination, and timely communication.

    • Conduct client screenings, including credit checks and employment verification, where applicable.

    • Ensure compliance with legal, regulatory, and contractual obligations specific to your client category.

    • Analyze and improve operational efficiency and customer service.

  3. Sharing Your Information
    We may share your information with third parties under these circumstances:

    • Service Providers: Trusted vendors or contractors who support our maintenance, repair, legal, or administrative services.

    • Legal and Regulatory Compliance: In response to legal processes, governmental requests, or to comply with applicable laws and regulations.

    • Operational Purposes: Authorized software platforms used for tenant screening, communication, and record management.

    • Emergency Situations: To protect the safety and security of individuals or property in urgent scenarios.

    All third parties are contractually bound to maintain the confidentiality and security of your information.

  4. Data Security
    We implement rigorous technical, administrative, and physical safeguards to protect your data from unauthorized access, disclosure, or misuse. These include secure storage, encryption, regular security audits, and restricting access to authorized personnel. While no system is entirely secure, we commit to continuously enhancing our security measures.

  5. Data Retention
    Your information is retained only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, or enforce our agreements. Once no longer needed, data will be securely deleted or anonymized in accordance with our retention practices.

  6. Your Rights and Responsibilities
    As a client of Shelterly, you have the right to:

    • Access and request a copy of your personal information.

    • Request corrections to any inaccurate or incomplete data.

    • Ask for deletion of your data, subject to applicable legal or contractual requirements.

    • Withdraw consent for certain uses of your data, where applicable.

    It is also your responsibility to stay informed of any changes to our policies and to adhere to all relevant guidelines and regulations governing your use of our services.

  7. Third-Party Platforms and Compliance
    We use reputable third-party software platforms to streamline our operations. By using Shelterly’s services, you agree to the terms and privacy policies of these platforms. We select partners who adhere to high standards of data protection and comply with applicable privacy laws.

  8. Policy Updates and Amendments
    This Privacy Policy may be updated periodically to reflect changes in our practices, regulatory requirements, or operational needs. Clients will be notified of any significant changes through our website or direct communication. We encourage you to review this policy regularly to remain informed about how your information is protected and used.

  9. Photography and Advertising Consent
    By using Shelterly’s services, you expressly consent to allow the landlord and/or Shelterly, or an employee or contractor of Shelterly, to take photographs of your residence for the purpose of advertising the unit on MLS. In connection with this, you agree not to store any identifying personal information in plain view when a representative is onsite to take such photographs. These images may be used in marketing and advertising efforts in compliance with applicable laws.

  10. Contact Information
    If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us at:

    Shelterly
    10 Four Seasons Pl. #1000
    Toronto, ON, M9B 0A6
    Email: info@shelterly.ca

By using Shelterly’s services, you confirm that you have read, understood, and agree to be bound by the terms outlined in this Privacy Policy, as well as any additional conditions related to your specific client category.