Privacy Policy

1. Introduction

Cove (“we,” “us,” or “our”) operates the PropTx Verify platform (the “Service”), accessible at proptxverify.ca and through our associated applications. We are committed to protecting your personal information and your right to privacy in accordance with Canadian federal and provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy statutes.

This Privacy Policy explains what information we collect, how we use and share it, and your rights in relation to it. By using our Service, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, and business or property details when you register for an account.
• Tenant Screening Data: Information submitted for the purpose of tenant verification, including names, contact details, employment information, and rental history of applicants.
• Payment Information: Billing details processed through our third-party payment processors. We do not store full credit card numbers on our servers.
• Communications: Records of correspondence when you contact our support team.

2.2 Information Collected Automatically

• Usage Data: Pages viewed, features used, time spent on the Service, and interaction patterns.
• Device Information: Browser type, operating system, IP address, device identifiers, and general location data.
• Cookies and Similar Technologies: We use cookies, local storage, and similar tracking technologies to maintain session state, remember preferences, and analyze usage.

2.3 Information from Third Parties

• Verification Partners: Credit bureaus, identity verification services, employment verification providers, and landlord reference services that supply data as part of the tenant screening process.
• Financial Data Providers: Banking and financial information provided through open banking integrations with the applicant’s explicit consent.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the PropTx Verify Service.
• Process tenant screening requests and generate verification reports.
• Facilitate AI-powered features, including Voice AI verification calls and Chat with Report functionality.
• Process payments and manage billing.
• Communicate with you regarding your account, updates, and support inquiries.
• Improve, personalize, and develop new features for our Service.
• Detect, prevent, and address fraud, abuse, and security issues.
• Comply with legal obligations and enforce our Terms of Service.

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf, including cloud hosting, payment processing, identity verification, and analytics. These providers are contractually bound to protect your data.
• Screening Reports: Tenant verification reports are shared with the property owner or manager who initiated the screening request.
• Legal Requirements: When required by law, regulation, legal process, or enforceable governmental request.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.
• With Your Consent: We may share information for any other purpose with your explicit consent.

5. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Tenant screening data is retained in accordance with applicable Canadian regulations and industry standards. You may request deletion of your data at any time, subject to legal retention obligations.

6. Data Security

We implement industry-standard technical and organizational security measures to protect your personal information, including encryption in transit (TLS) and at rest, access controls, regular security assessments, and secure data storage within Canadian data centres where feasible. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Rights

Under Canadian privacy law, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal exceptions.
• Withdraw Consent: Withdraw your consent to the processing of your personal information at any time, subject to legal or contractual restrictions.
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada or the applicable provincial privacy authority.

To exercise any of these rights, contact us at help@proptxverify.ca.

8. Cookies

We use essential cookies to operate the Service and optional analytics cookies to understand how users interact with the platform. You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Service.

9. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children’s Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected data from a minor, we will take steps to delete it promptly.

11. Refund Policy

All purchases and payments made through the Service are final sale. Cove does not offer refunds for any fees, charges, or payments once they have been processed. In certain circumstances, and at our sole discretion, we may issue account credits that can be applied toward future use of the Service. Credits have no cash value, are non-transferable, and may be subject to expiration. By using the Service, you acknowledge and agree to this no-refund policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised “Last updated” date. Your continued use of the Service after such changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

• Company: Cove
• Email: help@proptxverify.ca
• Phone: (647) 584-4073