RentCafe Privacy Statement

By using RentCafe.com (RentCafe ILS) or any property websites powered by RentCafe (RentCafe Portal) (collectively, “RentCafe”), you acknowledge you have read and understand the latest version of the RentCafe Privacy Policy (posted at https://resources.yardi.com/legal/rentcafe-privacy-policy/), which describes RentCafe’s privacy practices and will be updated from time to time. The property may have its own Privacy Policy that describes the property’s privacy practices.

Realstar Corp. Privacy Policy

Realstar Corp. ("Realstar," "we," "us," or "our"), along with our partners, affiliates and any owners of properties we manage, respect your concerns about privacy and value the relationship we have with you. This Privacy Policy applies to realstar.ca and other Realstar sites that provide a direct link to this Policy (collectively, the “Site”). It does not apply to websites operated by our partners, affiliates, or property owners that have their own separate privacy policies or notices, for which Realstar is not responsible.

This Privacy Policy describes the types of personal information we collect on the Site, how we use the information, with whom we share it, and the choices available regarding our use of the information. We also describe the measures we take to protect the security of the information and how to contact us about our privacy practices.

Realstar collects, uses and discloses personal information only for purposes that a reasonable person would consider appropriate in the circumstances. Personal information is collected with your knowledge and consent, except where collection without consent is permitted or required by law, including but not limited to: (a) where it is clearly in your interests and consent cannot be obtained in a timely way; (b) where it is necessary to investigate a breach of an agreement or contravention of law; (c) where disclosure is required to comply with a subpoena, warrant or court order; or (d) where the information is publicly available as specified by regulation.

Information We Obtain

We may obtain certain personal information (such as your name and contact details) when you choose to provide them through our Site. The types of information we may obtain include:

For Prospective Tenants

contact information (such as name, postal address, email address, and mobile or other phone number);
content you may share with us by interacting with this Site using social media;
content you may provide (for example, in our Online Rental Application Form, including personal references, employment status, employer’s contact information, income, banking information, outstanding debts, rental history, and such other information as may be reasonably necessary to assess your rental application in accordance with applicable human rights and privacy legislation);
username and password for your Applicant/Resident Login account;
Vehicle information such as make, model, and license plate number;
Video surveillance footage from common areas of the property, which is collected for security purposes, prevention of criminal activity, and protection of persons and property. Surveillance is conducted only in areas where there is no reasonable expectation of privacy, and appropriate signage is posted to notify individuals of surveillance activities.

For Job Applicants

When you apply for a position or participate in our hiring process, we may collect:

Contact details, résumé information, employment history, and qualifications;
Information you provide during screening or interviews, including responses to questionnaires or assessments;
Video and audio recordings, transcripts, and related interview data if you participate in a video‑based interview;
Information voluntarily submitted during the recruitment process.

Realstar treats all video and audio interview recordings, facial images, voice data, and transcripts collected during the recruitment process as sensitive personal information, as they may contain biometric characteristics that require enhanced protection. Access to these materials is strictly limited to authorized Human Resources personnel and hiring managers and is safeguarded using administrative, technical, and physical measures appropriate to their sensitivity. Applicants who require an alternative to video interviewing as an accommodation may request an alternative method at any time, and Realstar will provide a reasonable accommodation.

Realstar does not currently use fully automated decision-making or algorithmic scoring tools as the sole basis for hiring decisions. Human review and judgment are involved in all hiring decisions. Realstar reserves the right to implement such tools in the future, subject to compliance with applicable privacy and employment laws, and will update this policy accordingly.

Information Collected Automatically

When you visit our Site, we and our third-party service providers may obtain certain information by automated means, such as cookies, web beacons, and similar tracking technologies. These may include IP address, browser characteristics, device characteristics, device identifiers, operating system, language preferences, referring URLs, clickstream data showing how users navigate the Site, dates and times of Site visits, and other technical information about your device and usage patterns. This information may be combined with other information we collect about you.

A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. A “web beacon,” also known as an Internet tag, pixel tag or clear GIF, links web pages to web servers and their cookies and may be used to transmit information collected through cookies back to a web server. Through these automated collection methods, we obtain “clickstream data,” which is a log of content on which a visitor clicks while browsing a website. As the visitor clicks through the website, a record of the action may be collected and stored. Your browser may tell you how to be notified when you receive certain types of cookies or how to restrict or disable certain types of cookies. Please note, however, that without cookies you may not be able to use all of the features of our Site.

Providing us with your information is your choice. However, certain information is necessary for us to process your application or provide services to you. Your decision to withhold required information may prevent us from assessing your application, entering into a tenancy agreement with you, or otherwise providing the services you request. We will inform you which information is mandatory and which is optional when we collect it.

Children’s Privacy

The Site is not directed to children under the age of 16 and we do not knowingly collect personal information from children under 16 without parental consent. If we become aware that personal information has been collected from a child under 16 without appropriate parental consent, we will take steps to delete such information as soon as reasonably practicable, unless we are required or permitted by law to retain it.

How We Use the Information We Obtain

1. For Prospective Tenants

We may use the information we obtain through the Site to:

process and evaluate your rental application, including identity verification, credit checks, criminal background checks where permitted by law, reference checks and verification of employment, income, banking information, outstanding debts, rental history with prior landlords, and any other information reasonably necessary to assess your suitability as a tenant in accordance with applicable law;
collect rental payments;
create and manage your online Applicant/Resident Login account;
offer and provide services to you;
display content on our Site;
communicate with you about, and administer your participation in, surveys, events, programs, promotions and other offers;
respond to and communicate with you about your inquiries and requests and provide information you request;
operate, evaluate and improve our business (including enhancing and improving our services; managing our communications; performing data analytics; and performing accounting, auditing, billing reconciliation and collection activities and other internal functions);
perform data analysis and other analyses and processing (including market and consumer research, trend analysis, financial analysis, anonymization, encryption and tokenization of personal information);
protect against, identify and prevent fraud and other criminal activity, claims and other liabilities;
comply with reporting requirements of the Canada Revenue Agency, local housing authorities and property tax authorities;
provide information to prospective lenders, purchasers and their agents provided such purchasers have entered into a confidentiality agreement, and to future landlords who rent to you; and
comply with and enforce rental agreements, applicable legal, tax, and insurance reporting requirements, relevant industry standards and our policies.

In addition, we use information collected online through cookies, web beacons and other automated means for purposes such as:

customizing our users’ visits to our Site,
delivering content tailored to our users’ interests and the manner in which our users browse our Site, and
managing our business.

We may also use this information to help diagnose technical and service problems, administer our Site, identify users of our Site, and gather demographic information about our users. We may use clickstream data to determine how much time users spend on web pages of our Site, how users navigate through our Site, and how we may tailor our Site to better meet the needs of our users.

We may use third party web analytics services on this Site, such as those of Google Analytics. The service providers that administer these services use technologies such as cookies, web server logs and web beacons to help us analyze how visitors use the Site. The information collected through these means (including IP address) is disclosed to these service providers, who use the information to evaluate use of the Site in accordance with our instructions and applicable data processing agreements. You may deactivate the ability of Google Analytics to analyze your browsing activities on this Site.

We also may use the information in other ways for which we provide specific notice at the time of collection.

1. For Job Applicants

When you apply for employment with Realstar, we may use the personal information we obtain to:

review and process your employment application:
evaluate your qualifications, experience and suitability for current or future employment opportunities
communicate with you regarding your application and the recruitment process
conduct interviews, assessments, screening and reference checks
maintain records related to hiring decisions
comply with legal, regulatory or reporting obligations
ensure the security and integrity of our recruitment systems and processes
maintain recruitment records to support reporting, audits or internal review
operate, evaluate and improve our recruitment practices

If you participate in a video‑based interview, we may also use:

video and audio recordings of your interview responses
transcripts or notes generated from those recordings
information you provide during the structured interview process
technical data such as IP address, device information, and browser data captured by the video‑interviewing platform

This information is used solely for recruitment-related purposes, including evaluating your responses, supporting hiring decisions, and maintaining a record of the interview. Video interview recordings and associated data are retained only for the duration of the recruitment process and for a reasonable period thereafter as required by applicable employment and privacy laws, after which they are securely deleted. Realstar does not use automated decision-making or algorithmic scoring features that would produce legally significant decisions without human intervention. If we introduce such features in the future, we will provide clear notice and obtain your explicit consent where required by law.

Information We Share

We do not sell or otherwise disclose personal information we collect about you, except as described here.

We may share your personal information with:

Our partners, affiliates and subsidiaries for the purposes described in this Privacy Policy.
Any owner of a Realstar managed property, where such disclosure is necessary for property management purposes and in accordance with our contractual obligations to the property owner.
Service providers who perform services on our behalf based on our instructions. When we engage service providers to store or process personal information, we require contractual provisions with those service providers that: (i) limit the purposes for which the information is being transferred to them; (ii) stipulate security requirements for that information that meet or exceed our own standards; (iii) prohibit the service provider from using or disclosing the information except as necessary to perform services on our behalf or comply with legal requirements; and (iv) require the service provider to notify us of any privacy breaches or unauthorized access. . Examples of these service providers include entities that provide software, web hosting, recruitment platforms, and marketing services.
Suppliers of insurance, utility, cable, satellite and other services and products to provide their services or sell their products to residents of our buildings.
Other third parties with your consent.

In addition, we may disclose information about you (i) if we are required to do so by law or legal process (such as a court order, subpoena, or warrant), (ii) to law enforcement authorities or other government officials when legally required or permitted, (iii) when we reasonably believe disclosure is necessary to prevent imminent physical harm or significant financial loss, or (iv) in connection with an investigation of suspected or actual fraudulent or illegal activity, where we have reasonable grounds to believe such activity has occurred. We will, where legally permitted, provide you with notice of such disclosures unless doing so would impede a legal investigation or create a risk of harm.

We also reserve the right to transfer personal information we have about you in the event we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution or liquidation).

Video Surveillance

Realstar uses video surveillance to deter crime and protect the safety and security of our residents and employees. When a crime has occurred we use the video to assist police in the ensuing investigation.

Security cameras are placed exclusively in common areas of the property. The recorded images are stored in a secure location at the property which is only accessed by Management employees. The recorded images are kept for a maximum of 14 days before being destroyed.

Any questions regarding video surveillance should be directed to the Privacy Officer whose contact information is listed below under ‘How To Contact Us’.

Your Choices

We offer you certain choices in connection with the personal information we collect from you, such as how we use the information and how we communicate with you. To update your preferences, ask us to remove your information from our mailing lists or submit a request, please contact us as specified in the How to Contact Us section of this Privacy Policy.

Access and Correction

Subject to applicable law, you may (i) have the right to access certain personal information we maintain about you and obtain a copy of that information, (ii) update or correct inaccuracies in that information, (iii) object to our use of your personal information, and (iv) delete your personal information from our database. To exercise these rights, please contact us as indicated in the How To Contact Us section of this Privacy Policy. To help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to the information.

International Users

The Site is a Canadian website that is governed by Canadian laws, including those governing the privacy and security of your information. If you use this Site, you are transferring your information to Realstar and its service providers in Canada. By using this Site or providing your information to us through this Site, you consent to the transfer of your personal information to Canada, and our handling of your information in accordance with applicable Canadian requirements and this Policy.

Some of our service providers may process or store personal information outside of Canada, including in the United States. When this occurs, your information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or national security authorities in those jurisdictions.

Additional Information for Québec Residents

If you reside in Québec or apply to a position located in Québec, the collection, use, disclosure, and retention of your personal information are also subject to Québec’s Act respecting the protection of personal information in the private sector (also known as Law 25).

Realstar will comply with Québec’s enhanced consent, retention, destruction, and transparency obligations as they come into force.
How We Protect Personal Information

Realstar maintains administrative, technical and physical safeguards designed to protect the personal information you provide against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use in a manner consistent with its level of sensitivity and which preserves your privacy.

Personal information is retained only as long as necessary to fulfill the purposes for which it was collected, including to meet legal, accounting, or reporting requirements, or as otherwise permitted or required by law.

If a breach of security safeguards involving personal information occurs and poses a real risk of significant harm, Realstar will notify affected individuals and applicable regulatory authorities as required by law, provided that such notification shall be made only to the extent required by applicable Canadian privacy legislation. Realstar's liability for any breach shall be limited to direct damages actually incurred and shall exclude any indirect, consequential, or punitive damages. Realstar shall have no liability for breaches caused by third parties, force majeure events, or circumstances beyond its reasonable control.

Links To Other Websites

Realstar’s Site may provide links to other websites for your convenience and information. These websites operate independently from Realstar. Linked websites may have their own privacy notices or policies, which we strongly suggest you review if you visit any linked websites. To the extent any linked websites you visit are not owned or controlled by Realstar, Realstar is not responsible for the websites’ content, any use of the websites, or the privacy practices of the websites. Realstar expressly disclaims all liability for any damages, losses, or claims arising from your use of or reliance on any third-party websites, including but not limited to any data breaches, privacy violations, or security incidents occurring on such third-party sites.

Updates To Our Privacy Policy

This Privacy Policy may be updated periodically and without prior notice to you to reflect changes in Realstar's personal information practices, changes in applicable law, or operational requirements. Realstar will post a notice on its Site to notify you of any significant changes to this Privacy Policy and indicate at the top of the Policy when it was most recently updated. Your continued use of the Site following any changes constitutes your acceptance of such changes. Realstar reserves the right to modify this Privacy Policy at any time in its sole discretion.

How To Contact Us

Realstar has designated a Privacy Officer responsible for overseeing compliance with this Privacy Policy and applicable privacy laws.

If you have any questions or comments about this Privacy Policy, or if you would like Realstar to update information we have about you or your preferences, to exercise your rights of access, correction, or deletion as provided under applicable Canadian privacy legislation, or to object to the processing of your personal information please contact us as follows:

Realstar Corp. Attention: “Privacy Officer” 77 Bloor St. W., Suite 2000, Toronto, ON., Canada M5S 1M2, email [email protected], or call 416-923-2950 and ask for the Privacy Officer. Realstar may refuse access as authorized by applicable Canadian privacy legislation and, in such an event, will provide you with written reasons for refusing your request as required by law. Realstar reserves all rights to refuse, limit, or condition access to personal information to the maximum extent permitted by applicable law, including but not limited to situations where providing access would reveal confidential commercial information, interfere with legal proceedings, threaten the safety of others, or be unreasonably burdensome or expensive.