Privacy policy

RentHolder (operated by SNS Software Incorporated) is committed to protecting your personal information and handling it in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta’s Personal Information Protection Act (PIPA), and applicable provincial privacy laws.

What we collect

Account details (name, email, phone), transaction and deposit details, and technical data needed to operate the service securely. To verify who you are, we also run an identity check (see below).

Identity verification and security

Before you can pay or request a deposit, we verify your identity through a trusted verification provider, Stripe, Inc. (“Stripe”). On Stripe’s secure hosted page, you will be asked to scan a government-issued photo ID and take a selfie.

• How we handle your ID files: To prevent local data breaches, RentHolder does not download or store copies of your physical ID documents or selfies on our own local web servers. Instead, they are stored securely within our Stripe account using industry-standard encryption. Authorized administrators at SNS Software Incorporated have access to your verification status, name, date of birth, and copies of the submitted ID documents within the Stripe dashboard to manually review and resolve any verification issues.
• Biometrics: The selfie is a biometric identifier used to confirm that the person presenting the ID is its rightful holder. By starting the check, you consent to this biometric verification. Verification is processed by Stripe in the United States, so this involves a transfer of personal information outside Canada, handled under Stripe’s strict legal and technical safeguards.

Where deposits are held

Any funds you deposit through our service are held securely in a dedicated, segregated business savings account with Alberta Treasury Branch (ATB), managed by our parent company, SNS Software Incorporated. These funds are strictly isolated from our day-to-day operating capital. Deposits are safely kept in escrow and are only released according to RentHolder’s established protection rules (for example, standard move-in completion, agreed-upon Non-Dispute Automatic Landlord Transfer (NDALT) dates, or landlord no-show protection).

Why we collect it

To verify identities, keep each account tied to one real person, hold and reconcile deposits, meet legal and regulatory obligations (including anti-money-laundering requirements), and protect users against fraud.

How we protect it

Personal and verification data is encrypted at rest, access within our team is limited on a strict least-privilege basis, and payment-card data is tokenized through our payment processor so it never touches RentHolder’s own servers.

How long we keep it

We keep your active verification status for as long as you have an account. Even if you delete your account, we may retain the one-way person-uniqueness hash to keep enforcing our “one account per person” rule and to prevent fraud, subject to legal limits. Non-biometric ID documents and selfies are securely stored within our Stripe merchant dashboard for up to three years (the standard retention period) to defend against transaction disputes, after which they are safely purged. You may request earlier deletion of your identity verification files upon closing your account.

Your rights

Under PIPEDA and PIPA, you have the right to request access to, correction of, or deletion of your personal information, subject to legal retention and fraud-prevention requirements. If you wish to exercise these rights, please contact us.

Contact us

SNS Software Incorporated (o/a RentHolder)
support@rentholder.com