Privacy policy

Who we are

Tuze Inc. (“Tuze”, “we” or “us”) is a Canadian company based in Toronto, Ontario. We make software for residential rental property managers: Nodus for leasing, Domus for running homes, Fundus for winning and keeping landlord clients, and Omnia, our AI teammates. We also run this website and introduce property owners to property managers.

We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply, the private sector privacy laws of Quebec, British Columbia and Alberta. Our Privacy Officer is accountable for how we handle personal information, and you can reach them using the details at the end of this policy.

Whose information this covers

Our role depends on how you come to us.

When we decide how information is used

This covers people who visit our website, book a call, ask us to introduce them to a property manager, or sign up for Tuze themselves. It also covers the property managers and their staff who hold Tuze accounts. For this information, Tuze is responsible for following this policy.

When we work on behalf of a property manager

Most of the information in Tuze belongs to the property managers who use it. When you inquire about a listing, book a showing, apply for a home, pay rent, report a repair or own a home that a manager looks after, you are dealing with that property manager. They use Tuze to provide their service, and Tuze collects and handles the information for them in the way described in this policy. We do this under our agreement with them, and we don’t use it for our own purposes beyond running, securing and improving Tuze.

If you have a question about how a property manager uses your information, it’s best to ask them. You can always contact us as well.

What we collect

We only collect what we need for the service being used. Tuze is growing, and not every feature below is used by every property manager. Depending on who you are and what you do, that can include the following.

Information you give us or a property manager

• Your name, email address, phone number and mailing address.
• Details about a home you own, rent or are interested in, and messages about it.
• Rental applications, which may include your date of birth, current and past addresses, employment, income, references, the people and pets who would live with you, and documents such as pay stubs or bank statements.
• Your Social Insurance Number, only if you choose to give it for a credit check. It’s optional, and it’s used only for that check.
• Leases, notices and other documents you sign, along with the record of when and how you signed them.
• Repair requests, including photos, descriptions and your permission for someone to enter.
• Account details such as your login email, role and preferences.

Information collected as you use Tuze

• Recordings and transcripts of calls, and the content of texts and emails, handled through Tuze.
• Payment history, such as rent paid, amounts owing and deposits held.
• Technical details such as your IP address, browser, device and the pages or features you use, kept in logs to run and secure the service.

Information from others

• Credit reports and background check results from a consumer reporting agency, with your consent.
• The result of an identity check from our identity verification provider, with your consent.
• Confirmation of your bank account from our payment providers when you set up a payment.
• References from landlords or employers you name, when a property manager contacts them.

How we use it

We use personal information to:

• Run the services that property managers, owners and renters use, from listing a home to signing a lease, collecting rent and getting repairs done.
• Answer calls, texts and emails, book showings and send reminders on a property manager’s behalf.
• Process payments and keep accurate records of them.
• Verify identity and help prevent fraud, abuse and security problems.
• Introduce property owners to property managers, when an owner asks us to.
• Reply to your questions and give support.
• Send service messages, such as receipts, reminders and changes to our terms.
• Send marketing emails to business contacts, only where Canada’s anti-spam law allows it. Every marketing email has an unsubscribe link.
• Fix problems and make Tuze better, using information that is combined or de-identified wherever we can.
• Meet our legal obligations and enforce our agreements.

We don’t sell personal information, and we don’t use renters’ or residents’ information to advertise to them.

Screening and ID checks

When you apply for a home, the property manager may ask for a credit report, a background check or an identity check. We ask for your consent before any of these happen, and we tell you what will be checked.

Credit and background checks are done by a licensed consumer reporting agency. Identity checks ask you to take a photo of a government ID and a photo of your face, so our provider can confirm the ID is real and that it’s you. Your face is compared with your ID for that check only, and we don’t use it to identify you in any other way.

The results go to the property manager you applied with. The decision about your application is theirs, not ours. If a report is used against you, you have the right under provincial consumer reporting laws to know which agency provided it and to ask that agency to correct anything wrong.

Calls, messages and AI teammates

Omnia’s AI teammates answer calls, texts and emails for property managers. When you contact a manager who uses Omnia, you may be speaking or writing with an AI teammate rather than a person.

Calls handled through Tuze may be recorded and transcribed. Recordings, transcripts and messages are kept so the property manager can follow up, check what was said and keep a record of requests such as repairs.

To understand and reply to you, the content of a call or message is processed by the AI providers we work with. They process it only to provide the service to us, and we don’t allow them to use it to train their own models. AI teammates handle a lot of work for property managers, but they don’t make the final decision on a rental application. The property manager does.

Payments

Rent, deposits and other payments made through Tuze are handled by regulated payment processors. When you pay by card or bank account, your full card number and banking login go straight to the processor. We receive what we need to show and reconcile the payment, such as the amount, date, status and the last digits of the account.

Property managers who receive payouts through Tuze share their business and banking details with the processor so it can verify them and send funds.

Consent

We rely on your consent to collect, use and share personal information, except where the law allows otherwise. Sometimes consent is clear from what you are doing. If you apply for a home, for example, you expect the property manager to read your application. For sensitive information, such as credit reports, ID checks and banking details, we ask for your express consent.

You can withdraw consent at any time, subject to legal or contractual limits, by contacting us or the property manager you dealt with. If you do, we may not be able to provide some services. For example, an application can’t be completed without the checks the property manager requires.

Who we share it with

We share personal information only as this policy describes:

• With property managers. Information you give through a manager’s listings, applications or resident tools goes to that manager. If you ask us to introduce you to a manager, we share what you told us with the managers we introduce.
• With service providers who help us run Tuze. These include cloud hosting and storage, payment processors, consumer reporting agencies, identity verification, phone and text messaging, email delivery, e-signatures, AI providers, scheduling and customer support tools. They may use the information only to provide their service to us, and they must protect it.
• When the law requires it, such as a court order or a valid request from a regulator or law enforcement, or to protect someone’s safety or prevent fraud.
• If our business changes hands. If Tuze is involved in a merger, financing or sale, information may be shared with the other party under strict confidentiality, and only used as this policy allows.

Storage outside Canada

We and our service providers may store and process information outside Canada, including in the United States. While it’s outside Canada, it is protected by contract and by our own safeguards, but it may be accessible to courts, law enforcement and national security authorities of that country under its laws.

How long we keep it

We keep personal information only as long as we need it for the purposes in this policy, or as long as the law or the property manager’s records require. Information we hold for a property manager is kept for as long as they use Tuze and their instructions require, and then deleted or returned to them.

When we no longer need information, we delete it or make it anonymous. If information was used to make a decision about you, such as a screening report, we keep it long enough for you to be able to ask for it.

Keeping it safe

We protect personal information with safeguards suited to how sensitive it is. Information is encrypted in transit and at rest, access is limited to people who need it for their work, and we keep logs of access to sensitive records. The people who work at Tuze are bound to keep personal information confidential.

No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will tell you and report it to the Privacy Commissioner of Canada and any provincial commissioner that requires it, as the law requires.

Cookies and our website

Tuze uses cookies that are needed to sign you in and keep your session secure. On this website, we don’t use advertising cookies or trackers that follow you across other sites.

When you book a call or send us a form, the information goes to the scheduling and hosting providers that run those tools for us. Our pages also load fonts from Google, which receives your IP address to deliver them. You can block or delete cookies in your browser settings, though signing in to Tuze needs them.

Your rights

You can ask us to:

• Tell you whether we hold personal information about you, how it has been used and who it has been shared with.
• Give you a copy of it. Where the law allows, we can provide it in a common format you can take elsewhere.
• Correct anything that is inaccurate or incomplete.
• Delete it, or stop using it, where the law allows.
• Stop sending you marketing messages.

We’ll reply within 30 days and let you know if we need more time. We may need to confirm your identity first. Sometimes the law lets or requires us to refuse a request, for example where it would reveal someone else’s information, and if so we’ll explain why. If we hold your information for a property manager, we may pass your request to them so they can answer it.

If you’re not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada, or to your provincial privacy commissioner, such as the Commission d’accès à l’information du Québec or the Information and Privacy Commissioner of British Columbia or Alberta.

Children

Tuze is for adults. We don’t knowingly collect information directly from children. Where a household includes children, an applicant may share basic details such as their names and ages with a property manager. If you think a child has given us information, please contact us and we’ll delete it.

Changes to this policy

We’ll update this policy as Tuze and the law change, and show the date of the latest version at the top. When Tuze starts collecting a new kind of information or using it for a new purpose, we’ll update this policy first. If a change matters to how your information is used, we’ll tell you before it takes effect, by email or in Tuze.

Contact us

For any question or request about your personal information, contact our Privacy Officer: