Privacy policy

Who we are

Sapphire Property Management Ltd. (“Sapphire”, “we”) manages residential rentals, commercial properties, furnished suites and hotels in Ontario. We are responsible for the personal information we collect and follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Our privacy officer is accountable for how we handle it: privacy questions go to Syed at info@sapphirepropertymanagement.ca.

What we collect

• Contact details you give us in forms, emails and calls: name, email, phone and property details.
• Rental applications: identity, income, employment, rental history and references, and a credit report only with written consent.
• Tenancy and owner records: leases, payments, repair requests, statements and banking details needed to pay you or collect rent.
• Job applications: what you send us, used only to consider you for work with us.
• Website data: the site counts page views and taps on our phone number itself, without cookies and without keeping anything about you. If you send a form, it includes the page you were on and the ad, link or search that brought you (remembered in your own browser for up to 90 days). Google Analytics and Google Ads, where we use them, set their own cookies.
• Listing alerts: if you ask for them, your email address and the kind of home you want, until you unsubscribe (a one-click link is in every alert).

Information about other people

If you give us someone else’s information, such as a co-applicant, a reference or a contact for a repair, please make sure they know and agree. We use it only for the reason you gave it to us.

Why we use it

• To answer your request and provide our services.
• To assess rental applications fairly and run tenancies.
• To meet legal, tax and accounting duties.
• To measure which ads and pages work. When you send an owner enquiry, Google’s ad tag tells Google Ads, with your email address and phone number scrambled (hashed) in your browser before they are sent. If you came from one of our Google ads, we also tell Google Ads that the click led to an enquiry or a tap on our phone number (and later, if you became a client), using only Google’s click ID.
• To send you occasional updates only if you agreed to receive them. You can unsubscribe at any time.

Who we share it with

Only service providers who help us run the business, such as our property management software, email and hosting providers, credit bureaus (with consent), trades who need access to a home, and our accountants and lawyers. They may use it only for that purpose. We don’t sell personal information. We share information when the law requires it.

Outside Canada

Some of our service providers store or process information outside Canada, for example in the United States. While it is there, our contracts with them protect it, but it is subject to that country’s laws, and its courts or authorities may be able to see it.

How long we keep it

Only as long as needed for the purpose and the law. Website enquiries that don’t become clients are deleted after 24 months. Tenancy and financial records are kept as tax and tenancy law require.

How we protect it

Access is limited to people who need it, accounts are protected, and records are stored with reputable providers. No system is perfect, so we also limit what we collect.

Your choices and rights

You can ask for a copy of what we hold about you, ask us to correct or delete it, or withdraw consent for things like marketing emails. Use the form below or email info@sapphirepropertymanagement.ca with the subject “Privacy”. We confirm the request is yours by email and reply within 30 days. Some records, such as leases and payments, must be kept for as long as tax and tenancy law require.

Cookies

Our site uses cookies to work properly and to measure visits and ads. You can block or delete cookies in your browser; the site will still work.

Concerns and complaints

Tell us first and we’ll try to put it right. If you aren’t satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Contact

Privacy questions go to Syed: info@sapphirepropertymanagement.ca · 647-250-6801 · 18 King St E, Suite 1400, Toronto, ON M5C 1C4.