Privacy Policy

Last updated: July 3, 2026

This Privacy Policy explains how Vacantless ("we," "us") collects, uses, discloses, and protects personal information when you use the Vacantless leasing workspace and website (the "Service"). We handle personal information in accordance with applicable Canadian privacy law, including PIPEDA.

Who this covers

Vacantless is used by landlords and property operators ("landlords") to run their leasing. Landlords enter information about their rentals and about prospective and current renters. For that renter information, the landlord is the party responsible for it (the controller), and Vacantless processes it on the landlord's behalf to provide the Service.

Information we collect

• Account information: your name, business name, email, and login credentials.
• Rental information: addresses, rent, unit details, photos, and availability you enter.
• Renter and inquiry information that landlords enter or that renters submit: names, emails, phone numbers, messages, viewing bookings, and tenancy details.
• Payment information: when you use a rent rail, payments are processed by third parties (Stripe, Rotessa). Vacantless stores only processor identifiers and payment status. We never store bank account numbers, card numbers, credit reports, SINs, or government ID numbers.
• Usage and technical data: log data, device and browser information, and cookies needed to run the site and keep sessions secure.

How we use information

• Provide, maintain, and improve the Service.
• Schedule and record rent through the landlord's chosen processor, and send transactional emails, reminders, and receipts.
• Respond to support requests and communicate about the Service.
• Protect against fraud, abuse, and security risks, and comply with legal obligations.

We do not sell personal information, and we do not use it for third-party advertising.

Service providers we share with

We share information only with providers that help us run the Service, under contracts that limit their use of it. These include our hosting and database provider, our email delivery providers, and the payment processors you choose to use (Stripe and, where applicable, Rotessa). Some of these providers operate in the United States, so information may be processed outside Canada.

How long we keep information

We keep information for as long as your account is active and as needed to provide the Service, then for a reasonable period to meet legal, accounting, and dispute-resolution needs, after which it is deleted or anonymized.

Security

We use industry-standard safeguards, including encryption in transit, access controls, and per-organization data isolation. No method of transmission or storage is perfectly secure, but we work to protect your information and to limit what we hold (for example, we deliberately do not store bank or card numbers).

Your choices and rights

Subject to applicable law, you may request access to, correction of, or deletion of your personal information, and you may withdraw consent for certain uses. If you are a renter whose information a landlord entered, please contact that landlord first; we will support their request. To make a request to us, email hello@vacantless.com.

Landlord responsibilities

Landlords are responsible for having a lawful basis to collect and share renter information they enter into Vacantless, and for handling it in line with applicable landlord-tenant, privacy, and human-rights law.

Cookies

We use only the cookies needed to operate the site and keep you signed in. We do not use advertising or cross-site tracking cookies.

Children

The Service is for business use by adults and is not directed to anyone under 18.

Changes

We may update this policy from time to time. Material changes will be reflected by updating the date above and, where appropriate, notifying you.

Contact

Questions or requests: hello@vacantless.com. Mailing address: Ontario, Canada.