Privacy policy

Who we are

RentKey is a tenant-screening service built and operated by Crown Stack Systems, based in Toronto, Ontario. In this policy, "we," "us" and "RentKey" mean Crown Stack Systems.

If you have a question about this policy or how your information is handled, contact us at info@rentkey.ca. Our privacy officer can be reached at the same address.

Who this policy covers

This policy applies to:

• Visitors to rentkey.ca
• Landlords and property managers who use RentKey to screen an applicant
• Applicants who are invited to complete a RentKey screening
• Users at partner platforms and brokerages who access RentKey through an integration

Wherever this policy says "you," it means whichever of these describes how you're using RentKey.

What we collect

What we collect depends on how you use RentKey.

From landlords and property managers

Your account details (name, email, phone), billing information, and records of the screenings you request.

From applicants

Your name, date of birth and contact details; images of your government-issued photo ID; a live facial scan captured during identity verification; your Social Insurance Number or Social Security Number if you choose to provide one; and a record of the consent you give before any check runs.

From credit bureaus and other data sources

Once you've consented, we receive a credit file and score from a licensed screening partner; results from sanctions, watchlist and PEP screening; law-enforcement notices; court, tribunal and eviction records; and, where the landlord has ordered it, the result of an RCMP CPIC search or a US criminal and sex-offender registry check.

From your visit to our website

Standard server logs, such as IP address and browser type, and a currency preference (CAD or USD) stored locally in your browser. We do not use advertising cookies or third-party trackers.

How we use it

We use the information we collect to:

• Run and deliver the screening the applicant consented to
• Produce the report for the landlord who requested it
• Comply with our legal obligations in Canada and the United States
• Detect and prevent fraud, including identity fraud
• Provide support when you contact us

Biometric data

During identity verification, RentKey captures a live facial scan and compares it against the photo on your government ID. That comparison is the only thing your biometric data is used for.

Once the match is complete, the scan itself is deleted within a day. If you choose to let your scan help improve the system, it is kept for the period shown when you give that consent. We keep only the result of the match and a signed verification hash — a record that proves the check happened without storing your face. We do not build or retain biometric templates.

Consent and legal bases

In Canada, RentKey operates under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial private-sector privacy legislation. In the United States, we rely on your consent and on permissible purpose under the Fair Credit Reporting Act (FCRA) to obtain a credit report or background check.

An applicant's consent is captured in the RentKey flow before any check is run, and covers each check in the package the landlord has selected. You can withdraw consent at any time by contacting info@rentkey.ca. Withdrawing consent before a screening is complete stops any checks that haven't already run, though it may prevent the landlord from making a decision on your application.

Who we share with

We share information with:

• Licensed screening partners in Canada and the United States, to obtain the credit report an applicant has consented to
• Accredited partners who carry out enhanced criminal-record checks, including RCMP CPIC and US criminal and sex-offender registry searches
• Sanctions, watchlist and law-enforcement data sources, which we query for a match rather than hand personal information to
• Payment processors, to bill for a report
• Cloud infrastructure providers, who store and process data on our behalf under contract
• Law enforcement or regulators, when required by law

We never sell personal information, and we never use it for advertising.

Cross-border transfers

RentKey operates in Canada and the United States, and your information may be processed in either country depending on where the landlord, the applicant or the relevant data source is located. Where information crosses the border, we rely on contractual and technical safeguards with our partners and infrastructure providers to keep it protected to the standard set out in this policy, wherever it's processed.

Retention

A report and its underlying data are kept for seven years from the date the report is produced. When that window closes, the report and the personal information collected to produce it are deleted from our systems.

Records of consent are kept for as long as the law requires, so that we and the landlord can show a check was properly authorized. Biometric scans are deleted within a day — see Biometric data, above.

Your rights

If you're in Canada, you can ask to access or correct your personal information, and you can complain to the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner if you believe we've handled it improperly.

If you're a US applicant, the Fair Credit Reporting Act gives you the right to know what's in your file and to dispute inaccurate information directly with the credit bureau or agency that furnished it, not only with us.

Where the law allows it, you can also ask us to delete your personal information. Contact info@rentkey.ca to make any of these requests.

Security

We encrypt personal information in transit and at rest. Reports are shared with landlords through links that expire, not as email attachments. Access to applicant data is restricted to what a given role needs, and access is logged.

Children

RentKey is for adults. You must be 18 or older to use RentKey, whether as a landlord, an applicant or any other user.

Changes to this policy

We may update this policy as RentKey's product or the law changes. If we make a material change, we'll update the "last updated" date at the top of this page. Continued use of RentKey after a change means you accept the updated policy.

Contact

Questions, requests or complaints about this policy or your personal information: info@rentkey.ca. RentKey is operated by Crown Stack Systems, Toronto, Ontario.