Rentvic — Privacy Policy

Effective date: 2026-09-08
Last updated: 2026-09-08
Version: 2026-09-08

1. Who this policy covers

This Privacy Policy explains how Rentvic Platforms Inc. ("Rentvic," "we," "us"), a company incorporated in British Columbia, collects, uses, discloses, and protects personal information when you use the Rentvic platform (the "Platform"). It applies to tenants, landlords, and visitors to our website.

We are the organization responsible for personal information under our control. Our designated contact for privacy matters is the Privacy Officer, reachable at privacy@rentvic.ca.

2. Information we collect

Information you provide directly

About third parties you enter. Rental history and references contain personal information about people who may not be Rentvic users — a former landlord, a referee. You are responsible for having a reasonable basis to provide their details, and we use that information only to pass it to a landlord you have applied to.

Information collected automatically

• Server and request logs — IP address, browser user-agent, the URL requested, and timestamps, recorded by our hosting and database providers in the ordinary course of serving requests. Used for security, debugging and abuse prevention.
• Authentication cookies — set on your device to keep you signed in. See Section 8.
• Activity date — the date you were last active on the Platform. It is stored as a single date on your account and overwritten each day you come back. It is not a history: we keep the most recent date only, we do not keep the time of day, and we record nothing about what you did.
• Search criteria that returned no results — when a search of the listings finds nothing, we record what was searched for: the words typed in the search box, and the filters set, such as area, bedrooms and maximum rent. We do this to find out what people are looking for that nobody is offering, so we can go and find it. It is not attached to you. There is no account, no sign-in status, no session, no device or IP address and no time of day stored with it — only the local date and a count of how many times that same search failed. Searches that found results are counted but not recorded: we keep the number of searches run per day, and nothing about what they were.

What we do not collect. As of this version, Rentvic uses no third-party analytics or product-analytics service, no error-monitoring or crash-reporting service, no advertising or tracking cookies, and no third-party trackers of any kind. Nothing described in this section is sent to an outside company for analysis. We do not build advertising profiles, and we do not sell personal information.

We do count our own activity. We produce aggregate statistics about how the marketplace is working — how many listings are posted, how many applications are sent, how long listings take to fill, how many accounts were active on a given day, and how many searches ran and how many of them found nothing — from the information already described above. These are counts and totals only. They are stored apart from your account, they name nobody, and they cannot be traced back to an individual. They are used to run and improve the Platform, and they are never used to make a decision about a particular person.

Maps and location

• Listing addresses are supplied by landlords and converted to map coordinates by Mapbox on our servers, when the listing is saved. Your location plays no part in that.
• When you view a map, your browser loads map tiles directly from Mapbox. Mapbox therefore receives your IP address and the map area you are viewing, under its own privacy policy. Grid view does not load a map.
• We do not request or use your device's location. There is no location permission prompt in the Platform, and map search is based on the area you choose to look at.

Sensitive information

Some of what we collect is more sensitive than the rest, in particular age, employment and income on a tenant profile. Age is a protected ground under the BC Human Rights Code.

• These fields are shown only to a landlord you have applied to — or, for a group application, to the landlord your group applied to, and only after every member has separately agreed for that listing.
• They are not searchable, not filterable, and are never used to rank, match or sort anyone.
• The roommate directory holds no protected characteristics at all. Its filters operate only on lifestyle and budget fields you enter about yourself.
• Tenant profile photos are stored privately and released only alongside something you chose to submit. Listing photos are stored publicly and can be viewed by anyone with the link.
• A landlord's profile photo and blurb are stored publicly, because they are shown beside that landlord's listings on pages anyone can see. Both are optional, and this applies only to accounts that let a place — never to a tenant profile.

3. How we use your information

We use personal information to:

• Create and manage your account
• Operate core features: publishing and searching listings, applications, messaging, tenant groups, open houses, roommate profiles and matching
• Show listings on a map
• Send transactional email — sign-in and verification email, application updates, and notice of an unread message — through Resend
• Send optional notifications you have turned on (saved-search alerts, application digests, message and roommate emails), each of which you can turn off in Notification settings
• Produce aggregate statistics about how the Platform is working — counts of listings, applications and active accounts, and how long listings take to fill — to run and improve the service. These describe the market rather than any person, and are not used to rank, match, sort or assess anyone
• Understand what people are looking for and failing to find, by recording the criteria of searches that returned no results, so we can seek out the housing that is missing. This is a record of demand and carries no identifier of the person who searched
• Investigate and act on violations of our Terms of Service, including fair-housing compliance
• Keep the Platform secure, debug problems, and prevent abuse
• Comply with legal obligations and respond to lawful requests from authorities

We do not use tenant profile data (age, employment, income, pets, smoking) for any purpose other than presenting it to a landlord you have applied to, and reviewing conduct under our Terms.

4. Legal basis for processing (BC PIPA)

Under BC's Personal Information Protection Act, we collect, use, and disclose personal information based on:

• Consent — express consent at account creation, recorded as an entry naming which version of this policy and of our Terms of Service you accepted and when; and express consent for optional features such as notifications. Implied consent applies to information you voluntarily provide to complete a transaction, such as submitting an application.
• Reasonable purposes — uses a reasonable person would consider appropriate, such as security logging and abuse prevention.
• Legal requirement — where disclosure is required by law, court order, or to comply with a legal obligation.

If this policy or our Terms change materially, we ask you to accept the new version before you continue using the Platform.

You may withdraw consent for optional processing at any time. Withdrawing consent for core processing may mean you cannot use the corresponding feature.

5. Who we share information with

Other users, as part of normal Platform function:

• A landlord you apply to sees your tenant profile and your application message.
• For a group application, the landlord sees each member's details only after every member has agreed, for that listing.
• A landlord whose open house you RSVP to sees your RSVP and can record whether you attended.
• Members of a tenant group see the group's chat and anything shared into it.
• While your roommate profile is set to visible, anyone signed in can see it in the roommate directory. You can hide it, and you can block another user — which hides each of you from the other.
• People you message see what you send them.
• Listing photos are publicly accessible to anyone with the link.
• A landlord's name, photo and blurb are shown on their listings, on pages that anyone — signed in or not — can view, and that search engines can index. All three are optional and can be cleared at any time.

Service providers (processors) who handle data on our behalf:

• Supabase — database, authentication, and file storage
• Vercel — application hosting
• Mapbox — map rendering and address geocoding
• Resend — transactional email delivery

We do not currently use any payment processor, identity-verification provider, analytics service, or error-monitoring service. If we add one, we will update this policy and ask you to accept the updated version first.

These providers may store or process data outside Canada, including in the United States. Where personal information is processed outside Canada, it may be accessible to foreign courts, law enforcement, or national security authorities under the laws of that jurisdiction.

Legal and safety disclosures: We may disclose information where required by law, to enforce our Terms, to protect the safety of users, or in connection with a merger, acquisition, or sale of assets, with notice to affected users where required.

We do not sell personal information to third parties.

6. Data retention

We retain personal information for as long as your account exists, and for a reasonable period after your account is closed, to meet legal obligations, resolve disputes, and enforce our agreements. We do not keep it longer than those purposes require.

Some information is not ours alone to delete. A message you sent remains visible to the person you sent it to, and an application you submitted remains with the landlord who received it. Removing them would rewrite another person's record of a conversation or a decision they made, so we leave them in place.

Aggregate statistics outlive an account. The counts described in Section 2 are totals with no link to any person — a number of listings, a number of applications, a number of accounts active on a day. Closing your account does not remove them, because there is nothing in them to remove. The activity date on your account is deleted with the account like everything else.

The same is true of the recorded searches, for the same reason. A search that returned nothing is stored with no link to whoever ran it, so closing an account cannot find one to remove and does not affect them. They are not kept indefinitely either: we can and do delete these records up to a chosen date, and doing so removes both the counts and the words that were searched for.

7. Your rights

Under BC PIPA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent for optional processing, subject to legal or contractual restrictions
• Request deletion of your account and associated data, subject to the retention and third-party limits described in Section 6

Most of your information can be viewed and corrected directly in the Platform. You can close your account yourself, from Account settings. Doing so deletes your account, your profile, your saved searches and saved listings, and — if you let a place — takes your listings down immediately. The limits in Section 6 still apply: a message you sent remains with the person you sent it to, and an application you submitted remains with the landlord who received it.

When you close your account we ask why, and you may add a note. That answer is stored with no link to you or to your account — the same way the recorded searches described in Section 6 are — so it survives the account it explains and cannot be traced back to you. It is optional, and the note is limited to 1,000 characters.

For anything else, email privacy@rentvic.ca. We will respond within the timeframe required by law (generally 30 business days) and may need to verify your identity before fulfilling a request.

8. Cookies

Rentvic uses cookies for one purpose: keeping you signed in. These are strictly necessary — without them you cannot log in or stay logged in.

We set no analytics cookies, no advertising cookies, and no third-party tracking cookies. There is consequently no cookie banner and nothing to opt out of. Clearing cookies for rentvic.ca signs you out.

If this ever changes, this policy changes with it, and you will be asked to accept the new version before continuing.

9. Data security

We use industry-standard safeguards, including encryption in transit, database-level row-level security policies that restrict every non-owner read to a relationship that already exists (an application you submitted, a conversation you are part of), private storage for tenant profile photos, and access controls limiting internal access to sensitive fields. No system is completely secure, and we cannot guarantee absolute security of information transmitted to or stored on the Platform.

10. Children's privacy

The Platform is not directed at or intended for use by anyone under the age of majority in their province (19 in British Columbia; 18 elsewhere in Canada, per Section 2 of the Terms of Service). We do not knowingly collect personal information from minors.

11. Changes to this policy

We may update this Privacy Policy from time to time. Every version carries a version identifier and a Last updated date, and we keep a record of which version you accepted and when.

If a change is material — for example, if we begin collecting a new category of information, use information for a new purpose, or introduce a new service provider that receives your personal information — we will tell you and ask you to accept the updated policy before you continue using the Platform.

This is how planned features will be handled. Third-party analytics services, error monitoring, payments, and landlord identity verification are not in use in this version. Describing them here before they exist would misstate what we do today, and would not constitute your consent to something that has not been built. Each will be added to this policy at the time it is introduced.

That is what happened in this version. Recording the criteria of searches that returned no results, described in Section 2, is new here. It is a new category of information and a new purpose, which is why this version is one we asked you to accept rather than a quiet edit. It was added when it was built rather than announced in advance.

The previous version did the same for the aggregate statistics and the activity date, also described in Section 2.

12. Contact us

For privacy questions, access requests, or complaints, contact:

Privacy Officer, Rentvic Platforms Inc. privacy@rentvic.ca

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).