Privacy Policy

Lavida Properties Inc., including the Lavida Platform and related websites, applications, onboarding flows, dashboards, and digital services (collectively, “Lavida”, “we”, “us”, or “our”), is committed to protecting personal information and maintaining responsible privacy and data governance practices.

Lavida is a property management technology company. We provide a platform designed to support landlords, tenants, service providers, Lavida Team Members, and other authorized users through onboarding, communications, property operations, service coordination, document handling, and related workflows. Privacy is important to our business and to the trust our users place in us.

This Privacy Policy explains how Lavida collects, uses, discloses, stores, protects, and otherwise processes personal information when individuals interact with our Website, Platform, and Services.

Lavida operates primarily in Canada and is based in Nova Scotia. Our privacy practices are designed to align with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), together with applicable provincial requirements.

1. Key points you should know

• We collect account and contact details, property and tenancy records, communications, device and usage data, and documents you provide. Payment or screening features can require more sensitive identity, financial, or verification information.
• We use this information to provide the features you request, manage accounts and properties, coordinate services, process payments or screening where selected, and protect the Platform.
• Information may be shared with the landlord, applicant, service provider, or other participant involved in a workflow, and with providers that host or deliver the relevant feature. Section 11 describes other disclosures.
• Uploaded identity or financial records and screening results can be sensitive. Unauthorized access or an inaccurate record could affect privacy or a housing or service decision. We use access controls and other safeguards, and explain how to request access or correction below.
• Optional analytics require a separate choice. You can decline them without losing essential Platform features.
• We do not sell personal information in the ordinary consumer data brokerage sense.

2. Our role in processing personal information

Depending on the circumstances, Lavida may act either as a service provider processing information on behalf of another party, or as the organization directly determining the purposes for which information is processed.

When we process information on behalf of others

In some cases, Lavida processes personal information on behalf of a customer, landlord, operator, employer, property-related client, or other authorized organization or user who uses the Platform. In those circumstances, that party may be responsible for determining the purpose of the processing, providing notices, obtaining any required consents, and ensuring the information they provide is accurate and lawfully collected.

In these situations, Lavida generally processes the information in accordance with the customer’s or authorized user’s instructions, our contractual obligations, and applicable law.

When you interact directly with Lavida

In other cases, Lavida processes personal information directly for its own business and platform purposes. For example, this may occur when you visit our website, create an account, complete onboarding, upload documents, communicate with us, inquire about our services, participate in a referral or partner process, or use Lavida features directly.

In those cases, Lavida is responsible for handling personal information in accordance with this Privacy Policy and applicable law.

3. Who this Privacy Policy applies to

This Privacy Policy may apply to you if you are:

• a landlord or landlord representative;
• a tenant, occupant, or rental applicant;
• a service provider;
• an affiliate or referral partner;
• a Lavida Team Member or administrator;
• a prospective customer or website visitor; or
• an individual otherwise interacting with Lavida through the Website, Platform, or Services.

4. What personal information we collect

The personal information we collect depends on the nature of your relationship with Lavida and the features or services being used.

Identity and account information

• full name;
• email address;
• phone number;
• mailing address;
• account credentials;
• user role or persona within the platform.

Property and operational information

• property addresses and related details;
• unit information;
• service requests and maintenance details;
• work order information;
• communications between authorized participants;
• operational preferences and platform workflow data.

Onboarding and verification information

• business or company information;
• licence, certification, or qualification information;
• insurance details or proof of coverage;
• identity-related documents or records;
• service area, coverage, and related service provider details;
• compliance declarations and acknowledgements.

Documents and uploaded materials

Users may submit or upload documents through the Platform, including, depending on the workflow:

• leases or tenancy-related documents;
• contracts and service agreements;
• identification or verification records;
• insurance certificates;
• licence or compliance documents;
• property photos or supporting records;
• other documents voluntarily submitted through the Platform.

Technical and usage information

• IP address;
• approximate country or province inferred from your IP address to check service availability;
• browser type and device information;
• operating system;
• access times and login history;
• pages viewed and platform interactions;
• security event and audit log information.

5. How we collect personal information

We may collect personal information:

• directly from you;
• from another authorized user or organization;
• through your use of the Website or Platform;
• from documents, forms, and records submitted through onboarding or service workflows;
• from service providers, integrations, or business partners involved in delivering platform functionality; or
• from public or lawful third-party sources where applicable.

6. Why we process personal information

Lavida may process personal information to:

• provide and operate the Platform and Services;
• create and manage accounts;
• check whether a requested signup or transaction is in a supported service region;
• complete onboarding and verify role, eligibility, or submitted information;
• support property-related workflows, service coordination, and communications;
• manage service provider, tenant, and landlord records;
• process document submissions and maintain related records;
• record acceptance of legal agreements, policies, and required acknowledgements;
• maintain audit trails, activity records, and operational logs;
• support compliance oversight and internal governance;
• detect fraud, abuse, misuse, or security incidents;
• respond to inquiries and provide support;
• improve platform functionality and service quality;
• comply with legal, contractual, and regulatory obligations.

7. Legal bases and authority for processing

We collect, use, and disclose personal information with meaningful consent or where an exception under applicable law permits it. We identify the purpose before or at collection. Consent for an optional use may be withdrawn for future processing, subject to legal or contractual limits.

8. Agreement acceptance, audit logs, and compliance records

Lavida maintains internal records that support compliance, accountability, and platform integrity. These records may include:

• acceptance of the Platform Services Terms and other applicable agreements;
• version-specific agreement acceptance records;
• document upload history and related metadata;
• workflow approvals and status changes;
• user role or permissions changes;
• login history and security-related events;
• internal notes or audit history connected to platform operations.

These records help us demonstrate compliance, investigate issues, maintain security, and resolve disputes where necessary.

9. Referral, partner, and economic systems

Lavida may operate referral, service provider, incentive, and other participation programs. In connection with these systems, we may process records relating to:

• referral relationships;
• participation activity;
• service completion or workflow milestones;
• eligibility for credits, payouts, or incentives;
• financial reconciliation and audit records.

These records are used for administration, reporting, compliance, fraud prevention, and operational integrity.

10. Cookies and similar technologies

Lavida uses cookies and similar technologies to support website functionality, maintain sessions, improve user experience, analyze traffic, and support security-related functions. Optional Google Tag Manager tags and listing-view measurement run only after analytics acceptance. The Cookie Policyexplains browser storage and how to change your choice.

Information saved on your device

To let you resume work, the Platform may save unfinished rental applications and lease drafts in your browser. These drafts can contain names, contact details, tenancy information, and proposed financial terms. Anyone using the same browser profile may be able to access them. Clear site data on a shared device when finished.

Payments and screening

If you choose a payment or screening feature, we may process transaction details, payment status, identity information, application details, verification results, and related records needed for that feature. Payment processors and screening or identity providers may receive the information needed to deliver their services. Review any separate provider notice and consent presented in the feature flow before you proceed. We do not store payment card details collected by a processor-hosted checkout.

AI-assisted features

Where an AI-assisted feature is enabled, information used for that feature may be sent to OpenAI, our currently configured AI service provider. For rental document analysis, this can include the uploaded image or PDF, the expected document type, and the applicant name. The resulting analysis may assist an authorized reviewer; it can be inaccurate and should be checked against the source material. Contact us if you want to understand whether an AI-assisted feature applies to your records.

11. How we share personal information

Testimonials you permit us to publish

You can submit feedback privately. If you separately choose public display, we may publish your testimonial, chosen display name, Platform role, and optional rating after staff review. Your account email and internal review notes are not included in the public testimonial. Avoid including sensitive information about yourself or others in the quote or public name. You can withdraw public permission through My feedback; the testimonial will then stop appearing on newly loaded pages. Information already seen or copied by others cannot be recalled. Internal feedback records remain subject to the retention rules in this policy.

We may share personal information where appropriate and lawful, including with:

• authorized customers, landlords, operators, or other users;
• service providers involved in a workflow;
• infrastructure, hosting, storage, communications, or other technical service providers;
• Stripe for enabled payment, identity, or screening services; Backblaze for private file storage; Brevo or Infobip for messages; OpenAI for enabled AI features; and Google Tag Manager when you accept optional analytics;
• professional advisers, auditors, or insurers;
• governmental, regulatory, legal, or law enforcement bodies where required or permitted by law;
• affiliates or business partners supporting service delivery.

Lavida does not sell personal information as part of a consumer data brokerage business model.

12. Cross-border processing

Lavida may use service providers and infrastructure that process or store information outside the region or country in which you are located. Where this occurs, your information may be subject to the laws of those jurisdictions.

We take reasonable steps to ensure that appropriate safeguards are in place for such processing.

13. Retention of personal information

We retain personal information only as long as reasonably necessary for the purpose for which it was collected, including to:

• provide the Platform and Services;
• maintain contractual and business records;
• support legal and compliance obligations;
• resolve disputes;
• maintain auditability and fraud prevention records;
• enforce our agreements.

Retention periods may vary depending on the category of data, the workflow involved, the sensitivity of the information, and legal or regulatory requirements.

14. Security safeguards

Lavida uses administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, or disclosure. These may include:

• role-based access controls;
• authentication and session controls;
• encryption in transit;
• secure infrastructure and storage practices;
• system logging and monitoring;
• least-privilege access practices;
• vendor and operational controls.

While we work to protect personal information, no system can be guaranteed to be completely secure.

15. Your privacy rights

Subject to applicable law, you may have the right to:

• be informed about how your information is processed;
• request access to your personal information;
• request correction of inaccurate information;
• ask us to delete information that is no longer needed, subject to retention duties and other applicable limits;
• withdraw consent where consent is the basis of processing;
• challenge our compliance with applicable privacy law;
• file a complaint with an appropriate privacy authority.

We may need to verify your identity before responding to a privacy-related request.

16. Children

Accounts are intended for individuals who have reached the age of majority in their jurisdiction. We do not knowingly solicit personal information from children in a manner prohibited by law.

17. Changes to this Privacy Policy

We may revise this Privacy Policy from time to time. We will provide notice of material changes and seek consent where a new purpose or disclosure requires it. Each published version shows its effective date.

18. Contact us

For privacy-related questions, requests, or complaints, you may contact us at:

Lavida Properties Inc.
Privacy Officer
2003 Gottingen St, Suite 1012
Halifax, NS, B3K 3B1, Canada
Email: privacy@lavidaproperties.ca
Visit by appointment