1. Introduction
SimpleTurn AI Inc. ("SimpleTurn", "we", "us", or "our") operates the website simpleturn.ca and the SimpleTurn platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our platform.
We are committed to protecting the privacy of our users, their prospects, and the tenants they serve. SimpleTurn complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Alberta's Personal Information Protection Act (PIPA), British Columbia's Personal Information Protection Act (PIPA BC), and Quebec's Act Respecting the Protection of Personal Information in the Private Sector.
Our core commitment: Your data belongs to you. We do not sell personal information. We do not use one client's data to train AI models for other clients. All data is stored exclusively in Canada.
2. Information We Collect
We collect the following categories of information in connection with providing the Service:
Account Information
- Full name, email address, phone number
- Company name, role, and team information
- Billing and payment details (processed securely by our payment processor)
- Login credentials and authentication tokens
Property Data
- Property details (name, address, type, year built, amenities)
- Unit information (floor plans, pricing, availability, features)
- Marketing materials and property descriptions
- Custom policies (pet policies, parking, move-in procedures)
Prospect Data
- Name, email address, and phone number of prospective tenants
- Contact preferences and communication history
- Preferences and requirements expressed during AI-powered conversations (e.g., budget, desired unit size, move-in date, pet ownership)
- Tour booking details and scheduling information
Usage Data
- Platform interactions and feature usage
- Session duration and frequency
- AI conversation logs and engagement metrics
- Search queries and navigation patterns within the platform
Technical Data
- IP address and approximate geolocation
- Browser type, version, and language settings
- Device type, operating system, and screen resolution
- Cookies and similar tracking technologies (see Section 9)
- Referral URLs and landing page information
Third-Party Data
- Publicly available Canadian data sources used to enrich property intelligence, including but not limited to: Realtor.ca listing data, Walk Score and Transit Score information, CMHC (Canada Mortgage and Housing Corporation) rental market data, municipal zoning and permit records, neighbourhood demographic profiles, and local amenity information
- This data is collected programmatically and used solely to power our Deep Research Dossiers for your properties
3. How We Use Your Information
We use the information we collect for the following purposes:
- Provide and maintain the Service: Operate the SimpleTurn platform, manage your account, process transactions, and deliver AI-powered leasing agent functionality
- Power AI conversations: Enable our AI agents to have knowledgeable, context-aware conversations with prospects on your behalf, using property and neighbourhood data to provide accurate responses
- Generate Research Dossiers: Compile and maintain Deep Research intelligence dossiers for your properties using aggregated data from public Canadian sources
- Send notifications: Deliver lead alerts, conversation summaries, tour booking confirmations, system updates, and account-related communications
- Analyze and improve: Understand how our platform is used, identify areas for improvement, develop new features, and ensure the quality and accuracy of AI responses
- Provide support: Respond to your inquiries, troubleshoot issues, and provide technical assistance
- Ensure security: Detect, prevent, and address fraud, abuse, security risks, and technical issues
- Comply with legal obligations: Meet our obligations under applicable laws and regulations
We do NOT sell your information. We never sell, rent, or trade personal information to third parties for their marketing purposes.
We do NOT use your data to train models for other clients. Each client's data is isolated. Conversations, prospect data, and property information from one client are never used to improve AI performance for another client.
4. Data Residency
All SimpleTurn data is stored and processed exclusively within Canada. Our infrastructure is hosted on Amazon Web Services (AWS) ca-central-1 region, located in Montreal, Quebec.
- No cross-border data transfers: Your data does not leave Canadian borders. We do not store, replicate, or process data in data centres outside of Canada
- AI processing: All AI model providers used by SimpleTurn operate under strict zero-retention agreements, meaning no prompt data, conversation content, or personal information is retained by the AI provider after processing. Where available, we use Canadian-region endpoints
- Backups: All database backups and disaster recovery replicas are maintained within the AWS ca-central-1 region
Canadian data stays in Canada. This is not just a policy — it is built into our infrastructure architecture. We chose AWS Montreal from day one specifically to meet the expectations of Canadian property managers and the requirements of Canadian privacy law.
5. Data Sharing & Disclosure
We share personal information only in the following limited circumstances:
- Infrastructure providers: Amazon Web Services (AWS), operating exclusively in the ca-central-1 (Montreal) region, provides our cloud hosting, database, and storage services
- AI model providers: Our AI processing partners operate under zero-retention data processing agreements. They do not store, log, or use any data sent through SimpleTurn for training or any other purpose
- Payment processors: Billing and payment information is handled by PCI DSS-compliant payment processors. We do not store full credit card numbers on our servers
- Legal requirements: We may disclose information if required to do so by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others
Strict client isolation: We never share data between property management company (PMC) clients. Each client operates within a fully isolated database environment. One client's property data, prospect information, and conversation history is never accessible to — or used for the benefit of — another client.
6. Data Security
We implement industry-leading security measures to protect your information:
- Encryption at rest: All stored data is encrypted using AES-256 encryption, the same standard used by financial institutions and government agencies
- Encryption in transit: All data transmitted between your browser and our servers is protected by TLS 1.3 encryption
- Row-level security: Database-level access controls ensure that each client can only access their own data, enforced at the database query layer
- Regular security audits: We conduct periodic security assessments, vulnerability scans, and penetration testing to identify and address potential risks
- Access controls: Internal access to personal data is restricted to authorized personnel on a need-to-know basis, protected by multi-factor authentication and audit logging
- Incident response: We maintain a documented incident response plan. In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA's breach notification requirements
7. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes described in this Policy:
- Account data: Retained while your account is active, plus 30 days after account closure to allow for reactivation or data export requests
- AI conversation logs: Retained according to your configured retention settings. The default retention period is 12 months, but clients may adjust this through the platform settings
- Property Research Dossiers: Maintained and updated while the associated property is active on your account. Dossier data is removed when the property is deactivated or deleted
- Prospect data: Retained in accordance with your account retention settings and applicable legal requirements
- Usage and technical data: Aggregated analytics data may be retained indefinitely in anonymized form. Identifiable usage logs are retained for up to 24 months
Export and deletion: You may request a full export of your data or request deletion of your account and associated data at any time by contacting us at privacy@simpleturn.ca or through your account settings. We will process deletion requests within 30 days, subject to any legal retention obligations.
8. Your Rights Under PIPEDA
Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, you have the following rights:
- Right of access: You may request access to the personal information we hold about you. We will respond to your request within 30 days
- Right of correction: You may request that we correct any inaccurate or incomplete personal information we hold about you
- Right to withdraw consent: You may withdraw your consent to the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions. Withdrawal of consent may affect our ability to provide certain services to you
- Right to complain: If you are not satisfied with our response to your privacy concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca
To exercise any of these rights, please contact our Privacy Officer at privacy@simpleturn.ca. We may require you to verify your identity before processing your request.
9. Cookies & Tracking Technologies
We use cookies and similar technologies to operate and improve our Service:
Essential Cookies
- Session management and authentication cookies
- Security cookies (CSRF protection, rate limiting)
- User preference cookies (language, display settings)
- These cookies are strictly necessary and cannot be disabled
Analytics Cookies
- We use privacy-respecting analytics to understand how visitors use our website and platform
- Analytics data is aggregated and does not identify individual users
- You may opt out of analytics cookies through your browser settings or our cookie preference controls
SimpleTurn Widget Cookies
- The SimpleTurn chat widget, when embedded on your property websites, uses minimal cookies within its iframe context
- Widget cookies are limited to session identification and conversation continuity
- No cross-site tracking is performed by the widget
No advertising cookies. We do not use advertising cookies, retargeting pixels, or any form of ad-based tracking technology. Your browsing behaviour is never shared with advertising networks.
10. Children's Privacy
SimpleTurn is a business-to-business (B2B) service designed for property management companies, landlords, and real estate professionals. Our Service is not directed at individuals under the age of 18.
We do not knowingly collect personal information from children or minors. If we become aware that we have inadvertently collected personal information from an individual under 18, we will take immediate steps to delete that information. If you believe we may have collected information from a minor, please contact us at privacy@simpleturn.ca.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:
- We will update the "Last updated" date at the top of this page
- For material changes that affect how we collect, use, or share your personal information, we will notify you by email at the address associated with your account
- We may also provide a prominent notice within the SimpleTurn platform dashboard
Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated Policy. If you do not agree with any changes, you should discontinue use of the Service and contact us to close your account.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy Officer:
SimpleTurn AI Inc.
Toronto, Ontario, Canada
Email: privacy@simpleturn.ca
We aim to respond to all privacy-related inquiries within 30 business days. For urgent matters related to data security, please include "URGENT" in your subject line.