Privacy Policy

Solved Property Management · 104 Crockford Blvd., Unit 214, Scarborough, ON M1R 3C3

Effective date: May 1, 2026 · Last updated: May 2026

1. Who we are

Solved Property Management ("Solved", "we", "us", "our") provides residential property management services to owners in Ontario, Canada, including rent collection, maintenance coordination, owner reporting, and Landlord and Tenant Board paperwork preparation.

Solved Property Management is not a Real Estate brokerage. Where MLS listing services are required (tenant placement on MLS, sale or purchase of a managed property), those services are provided under a separate written agreement with Royal LePage Signature Realty, Brokerage, and performed by licensed Real Estate Salespersons or Brokers registered with that brokerage. Those activities are governed by the Real Estate Council of Ontario (RECO) and the Trust in Real Estate Services Act, 2002 (TRESA).

Our handling of personal information is governed by Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Scope

This Privacy Policy applies to personal information we collect from:

• Property owners and prospective clients
• Tenants, prospective tenants, and rental applicants
• Visitors to solvedpm.com and our landing pages
• Service providers, contractors, and trades engaged on properties we manage
• Referral sources, where contact information is shared with us

This Policy does not govern personal information collected by Royal LePage Signature Realty, Brokerage in connection with MLS listing, leasing transactions, or sale/purchase representation. Those activities are governed by Royal LePage's own privacy practices and applicable TRESA/RECO requirements.

3. Information we collect

3.1 Information you provide directly

From property owners and prospective clients:

• Contact details: name, email, phone, mailing address.
• Property details: address, type, unit count, current rent, tenancy status, photos and video, condition notes.
• Banking and payment information for owner distributions and contractor reimbursements.
• For non-resident owners only: information required for Canada Revenue Agency NR4 reporting and section 216 withholding obligations (see §3.4).
• Communication history (emails, calls, messages) related to your property.

From tenants and rental applicants:

• Application information: full name, date of birth, current and prior addresses, employment, income, rental history, references.
• Government-issued photo identification for identity verification purposes. We collect ID solely to confirm the identity of the applicant and do not retain or use it for any other purpose. Tenant selection is conducted in full compliance with the Ontario Human Rights Code by licensed Real Estate Salespersons or Brokers registered with Royal LePage Signature Realty, Brokerage.
• Co-applicant and guarantor information, where applicable.
• Payment information for rent collection.
• Communication history related to your tenancy.

From visitors to our website and landing pages:

• Contact information submitted through inquiry, quote, or contact forms.
• Property details submitted for management quotes.

3.2 Information collected automatically

When you visit solvedpm.com or our landing pages, we automatically collect:

• IP address, browser type, operating system, device identifiers.
• Pages visited, time on page, referring URL.
• Cookies and similar tracking technologies (see §10).

3.3 Information from third parties

We may receive information about you from:

• Licensed Real Estate Salespersons or Brokers registered with Royal LePage Signature Realty, Brokerage, who handle MLS listing, tenant screening, and credit verification on behalf of property owners. Where credit reports and screening results are required for tenancy decisions, those reports are obtained by licensed Royal LePage representatives, not by Solved Property Management directly.
• Identity verification providers.
• Referral sources who pass along your contact information.
• Publicly available information used solely to verify representations made by applicants or owners, and only where collection is permitted by law and the Ontario Human Rights Code.

3.4 Non-resident owner information

Where a property owner is a non-resident of Canada for tax purposes, applicable provisions of the Income Tax Act (Canada), including section 216, may require Solved to collect additional information (such as a Social Insurance Number, Individual Tax Number, or non-resident tax account number) and to report payments to the Canada Revenue Agency on Form NR4. This information is collected and used solely for tax compliance purposes and is not used for marketing or any other purpose.

4. How we use your information

We use personal information to:

• Deliver property management services contracted with property owners, including rent collection, owner distributions, maintenance coordination, and monthly statements.
• Coordinate tenant placement and leasing services, which are executed by licensed Real Estate Salespersons or Brokers registered with Royal LePage Signature Realty, Brokerage, under separate agreements.
• Communicate with tenants regarding their tenancy, including maintenance requests, lease renewals, rent receipts, and notices required under the Residential Tenancies Act.
• Prepare and file Landlord and Tenant Board paperwork on behalf of property owners. Hearing representation is the responsibility of the owner, who may choose to attend personally, retain a licensed paralegal or lawyer of their choice, or request a referral.
• Respond to inquiries submitted via solvedpm.com, landing pages, or other contact channels.
• Send service-related communications (rent statements, maintenance updates, lease renewals, owner reports). These communications are necessary to perform the services you have engaged us for and are not marketing.
• With your express consent in accordance with Canada's Anti-Spam Legislation (CASL), send marketing communications such as newsletters, market updates, and promotional offers. You may unsubscribe at any time using the link provided in each message.
• Process tax reporting obligations, including NR4 reporting for non-resident owners (see §3.4).
• Maintain accurate records as required by the Canada Revenue Agency and other applicable laws.
• Improve our website, services, and client communications through aggregated analytics.
• Comply with legal, regulatory, and contractual obligations.

5. Legal basis and consent

We collect, use, and disclose personal information only with your knowledge and consent, except where permitted or required by law.

Consent may be:

• Express: provided through a signed Property Management Services Agreement, tenancy application, written authorization, or an opt-in form (such as subscribing to our newsletter).
• Implied: in limited circumstances permitted by PIPEDA, such as where the purpose of collection is obvious and you voluntarily provide the information (for example, submitting an inquiry form on our website).

For commercial electronic messages, we rely on express consent or one of the implied consent categories permitted under Canada's Anti-Spam Legislation (CASL).

You may withdraw consent at any time, subject to legal and contractual restrictions, by contacting us at hello@solvedpm.com. Consent to the processing of personal information necessary to perform a contract with you, including any Property Management Services Agreement or Tenancy Agreement, cannot be withdrawn while that contract remains in force. Withdrawing consent in other circumstances may affect our ability to continue providing services to you, and certain records must be retained to comply with legal obligations (see §8 Data Retention).

6. Disclosure to third parties

We disclose personal information only as needed to perform services or as required by law:

• Royal LePage Signature Realty, Brokerage, and licensed Real Estate Salespersons or Brokers registered with it, for MLS listing, tenant placement, credit verification, and any sale or purchase services. These activities are governed by Royal LePage's own privacy practices and applicable RECO and TRESA requirements.
• Trades and contractors performing maintenance, repairs, or inspections at properties we manage. We share only the information necessary to coordinate the work, which typically includes the property address, unit number, access instructions, the nature of the issue to be addressed, the tenant's name and contact phone number for scheduling, and where relevant to the work, photographs or video footage documenting the issue or its repair.
• Licensed paralegals or lawyers retained by the owner for Landlord and Tenant Board representation, where the owner has authorized us to share information.
• Payment processors and financial institutions for rent collection, owner distributions, and contractor payments.
• Insurance providers for errors and omissions, fidelity, or claim investigations.
• Government and regulatory bodies, including the Canada Revenue Agency (for NR4 and other tax reporting), the Landlord and Tenant Board, and other authorities, where disclosure is required by law.
• Professional advisors such as accountants, auditors, and legal counsel, bound by their own professional confidentiality obligations.
• Successors in the event of a sale, merger, or restructuring of our business. In such cases, you will be notified of any material change to how your information is handled.

We do not sell personal information to third parties. We do not share personal information with advertisers or data brokers.

7. How we hold owner funds

In the course of providing property management services, Solved may hold funds on behalf of property owners, including last month's rent deposits, security deposits where permitted by law, and rent collections pending owner distribution. These funds are held in a Solved-operated business deposit account.

This account is non-interest-bearing and may hold funds belonging to multiple owners. Solved is not a Real Estate brokerage and is not subject to the trust-account requirements of TRESA, 2002 or RECO. The handling, reconciliation, and distribution of owner funds is governed by your signed Property Management Services Agreement, not by this Privacy Policy.

Banking and account information is handled with industry-standard safeguards as described in §9 (Security).

8. Data retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Policy, or as required by law or contract. While a Property Management Services Agreement or Tenancy Agreement remains in force, we retain all personal information reasonably necessary to perform the services.

After the relevant relationship ends, the following retention periods apply:

• Owner client files: retained for 7 years after termination of the Property Management Services Agreement, consistent with Canada Revenue Agency record retention requirements.
• Tenant files (active and former tenants): retained for 7 years after the end of the tenancy, consistent with general civil limitation periods in Ontario and CRA requirements.
• Rental applications from applicants who were not selected: retained for 24 months, in case the applicant later raises a question or complaint about the selection process.
• Marketing leads (unconverted inquiries): retained for 24 months from last interaction, after which contact information is deleted or anonymized.
• Website analytics: aggregated and anonymized indefinitely. Raw server logs are retained for 90 days.
• Email marketing list data: retained while you remain subscribed, and for 12 months after unsubscribe to honor the unsubscribe and prevent re-addition.
• NR4 and tax reporting records: retained for the period required by the Canada Revenue Agency (currently 6 years from the end of the relevant tax year).

After the applicable retention period, we securely delete or anonymize personal information.

9. Security

We use reasonable physical, organizational, and technological safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These safeguards include:

• Encryption in transit: TLS encryption for data submitted through our website, landing pages, and email systems.
• Encryption at rest: personal information stored in our customer relationship management, email marketing, and cloud storage platforms is protected by the encryption-at-rest controls of those providers.
• Access controls: access to personal information is limited to authorized personnel who require it to perform their duties.
• Service provider due diligence: we select reputable third-party service providers and rely on their published security and compliance practices.
• Account credentials: business accounts are protected by strong passwords and, where available, multi-factor authentication.

No system can be guaranteed to be perfectly secure. If you believe your information has been compromised, please contact us immediately at hello@solvedpm.com so we can investigate and respond.

In the event of a privacy breach involving a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required under PIPEDA.

10. Cookies and tracking technologies

We use cookies and similar tracking technologies on solvedpm.com and our landing pages to operate the site, measure performance, and improve user experience.

The categories of cookies and tracking we may use include:

• Essential cookies: required for the site to function. These manage session state, security, and basic form behaviour. Essential cookies cannot be disabled if you wish to use the site.
• Analytics cookies: used to measure how visitors interact with our site, such as which pages they visit and how long they stay. We use these insights to improve site content and performance. Analytics tools we may use include Google Analytics or comparable services.
• Advertising and conversion-tracking cookies: used to measure the performance of marketing campaigns and, in some cases, to show our ads to people who have previously visited our site. These tools may include the Meta (Facebook) Pixel, Google Ads conversion tracking, and similar technologies. When these tools are active, certain information about your visit, such as pages viewed or actions taken (for example, submitting an inquiry form), may be shared with the advertising platform.

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, or to receive a notification before a cookie is set. Disabling cookies may affect site functionality.

We do not knowingly use cookies to collect sensitive personal information.

11. Your rights

Under PIPEDA, you have the following rights with respect to your personal information:

• Right to access: you may request a copy of the personal information we hold about you, and information about how it has been used and to whom it has been disclosed.
• Right to correction: if you believe any of the personal information we hold about you is inaccurate or incomplete, you may request that we correct it.
• Right to withdraw consent: you may withdraw consent to the collection, use, or disclosure of your personal information at any time, subject to legal and contractual restrictions described in §5.
• Right to unsubscribe from marketing communications: you may unsubscribe from marketing emails at any time using the link provided in each message, or by contacting us at hello@solvedpm.com.
• Right to complain: if you believe we have not handled your personal information appropriately, you may file a complaint with us first, or directly with the Office of the Privacy Commissioner of Canada.

To exercise any of these rights, contact our Privacy Officer at hello@solvedpm.com. We will respond within 30 days of receiving a valid request. In limited circumstances, we may be unable to fulfill your request, for example where the information is subject to solicitor-client privilege, where disclosure would reveal personal information about another individual, or where retention is required by law. In such cases, we will explain the reason for the refusal.

Before fulfilling an access request, we may require you to verify your identity to protect the security of your personal information.

12. Information stored or processed outside Canada

Some of the third-party service providers we use to operate our business, including customer relationship management, email marketing, cloud storage, website hosting, and analytics platforms, may store or process personal information on servers located outside of Canada, including in the United States and other countries.

When personal information is transferred outside Canada, it is subject to the laws of the country in which it is stored or processed, which may differ from Canadian privacy laws. Foreign law enforcement, regulatory, or national security authorities may, in certain circumstances, be entitled to access personal information held by service providers in those jurisdictions.

We use contractual and organizational safeguards consistent with PIPEDA requirements to ensure that personal information transferred outside Canada is protected at a level comparable to the protection it would receive in Canada.

13. Children

Our services are directed to adults. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected personal information from a minor, please contact us at hello@solvedpm.com and we will take steps to delete it.

Where a tenancy application includes minors as occupants (for example, a family applying to rent a property), we collect only the limited information necessary to document the tenancy, such as first name and age. We do not market to minors or use their information for any purpose other than completing the tenancy record.

14. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, technology, legal requirements, or for other operational reasons.

When we make changes, we will revise the "Last updated" date at the top of this Policy. If the changes are material, such as a change in the categories of personal information we collect or how we use it, we will provide additional notice, such as by email to active clients or a prominent notice on solvedpm.com.

We encourage you to review this Policy periodically to stay informed about how we protect your personal information. Your continued use of our services or our website after changes to this Policy become effective constitutes your acceptance of the revised Policy.

15. Contact

Questions, concerns, requests, or complaints about this Privacy Policy or about how we handle your personal information should be directed to our Privacy Officer:

Privacy Officer
Solved Property Management
104 Crockford Blvd., Unit 214
Scarborough, ON M1R 3C3
Email: hello@solvedpm.com
Phone: 833-310-2888

We will acknowledge receipt of your inquiry within a reasonable time and respond substantively within 30 days, as required by PIPEDA.

If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca or by phone at 1-800-282-1376.