Privacy & Security Policy

This Privacy Notice for LeaseHelm ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

• Visit our website at https://leasehelm.app or any website of ours that links to this Privacy Notice
• Use LeaseHelm — a software platform that helps Ontario landlords manage lease documentation and Residential Tenancies Act (RTA) notice timelines using automated calculation tools
• Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@leasehelm.app.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by using our table of contents below.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information? We do not process sensitive personal information.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• names
• email addresses
• passwords
• contact or authentication data
• billing addresses
• contact preferences

Sensitive Information. We do not process sensitive information.

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice at: https://stripe.com/privacy.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services.
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data. We collect approximate location information based on your IP address, which may indicate your city, province or state, and country. We do not collect precise geolocation data, such as GPS coordinates. This approximate location data helps us understand where our users are located and comply with applicable regional laws.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To fulfill and manage your orders. We may process your information to fulfill and manage your subscription and payment transactions made through the Services.
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
• To comply with legal obligations. We may process your information when we believe it is necessary to comply with our obligations under applicable law, including record-keeping and reporting requirements.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

LeaseHelm is an Ontario, Canada-based service primarily designed for Ontario landlords. We do not actively target users in the European Economic Area (EEA), the United Kingdom (UK), or Switzerland. If you are located in those regions, you may have additional rights under the General Data Protection Regulation (GDPR) or other applicable local data protection laws.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
• For investigations and fraud detection and prevention
• For business transactions provided certain conditions are met
• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ("third parties") who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. We do not sell, rent, or trade your personal information to third parties.

The types of third parties we may share personal information with are as follows:

We also may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• For Legal Reasons. We may also need to disclose your personal information where required or permitted by applicable law, regulation, or legal process, or where we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We use essential cookies to operate our Services. We use analytics tracking technologies only where we have an appropriate legal basis to do so, including implied consent for non-identifying analytics and affirmative consent for analytics that collect personal information.

We use cookies and similar technologies that are strictly necessary to operate and secure our Services (“essential cookies”). These essential cookies do not require your consent because they are required for the Services to function.

We also use, or may in the future use, analytics technologies provided by third parties to help us understand how visitors interact with our website so we can improve it. Where an analytics tool does not use cookies, does not collect persistent identifiers, and does not retain personal information, we rely on implied consent under PIPEDA and provide notice through this Privacy Notice. Where an analytics tool uses cookies or collects personal information in a persistent or identifiable form, we will only deploy it after you have provided your affirmative consent through our cookie consent mechanism. You may withdraw your consent at any time by adjusting your cookie preferences. If you do not consent, or if you withdraw consent, cookie-based analytics tracking will not occur and your use of the Services will not be affected.

6. DO WE USE ARTIFICIAL INTELLIGENCE-BASED TECHNOLOGIES?

In Short: Our calculation engine is purely rule-based and does not use AI.

LeaseHelm’s core calculation functionality uses fixed legal formulas and rule-based logic to compute notice periods under the Ontario RTA. It does not use artificial intelligence, machine learning, or similar technologies.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law.

Retention Periods

Important Notes on Deletion

Calculation audit trails and evidence files may not be deletable during their retention period where retention is reasonably required to (a) establish, exercise, or defend legal claims in Landlord and Tenant Board proceedings, (b) maintain audit-trail integrity and support dispute resolution, (c) comply with applicable regulatory requirements, or (d) comply with applicable tax and regulatory record-keeping obligations. However:

• Your account data (email, profile, billing information) CAN be deleted at any time through your account settings or by contacting us.
• Deleting your account will anonymize associated audit records by removing your email address and personal identifiers.
• The calculation records themselves will remain in our system for their full retention period to maintain audit trail integrity.
• We use automated systems to delete records when their retention periods expire.

Landlord Responsibility for Tenant Data

LeaseHelm does not require tenant personal information to perform calculations. Our software needs only dates, rent periods, and lease terms — not tenant names or contact details.

If you choose to store tenant information (e.g., in notes or labels), you are the data controller for that information. You are responsible for:

• Having appropriate legal authority to collect and process tenant data
• Complying with applicable privacy laws (PIPEDA, provincial legislation)
• Ensuring tenant data is accurate and handled securely
• Responding to tenant privacy rights requests regarding their data

LeaseHelm acts as a data processor for any tenant information you choose to input into the platform.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.

We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age or the equivalent age as specified by law in your jurisdiction has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18 or the equivalent age as specified by law in your jurisdiction, please contact us at privacy@leasehelm.app.

10. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: If you are located in Canada, you have rights under applicable data protection laws, including PIPEDA, that allow you greater access to and control over your personal information. Users in other regions may have additional rights under their local data protection frameworks. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

Under Canadian privacy law (including PIPEDA and applicable provincial legislation), you have certain rights regarding your personal information. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. If you are located outside of Canada, you may have similar or additional rights under your local data protection laws.

You can make such a request by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. We will consider and act upon any request in accordance with applicable data protection laws.

If you are located outside of Canada and believe we are unlawfully processing your personal information, you may have the right to complain to your local data protection authority.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below or updating your preferences. However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Log in to your account settings and update your user account.
• Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at privacy@leasehelm.app.

11. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

12. AUTOMATED DECISION-MAKING

LeaseHelm uses automated calculation systems to process your lease information and calculate notice periods based on Ontario RTA rules. These calculations apply fixed legal formulas to the inputs you provide, they do not use artificial intelligence or machine learning. No automated decision is final without your review and approval. You remain responsible for verifying all calculations and outputs before using them in any legal context.

13. INTERNATIONAL DATA TRANSFERS AND INFRASTRUCTURE LOCATION

Storage Locations

All user data is stored and processed on servers located in the United States, with the following third parties:

• Amazon Web Services (AWS)
• Stripe
• Cloudflare
• Ahrefs
• Google

We do not currently maintain Canadian data storage. All operational data resides on U.S. infrastructure.

Cross-Border Processing Under PIPEDA

The Personal Information Protection and Electronic Documents Act (PIPEDA) does not prohibit storing Canadian data in the United States, provided there is transparency and accountability. We remain responsible for your personal information at all times, even when it is processed by our U.S.-based service providers. We use contractual, technical, and organizational safeguards that we believe align with PIPEDA's accountability and safeguards principles.

U.S. Law Enforcement Access

Because our infrastructure is hosted by U.S.-based providers, your information may be subject to U.S. laws, including the Clarifying Lawful Overseas Use of Data Act (CLOUD Act), which permits U.S. law enforcement to request access to data held by U.S. service providers. We will only disclose information in response to requests we are satisfied are valid and legally binding, and where we are legally permitted to notify you, we will do so.

Safeguards for Cross-Border Transfers

To protect your information when it is stored or processed in the U.S., we employ:

Contractual safeguards:

• AWS Data Processing Addendum with data protection commitments
• Stripe Data Processing Agreement

Technical safeguards: We use encryption to protect your data in transit and at rest, multi-factor authentication and role-based access controls for administrative access, and conduct regular security audits.

Organizational safeguards:

• Access limited strictly to those who need it to operate the service
• Comprehensive audit logging of all data access
• Data minimization practices (we do not require tenant personal information for calculations)
• Employee confidentiality agreements
• Incident response procedures

Your Consent to Cross-Border Processing

By using LeaseHelm, you consent to the storage and processing of your data in the United States, subject to the safeguards described above. If you do not agree, please do not use our Services.

14. NATURE OF SERVICE AND LEGAL DISCLAIMERS

This tool is for informational purposes only and provides general information about Ontario RTA procedures — it is not legal advice, not legal services, and not a substitute for consultation with a licensed legal professional. It does not review your documents for legal sufficiency, draw legal conclusions, apply the law to your specific situation, or make strategic recommendations. Use of this tool does not create a solicitor-client relationship.

This software is provided "as is" without warranties of any kind and may contain errors, inaccuracies, or incomplete information. Use of this tool does not guarantee legal compliance or favorable outcomes in any legal proceeding. You remain solely responsible for all decisions, for verifying the accuracy of all outputs, and for ensuring any notices you file meet legal requirements for your specific circumstances. We strongly recommend review by a licensed Ontario paralegal or lawyer before filing any legal documents.

15. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

16. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at privacy@leasehelm.app or contact us by post at:

17. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email us at privacy@leasehelm.app.