Privacy Policy

Last updated October 17, 2026

Gopher Boss for Landlords is operated by Gopher Boss Inc., an Ontario corporation ("we", "us"). This policy explains what personal information we handle, why, who we share it with, and the choices you have. It applies to everyone who uses the service: landlords and property managers, tenants, rental applicants, property owners and contractors.

Who is responsible

Landlords control their own records. A landlord decides whose information goes into their account and uses it to manage their rentals. For that information, the landlord is responsible to their tenants, applicants, owners and contractors, and we handle it on the landlord's behalf and on their instructions.

We are responsible for landlords' own account information, for how we run and secure the service, and for the service providers we use. Our privacy contact is the Gopher Boss Inc. privacy officer: email residentservice@jamesstreetchateau.com or use our Contact page.

What we collect

• Account details: name, email, phone, business name (and, for a landlord who charges HST on commercial rent, the business's HST number), and your password stored only as a one-way hash. Landlords can add an optional business mailing address. It's used only as the sender's address at the bottom of wait-list emails sent for them, next to our own (Canada's anti-spam law asks for one), and only if we've turned this on. Landlords can remove it any time in Settings; emails already sent keep it. It's deleted with the account (and from our backups as described below). If you turn on two-step sign-in, an encrypted authenticator secret.
• Referral invitations: when a landlord invites someone by email, we use that address only to send the one invitation. A copy of the email is kept in the email log for 12 months. To make sure no address is invited twice, or after it unsubscribes, we keep a one-way fingerprint of it (not the address itself). Who referred whom, and any credit earned, is kept for 5 years for billing records, then deleted. A landlord who referred you sees your business name and whether you've subscribed, nothing else.
• Neighbourhood feed: to show tenants local news from their city's website, we use only the city name. Nothing about the tenant is sent anywhere; a tenant can turn the feed off in My details.
• Compliance records: the checklist a landlord keeps for each property, when each item was done, notes, and any certificate, report or invoice they upload as proof. Kept, like tenant records, for the retention period (7 years by default), then deleted.
• Tenant insurance: where a landlord uses it, the proof of insurance a tenant or their landlord uploads (a photo or PDF of the insurance certificate or the policy's summary page), the insurance company if given, the day it expires, and who uploaded it and when. Only the tenant (signed in or through their personal link) and their landlord's account can see it, and it's included in the landlord's Download all my data. We use it to show whether it's current and to send reminders before it expires. Only the newest is kept: a new upload replaces the old one. It's deleted a year after it expired, sooner if removed, or with the tenancy's records or a closed account.
• Bank statements: when a landlord uploads a bank statement to match it to rent and expenses, we keep only each line's date, description and amount (not the account-number or balance columns; long numbers in descriptions are hidden). Descriptions can include the names of people who sent or received money, and an e-Transfer's message. We keep these lines in a preview until the landlord confirms, uploads another, or 7 days pass, whichever is first (and in our backups as described below). Previews of other uploaded spreadsheets are deleted the same way. Only the lines the landlord confirms are saved, as rent payments or expenses, and kept like the rest of the tenant's or landlord's records.
• Feature suggestions: what you suggest, an optional screenshot, and your votes. Only our admin sees your own words, your name and the screenshot; everyone else sees only our short public description of an accepted suggestion. We delete the screenshot once your suggestion is decided (or after 12 months), and declined or combined suggestions 24 months after the decision (undecided ones after 24 months); for accepted ones, your own words are cleared after 24 months. We email you when its status changes.
• Listing photos: photos a landlord adds to a unit are shown on its public listing while it's published, and kept until the landlord deletes them or the unit.
• Tenancy records: units, rent, charges and payments (with any HST), receipts, leases, notices, inspection reports, entry notices and messages, and whether, when and how a tenant agreed to get notices by email. When you change your email, we email a confirmation link to the new address and a heads-up to the old one; we keep only the confirmed address.
• Rental applications: what an applicant chooses to send, such as current address, income, employer, occupants, pets and references. We email applicants a confirmation (with a private link to see where their application stands) and the landlord's decision.
• Repairs: descriptions, photos, entry permission, visit times, contractor responses, ratings and invoices.
• Signing and service records: when you sign a document electronically, we record your typed name, the time, your internet (IP) address, your browser type and a fingerprint of the document, so the signature can be proven later. When a notice is emailed, we keep a copy of the email and its result.
• Technical records: sign-in times, failed sign-in attempts and error reports, used to keep the service secure and working.
• Messages to us through the Contact page.

We don't ask for Social Insurance Numbers, bank account numbers, or government ID, and we ask landlords not to enter them. We don't run credit checks or store credit reports. If a landlord asks an applicant for a tenant screening, the applicant completes it directly with the screening company, which has its own privacy policy, and shares the report with the landlord. We keep only the screening's status, the SingleKey score when the landlord used SingleKey, and the landlord's own short summary (a credit range, the overall result and any notes) with the application, and delete them with the application. When a landlord pays for a screening, they pay on SingleKey's own page; card details never reach us.

Why we use it

Only to provide and improve the service you signed up for: keeping rent records, issuing receipts, preparing, signing and delivering documents, handling repairs, producing statements and tax summaries, billing landlords for their plan, answering support requests, and keeping accounts secure. We don't sell personal information, rent it out, or use it for advertising, and we don't use your records to train artificial intelligence models.

Consent

• Landlords confirm they have their tenants', applicants', owners' and contractors' consent, or another lawful basis, before adding their information.
• A contractor decides for themselves whether to work with a landlord: a landlord who adds a contractor can only invite them, and they accept or decline. The accept step names exactly what that landlord will see, and that the tenants and owners on those jobs are told the contractor's name or business name (owners also see the invoice amount); declining shares nothing more. They can stop working with a landlord at any time (for the landlord who set up their login, by closing it in My details), and can ask a landlord not to invite them again (a link in every invitation).
• Applicants agree on the application form to their information being shared with the landlord they apply to.
• Tenants receive notices by email only if they agree in writing, as the Landlord and Tenant Board's rules require. They can withdraw that agreement at any time in the app or by telling their landlord in writing.
• You can withdraw other consents at any time, subject to legal or contractual limits, such as records a landlord must keep.

Who can see it

Each landlord's records are kept separate from every other landlord's. Tenants see only their own tenancy, property owners only their own properties, and contractors only the jobs offered or assigned to them. A contractor can use one login to work for several landlords (or for a landlord and their own business). Each landlord sees only their own jobs and, once the contractor accepts that landlord's invitation, the contractor's name, email, phone, business name, HST number and whether they get texts from us, never their work for anyone else. Until they accept, that landlord sees only what it typed when adding them, and nothing from an existing login. When a landlord adds a contractor, the app gives the same answer, and shows the same until the contractor accepts, whether or not their email already has a login (adding a tenant or an owner, or changing someone's email, can still show that an address is already in use). When a contractor stops working with a landlord, that landlord keeps its records of their jobs and the name and email they had then, and no longer sees their other details. No landlord can change the name, email, phone or password of a contractor's login once it works for, or has been invited by, another landlord. The landlord who set up a contractor's login can still remove its access, and that stops the login for every landlord they work for. Our own staff access account information only when needed to provide support, fix a problem or keep the service secure. To fix a problem, support staff may view the service as you see it and correct information in your account; every such session and change is logged, and staff never sign documents or give consent on your behalf.

Service providers, and storage outside Canada

We use a small number of providers to run the service. Each gets only what it needs and must protect it under its contract with us:

• Hostinger hosts the website, database and files, on servers in the United States.
• Our email provider (our Hostinger mailbox, or Resend in the United States) delivers receipts, notices and account emails. It receives each email's address, subject and contents.
• Twilio (United States) sends text messages, only to people who said yes to texts (and, where we ask, confirmed their number by replying YES). It receives the phone number, the messages we send, and any replies (including photos) people text back to us. Replying STOP always stops them.
• Google (Places, United States) suggests addresses as a landlord types a property's address. It receives the partial address typed, from our server rather than your browser, never your name or any tenant's details.
• SingleKey (a Canadian company) runs tenant screening, only when a landlord orders it for an applicant. It receives the applicant's and landlord's names and emails, the landlord's phone number if they gave one, the rental address and unit, the rent, and our reference numbers for the account, application and listing; the applicant gives consent and enters everything else on SingleKey's own page. The report stays with SingleKey; we keep only its status, the score and the landlord's short summary.
• GitHub (United States) holds our code and receives error reports so we can fix problems. Email addresses, phone numbers, long reference numbers and the values people typed are removed from these reports first.
• Stripe (we contract with its Canadian company; information is processed in the United States and elsewhere) processes landlords' subscription payments. It receives the landlord's email and business name. Card details go directly to Stripe on its own secure page; we never see or store them.
• Anthropic (Claude AI) is used only for landlords who turn on the AI assistant. It receives the details of a repair request (the problem described, the city, the type of repair), never names, emails or phone numbers, to suggest urgency and tips and to word follow-ups. When a landlord asks it to fix problem rows in a spreadsheet they uploaded, it receives those rows and the column headings, with names, emails and phone numbers replaced by placeholders first. For one-click listings it receives only the unit's facts (type, size, rent, what's included, features, what's nearby), never anything about tenants. Anthropic processes it in the United States and doesn't use it to train its models. Messages written by the assistant are signed “AI assistant”. For a Quebec rental, when it sets a repair's urgency or type by itself, the tenant is told, and can ask their landlord what it was based on, have it corrected, and have a person review it.

Our backups are kept on the same hosting service as the website, in the United States. Once a month an administrator also downloads a copy, keeps it encrypted away from the server, and deletes it after 90 days.

These providers may store or process information outside Canada, including in the United States and Europe. While it is there, it is subject to those countries' laws, and courts or authorities there may be able to access it. You can ask for written information about our policies on using service providers outside Canada, or ask questions about them, by contacting the Gopher Boss Inc. privacy officer: email residentservice@jamesstreetchateau.com or use our Contact page.

Links to other websites (for example listing sites, a calendar, or a tribunal's forms) only open those sites; we don't send them your information.

Rent payments

Tenants pay their landlord directly, for example by Interac e-Transfer to the landlord's own email. We never receive, hold or move rent money; the service records the payment and issues the receipt.

Cookies

We use one cookie to keep you signed in, for up to 30 days. We don't use advertising or tracking cookies, and we don't use third-party analytics.

How long we keep it

• Landlord records are kept while the account is open, so the landlord has them for tax and for any tenancy dispute.
• When a tenancy ends, the tenant's personal records (contact details, messages, notices, lease, inspections and photos) are kept for 7 years, then deleted. The landlord is told 30 days before. Rent amounts are kept without the tenant's name, so the landlord's tax records still add up.
• A landlord can close their account at any time from Settings, after downloading all their records. Everyone on the account is signed out at once, each tenant is told by email (with the rent recorded for this year and last year), and 30 days later we delete the account's records, except the billing records tax law requires us to keep (our record of the account and its charges, and the customer record our payment processor, Stripe, keeps), which we delete about 7 years later. A tenant, owner or contractor can close their own login from My details, and can later sign up again with the same email address. The landlord's records about them stay with the landlord, including the email address they had (so the landlord can still contact them directly); the landlord decides how long to keep them, so ask the landlord about access to or deletion of those records.
• Rental applications that don't lead to a tenancy are deleted automatically 12 months after the landlord's decision (or after they came in, if there was none), unless the landlord keeps one (including one that led to a tenancy) for a complaint, hearing or legal claim, with the reason, until it's over; we ask them yearly whether it's still needed. Closing the account deletes it. Landlords can also delete them sooner. Viewing bookings (name, email and phone) and wait-list sign-ups for a listing or a building (name, email, and what they're looking for if they said) are deleted on the same schedule; anyone can leave a wait list sooner with the link in its emails, which deletes their details at once.
• Answered Contact-page messages are deleted after 24 months.
• When a contractor stops working with a landlord (or an invitation is declined or never accepted), the link between them is deleted 12 months later, and so is a login a landlord set up for a contractor who never accepted. The landlord's records of the jobs the contractor did for them stay with the landlord. A decline stops that landlord emailing another invitation for 30 days. If the contractor asked a landlord not to invite them again, we keep that request, and that landlord's entry for them, for as long as the contractor's login or that landlord's account exists, so it's honoured. A login a landlord set up that was never accepted is then kept only to honour the request.
• The list of what the app did for a landlord on its own (for example, an e-Transfer it recorded for a tenant, or a rent reminder it emailed) is kept for 12 months, then deleted, or sooner with the tenant's records or the account. For an e-Transfer it recorded, it also keeps the sender's name and message and when it arrived, so the landlord can undo it if it went to the wrong tenant.
• Error reports are deleted after 12 months (short summaries without personal details may remain in our issue tracker), and our admin activity log after 24 months.
• Backups: we delete our own copies (on the server, and the copy we keep away from it) within 90 days. Our hosting provider's own backups are replaced on its regular cycle. If we ever have to restore a backup, we first re-apply the account closures and deletions, closed logins, access a landlord removed, contractors who stopped working with a landlord, and wait-list and invitation opt-outs in our record of deletions, before the site is used again.

How we protect it

Encrypted connections (HTTPS), passwords stored only as one-way hashes, limits on repeated sign-in attempts, optional two-step sign-in, access checks on every page, encryption of stored service keys, and a fingerprint on every signed document so changes can be detected. No system is perfectly secure. If a breach of our safeguards affects information we're responsible for (such as a landlord's own account) and creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires. If it affects records a landlord keeps, we tell that landlord promptly and give them what they need to notify the people affected. We keep a record of every breach.

Your rights

You can ask to see the personal information we hold about you, ask us to correct it, ask us to delete it, or complain about how it is handled. To do so, email residentservice@jamesstreetchateau.com or use our Contact page. We'll confirm it's you, then answer within 30 days. For records a landlord keeps about you, we'll pass your request to that landlord and help them answer it. Landlords can download all their records at any time from Settings. Tenants, applicants and contractors can also ask their landlord, who controls those records. A contractor with their own login sees and corrects their own name, email, phone and business details in My details.

If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Children

The service is for adults. Landlords may record the names of children who live in a unit when a lease requires it, but children don't use the service.

Emails we send

We send emails needed to run your account: receipts, notices, signing requests, repair updates, billing and security messages. Reminders (rent, insurance expiry and compliance due dates) and news (law and code updates, landlords' Monday summary of what the app did for them, suggestion news and referral rewards) are optional: turn them off in My details or with the link at the bottom of each one. We don't send marketing email without your consent, and every marketing email will have an unsubscribe link.

Changes

We'll post changes on this page. If a change is significant, we'll email account holders before it takes effect. See also our Terms of Service.