Privacy Policy

1. Who We Are

Capital Stays Property Management (“Capital Stays,” “we,” “us,” “our”) provides short, mid, and long-term property management services in Ontario and Quebec, including Ottawa, Gatineau, and surrounding areas.

2. Information We Collect

We may collect contact and enquiry information (name, email, phone number, and message); newsletter subscriber information (email and, optionally, name); guest and booking information (name, contact information, stay dates, and payment information); tenant information (name, contact information, lease terms, and rent); owner information (name, contact information, property details, and financial data); payment information processed by Stripe, although we do not store full card numbers; and website usage information such as IP address, browser, and pages visited.

3. How We Use Your Information

We use personal information to respond to enquiries; process bookings, payments, and invoices; manage tenancies and owner relationships, including automated reporting and invoicing; send our newsletter to people who opt in; send automated lease reminders and account notifications; improve our website; and comply with legal, accounting, and tax obligations, including HST/GST requirements.

For security and real estate compliance purposes, we record your IP address, browser details, pages viewed and interactions within our real estate listing sections. These records are retained for 12 months and may be shared with PropTx or the relevant real estate association when required for an audit or legal purposes.

4. Newsletter and Email Communications

In accordance with Canada’s Anti-Spam Legislation (CASL), we send newsletter emails only to people who have provided express consent through an opt-in. Every newsletter includes a working one-click unsubscribe link. Unsubscribing from the newsletter does not affect transactional communications connected with an active booking, tenancy, or ownership relationship.

5. Payment Processing

Payments are processed by Stripe, Inc., a PCI-DSS-compliant payment processor. We do not store full payment card details on our servers.

6. Cookies and Analytics

We may use cookies to support essential website functionality and understand general site usage. We do not use cookies to create advertising profiles, and we do not sell personal information.

7. Third-Party Service Providers

We share information with service providers such as Resend for email delivery, Stripe for payment processing, and our hosting providers, as necessary to operate our services. Some providers may process data on servers outside Canada, including in the United States, where it may be subject to the laws of that jurisdiction, including lawful access by government authorities.

8. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, regulatory, accounting and tax requirements. Retention periods may vary depending on the type of information and the nature of our relationship with you. When personal information is no longer required, we will securely delete, destroy or anonymize it, subject to applicable legal requirements.

9. Your Rights

Under PIPEDA, you may request access to your personal information, ask us to correct it, withdraw consent for optional uses such as newsletters, and ask questions about our privacy practices. Contact us using the information in Section 11.

10. Security

We use reasonable technical and organizational safeguards to protect personal information. However, no system or method of transmission is completely secure.

11. Privacy Officer and Contact Us

Capital Stays Property Management has designated a Privacy Officer who is responsible for overseeing our privacy practices and compliance with applicable privacy laws. If you have questions about this Privacy Policy, wish to access or correct your personal information, withdraw consent where applicable, or make a privacy-related complaint, please contact: Privacy Officer, Capital Stays Property Management · Email: info@capitalstays.ca

12. Changes to This Policy

We may update this Privacy Policy periodically. Where a change materially affects how we collect, use or disclose personal information, we will provide appropriate notice and obtain additional consent where required by law.