Privacy Policy

Who we are

KEILTY Realty Management Inc. ("KEILTY", "we", "us") is a property management company based at 300-80 Queen Street, Kingston, Ontario K7K 6W7. We manage residential and commercial rental properties across Eastern Ontario, and have since 2003. We are committed to handling personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

This policy covers personal information we collect through our website (keilty.com), our forms, our owner and resident portals, and in the ordinary course of managing properties.

What we collect

What we collect depends on your relationship with us.

• Website visitors: information you send through our forms (name, email, phone, property details), plus standard analytics data about how the site is used (pages visited, device and browser type, referral source).
• Property owners: contact details and mailing address; details about your property and units; documents needed to onboard and pay you, such as government-issued photo ID for identity verification and a VOID cheque or direct deposit form for owner disbursements; leases, licences, and related records; and information you provide about current tenancies.
• Residents and rental applicants: contact details, application information, references, employment and income information, and, with your consent, credit checks; tenancy records such as leases, ledgers, maintenance requests, and correspondence.
• Vendors and job applicants: contact and business details, insurance and compliance documents, and application materials you submit.

We do not ask for, and you should never send us, your health card number.

How we use it

We collect personal information only for purposes a reasonable person would consider appropriate to the relationship: onboarding and managing rental properties; verifying identity; collecting rent and paying owners; screening applicants (with consent); coordinating maintenance and inspections; meeting legal obligations, including those under the Residential Tenancies Act and tax law; responding to inquiries; and improving our website and services. If we want to use your information for a new purpose, we will ask first.

Consent

By submitting a form on our site or providing information during onboarding, you consent to the collection and use described here. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting us using the details below. Withdrawing consent may limit the services we can provide.

When we share information

We do not sell personal information, ever. We share it only when needed to deliver our services or when the law requires it:

• Service providers that support our operations, such as banking and payment processors, credit reporting agencies (for consented screening), maintenance contractors, and the software platforms we use for property management, document storage, communications, and analytics (including Microsoft 365, where onboarding documents are stored in access-restricted libraries).
• Legal and regulatory recipients, such as the Landlord and Tenant Board, courts, or government bodies, where required or authorized by law.

Some of our service providers store data outside Canada (for example, in the United States). Where that happens, the information may be subject to the laws of that jurisdiction. We use contractual and technical safeguards to require comparable protection.

How we protect it

We use safeguards appropriate to the sensitivity of the information: encryption in transit, access controls that restrict sensitive documents to the team members who need them, secure cloud storage with versioning and audit logging, and staff practices that limit collection to what is necessary. No method of transmission or storage is perfectly secure, but we work to protect your information and to respond quickly if something goes wrong.

How long we keep it

We keep personal information only as long as needed for the purposes above and to meet legal requirements, such as retention periods for financial and tenancy records. When information is no longer required, we destroy it securely or anonymize it.

Cookies and analytics

Our website uses cookies and analytics tools to understand how visitors use the site, including which pages are most useful and where visitors come from (including referrals from search engines and AI assistants). This data is used in aggregate and is not used to identify you personally. You can block or delete cookies in your browser settings; the site will still work.

Links to other sites

Our site links to third-party services, such as our careers portal, review platforms, and social media. Those services have their own privacy policies, and we encourage you to read them.

Your rights

You may ask us what personal information we hold about you, request access to it, and ask us to correct it if it is inaccurate. We will respond within the timelines required by law. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Changes to this policy

We may update this policy from time to time. The effective date at the top reflects the latest revision, and material changes will be noted on this page.