Privacy and data retention
This page explains, in plain language, what personal information Alta Asset Solutions collects through this portal, how we protect it, and how long we keep it.
What we collect
- Rental applications: name, contact details, date of birth, employment and income details, references, and, where provided, a Social Insurance Number and credit or background information.
- Tenancies: lease documents, rent and payment records, maintenance requests and photos, inspection reports, and messages sent through the portal.
- Owners: contact details, property and banking details needed to pay out rent, and tax details such as non-resident status.
How we protect it
- Sensitive files such as credit reports, void cheques and pre-authorized debit forms are stored encrypted and are never visible to owners or other tenants.
- Social Insurance Numbers are stored encrypted. Only authorized management staff can reveal one, and every reveal is recorded in a tamper-proof access log.
- Staff, and owners with banking details on file, must use two-step sign-in. Sensitive actions such as viewing banking details always ask for a fresh code.
- Access is limited by role: tenants see only their own home, owners see only their own properties, and applicants have no account access at all.
How long we keep it
- Applications that are declined or withdrawn are kept for up to 2 years, then deleted.
- Social Insurance Numbers and credit or background reports are kept only while the application or tenancy is active, and are deleted within 1 year of the tenancy ending unless the law requires longer.
- Void cheques and pre-authorized debit forms are kept while the payment method is active and deleted within 1 year of it ending.
- Lease, rent, expense and payout records are kept for 7 years after the tenancy or ownership ends, to meet Canadian tax and accounting requirements.
- Encrypted backups are kept for 30 days (daily copies) and 12 months (monthly copies), then removed.
Who we share it with
- We do not sell personal information. Information is shared only with the service providers needed to run the portal, such as our secure cloud hosting and email delivery, and with screening or payment providers only when you ask us to use them.
- We may disclose information where the law requires it, for example to the Canada Revenue Agency for non-resident tax reporting.
Your choices
- You can ask to see, correct or delete your personal information at any time, subject to the records we must keep by law. Contact us and we will respond within 30 days.
- You can turn off non-essential email notifications from your portal settings. Legal and account notices will still be sent.
Contact
- Questions about privacy: info@altaassetsolutions.com or 587-718-3690.
- This page was last updated in October 2026. If we change how we handle personal information, we will update this page and note the date.