Privacy Policy

01Who is responsible

Outlier Realty Ltd. is the organization accountable for personal information collected through outlierrealty.ca, our application and portal software, our mobile app, and our leasing and management operations.

Privacy inquiries: info@outlierrealty.ca
P.O. Box 242, Saint John, NB E2L 3Y2
506-639-2568

Leasing-file questions can also go to leasing@outlierrealty.ca.

02Scope

This Policy covers personal information we control as a landlord, property manager, or brokerage. It does not cover:

• information about our employees in their employment capacity, which is handled under our internal HR practices;
• third-party websites we link to; or
• a landlord we do not manage, if you applied to them directly.

Where we manage a building for an owner, we typically act as the owner’s service provider for tenant files. We still apply this Policy to how our systems and staff handle that information.

03What we collect

Depending on how you deal with us, we may collect:

• Identity and contact. Name, email, phone, mailing address, signature, and government ID when needed to verify identity or complete a lease.
• Household and application. Occupancy, number of children in the household, co-applicants and their relationship to you, pets, vehicles, desired move-in date, income-source category, message free text, and optional affordability figures you choose to enter (pay, savings, line of credit, investments, scholarships).
• Screening and tenancy file. References, employment or enrolment confirmation, insurance, utility setup, deposits, lease terms, notices, maintenance requests, communications, and compliance documents.
• Account and device. Login identifiers, hashed credentials or social sign-in tokens, role (staff, owner, tenant), device tokens for push notifications, IP address, approximate location derived from IP, browser type, and app version.
• Payments. Amount, date, method token, last four digits, and settlement status — not full card PAN or CVV, which our processor holds.
• Operations. Work-order photos, property photos, parking and storage assignments, and, where used, licence-plate images for parking administration.
• Contact forms and calls. Whatever you send us, plus call recordings or voicemail if a line is configured to record.

We do not ask for a Social Insurance Number on the public application. Do not send SINs, health records, or unnecessary financial account numbers unless we specifically request them for a lawful tenancy or credit purpose.

04How we collect it

We collect information:

• directly from you (forms, email, SMS, phone, portal, in-person, showings);
• from co-applicants, guarantors, and people you name as references, with your knowledge;
• from owners, prior landlords, employers, or insurers you authorize us to contact;
• from consumer-reporting agencies, if we obtain your express consent for a report;
• automatically, through cookies, logs, CAPTCHA, and the mobile app; and
• from payment, e-signature, mapping, and messaging providers as needed to complete a transaction.

05Why we use it

We use personal information to:

• respond to inquiries and show properties;
• receive, pre-screen, and decide rental applications;
• prepare, send, and store leases and related documents;
• collect rent, deposits, and other amounts, and keep ledgers;
• run maintenance, inspections, parking, and building operations;
• communicate about your file, including reminders and notices;
• authenticate accounts and keep the Site secure;
• meet legal, accounting, insurance, and regulatory duties; and
• improve our services, in aggregated or de-identified form where we can.

We do not sell personal information. We do not use public-application data to train general-purpose AI models for third parties. Limited automated tools (spam filters, CAPTCHA, application scoring described below, and optional plate reading for parking) are used only to operate our business.

06Consent

PIPEDA is a consent statute. For a public application or contact form, submitting the form is your express consent to the collection, use, and disclosure described for that purpose. For an existing tenant, owner, or client, we rely on implied consent for uses that a reasonable person would consider appropriate in the circumstances — collecting rent, coordinating a plumber, emailing a renewal — and we ask again when the purpose is new or more sensitive (for example, a consumer report or a reference we will actually call).

You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent for screening or communications that we need to perform a lease may mean we cannot continue the application or, in some cases, the tenancy administration in its current form. We will explain the consequences if you ask.

07Applications and automated screening

Public applications are scored on our servers before a leasing coordinator sees them. The first-pass screen looks at household composition against the unit (including occupancy relative to bedrooms, and whether the building’s posted rules can be met), whether the form is complete, and income-source category. It does not use the optional affordability calculator to pass or fail you. Hard-fail rules can generate an automatic decline email without a showing.

That is an automated decision that matters. It is not credit scoring and not a consumer report. You can ask us for a human review by emailing leasing@outlierrealty.ca from the address on the application and identifying the listing. We will not disclose another applicant’s information, and we will not walk you through every weighting in a way that would let the screen be gamed, but we will tell you whether a rule fired and what you can reasonably do next (complete the file, add a co-applicant, or look at another unit).

If we proceed past the first pass, we may request references and supporting documents, and — only with additional consent — a consumer report from a Canadian reporting agency. Providing a report is voluntary; refusing it may mean we cannot complete screening to our standard, which can end the application.

08Tenancy, owners, and operations

Once you are in a file, we use your information to perform the lease or management agreement: notices, inspections, work orders, insurance and utility compliance, renewals, and move-out. Owners receive reporting on their assets, which can include tenant status and arrears at a level needed to manage the property — not your SIN, not your medical information, and not more than the owner needs.

Staff accounts see what their role requires. Access is logged. We may share information with trades, insurers, lawyers, collections, the Residential Tenancies Tribunal, or emergency services when it is needed to perform the contract, protect property or safety, or comply with law.

09Payments

Card and bank payments are processed by Stripe (and any successor processor we name in the portal). Stripe receives the payment details you enter; we receive tokens, status, and enough ledger data to receipt you and reconcile the books. QuickBooks or similar accounting software may receive names, amounts, and invoice metadata so we can account to owners and file taxes.

10Cookies and similar technologies

We use:

• Strictly necessary cookies and storage for sessions, authentication, security, and load balancing. The Site will not work properly without them.
• Cloudflare Turnstile (or a similar CAPTCHA) on public forms to reduce bot spam. That vendor receives a technical signal that you are probably human.
• Local device storage in the mobile app for tokens and offline cache.

We do not currently run advertising pixels on the public marketing site. If that changes, we will update this Policy and, where required, obtain consent. You can block cookies in your browser; if you do, login and application flows may break.

11Service providers and transfers

We use service providers who may process information in Canada or abroad (including the United States). PIPEDA Principle 4.1.3 still holds us accountable. Categories include:

• cloud hosting and object storage (application data and documents; our primary object store is configured for Canada Central where available);
• email delivery (including Google Workspace SMTP);
• SMS and voice (Twilio or a successor);
• push notifications (Firebase Cloud Messaging / Expo);
• payments (Stripe);
• e-signature (DocuSign or Dropbox Sign);
• identity providers for social login (Google, Apple);
• CAPTCHA (Cloudflare); and
• maps, error logging, and support tools as enabled.

Foreign processors are subject to the law of their jurisdiction, including lawful access by foreign authorities. We do not transfer more than the provider needs, and we contract for appropriate safeguards where we can.

12How long we keep it

We keep information only as long as needed for the purpose, then for a further period required by tax, real-estate, tenancy, or limitation rules — typically:

• Unsuccessful inquiries. Up to 24 months after the last contact, unless you ask us to delete sooner and no legal hold applies.
• Tenancy and owner files. The life of the relationship plus at least seven years after the later of move-out, last payment, or file close — longer if a dispute, tribunal matter, or insurance claim is open.
• Accounting and payment records. At least seven years.
• Security logs. A shorter operational window, unless needed for an incident.

When retention ends, we destroy or irreversibly de-identify the information.

13Safeguards

We use administrative, technical, and physical measures appropriate to the sensitivity of the information: access control by role, encrypted transport, hashed passwords, idle logout, vendor due diligence, and staff who are trained not to gossip files at the coffee counter. No method of transmission or storage is perfectly secure. If a breach creates a real risk of significant harm, we will notify affected individuals and the Privacy Commissioner as PIPEDA requires.

14Your rights

Subject to PIPEDA’s exceptions, you may:

• ask whether we have personal information about you;
• access it, in a generally understandable form;
• challenge its accuracy and request a correction;
• withdraw consent, with the caveats in section 06; and
• complain about our handling, first to us, then to the Commissioner.

Send requests to info@outlierrealty.ca with enough detail to locate your file. We may need to verify your identity. We respond within thirty days, or we will tell you if we are taking a permitted extension. We may refuse access where PIPEDA allows — for example, solicitor-client privilege, information about another individual that cannot be severed, or a formal dispute file. If we refuse, we will say why, unless the law says we cannot.

15Electronic messages (CASL)

Transactional and relationship messages (application status, showing confirmations, rent receipts, maintenance) are sent on the basis of an existing business relationship or your request. Commercial electronic messages that advertise our services are sent only with CASL consent. Every marketing message includes an unsubscribe. Operational messages may continue.

16Children and household information

The Site is not directed at children. We do not knowingly create accounts for anyone under 19. Rental applications ask about household size and children because occupancy and some building rules depend on who will live in the unit — not so we can discriminate on family status. We use that information as described in section 07 and in accordance with the New Brunswick Human Rights Act. If you believe we have collected information about a child inappropriately, contact us and we will delete it unless we are required to keep a tenancy record.

17Cameras, parking, and property operations

Some properties have cameras in common areas for safety and property protection. Signage is posted where recording is in use. Footage is used for security, incident response, and (where applicable) parking administration — not for advertising. Where we operate parking enforcement with licence-plate capture, plate images are used to match a vehicle to a stall or permit and are retained no longer than needed for that purpose plus a short dispute window.

18Changes

We will post updates here and change the effective date. If we want to use information already collected for a new purpose that is not reasonably implied, we will seek consent.

19Complaints and contact

Start with us: info@outlierrealty.ca. If we cannot resolve it, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) and, for Québec residents where Law 25 applies, the Commission d’accès à l’information. Human-rights complaints about housing belong with the New Brunswick Human Rights Commission. Tenancy disputes belong with the Residential Tenancies Tribunal.

Using the Site is also governed by our Terms of Use.