Privacy Policy

This Privacy Policy explains how Azyba collects, uses, communicates, retains, and protects personal information when you visit our websites, create an account, use our applications, communicate with us, or use products such as RentFlow. “Azyba,” “we,” “us,” and “our” refer to the Azyba entity that provides the applicable service.

Azyba is responsible for personal information under its control. The person with the highest authority at Azyba acts as Privacy Officer unless that function has been delegated in writing. The Privacy Officer oversees this Policy, privacy requests, complaints, and Azyba’s privacy-management program.

The information we collect depends on your role, the features you use, and what is reasonably necessary to provide them. It may include:

• Identity and contact information, such as name, email address, telephone number, date of birth, language, and account credentials.
• Renter profile information, such as current address, rental history, co-renter details, availability, documents, application answers, and information you choose to include in a reusable renter profile.
• Landlord, realtor, manager, and business information, such as role, organization, ownership or management authority, properties, units, leases, applicants, owners, and operational records.
• Financial and transaction information, such as rent amounts, invoices, payment status, transaction identifiers, payout-account details, payout status, and limited account information received from payment providers. Azyba does not store complete payment-card numbers.
• RentFlow information, such as eligibility inputs, lease and tenancy records, coverage selections, claims, supporting documents, communications, payment history, and payout information.
• Leasing and property-management information, such as visit schedules, applicant criteria, signed leases, messages, files, maintenance records, expenses, and cash-flow entries.
• Support, sales, referral, and communications information, including demo requests, survey responses, support messages, referrals, preferences, and records of notices sent to you.
• Technical and usage information, such as IP address, approximate region, browser, device, operating system, session events, pages viewed, referring page, button interactions, error logs, and security signals.

We collect personal information from you, from other users acting with authority, automatically through our services, and from service providers or public sources where lawful.

• You may provide information directly through forms, uploads, messages, onboarding, payment setup, claims, or support requests.
• A landlord, manager, realtor, co-renter, property owner, or authorized representative may provide information needed to coordinate a rental workflow.
• Payment processors, financial-data providers, identity or fraud-prevention services, and connected platforms may return verification results, tokens, transaction metadata, or account status.
• Cookies, local storage, server logs, analytics, and similar technologies collect limited technical and usage information when you use the services.

We identify the relevant purposes before or at collection and limit use to those purposes, compatible purposes, or uses permitted by law. We use personal information to:

• Create, authenticate, secure, and support accounts and user workspaces.
• Provide renter profiles, leasing, visit scheduling, lease signing, communications, property-management, referral, analytics, and RentFlow workflows.
• Process subscription payments, optional recovery instructions, payouts, reconciliation, and related records through authorized financial providers. RentFlow does not process routine monthly rent.
• Evaluate product eligibility, verify documents and authority, administer RentFlow coverage and claims, detect duplicate or inaccurate submissions, and manage operational risk.
• Send transactional notices, security alerts, payment reminders, visit updates, lease requests, claims updates, and service communications.
• Prevent fraud, abuse, unlawful discrimination, unauthorized access, money laundering, and security incidents; investigate complaints and enforce agreements.
• Measure performance, diagnose errors, improve usability, understand adoption, and develop services using aggregated or de-identified information where appropriate.
• Meet legal, tax, accounting, regulatory, recordkeeping, and dispute-resolution obligations.
• Send marketing where permitted by law and consistent with your choices. You can unsubscribe from promotional email without disabling necessary service messages.

We obtain consent where required and collect only information reasonably necessary for identified purposes. Some processing is necessary to provide a requested service, perform an agreement, protect the services, or meet a legal obligation. Optional uses are presented separately where required.

You may withdraw consent to an optional use by contacting us or using the available preference control, subject to reasonable notice and legal or contractual restrictions. Withdrawal may prevent us from providing a feature that depends on that information. We will explain material consequences before acting on the request.

We do not sell or rent personal information. We communicate information only as reasonably necessary for the purposes described here, with consent, or as permitted or required by law. Recipients may include:

• Other authorized participants in a rental workflow, such as renters, landlords, property owners, co-renters, realtors, managers, and their authorized team members. The interface identifies what is shared where practical.
• Payment and payout providers, including Stripe, to establish payment methods, process transactions, verify account status, and deliver payouts.
• Hosting, database, storage, security, analytics, communications, document-signing, customer-support, and professional-service providers acting under contractual restrictions.
• Surety, claims, underwriting, recovery, or legal partners where necessary to evaluate, issue, administer, or enforce a RentFlow agreement or claim.
• Government, regulatory, law-enforcement, courts, tribunals, or other persons where disclosure is required or permitted by law, including to protect rights, safety, and platform integrity.
• A purchaser, successor, investor, or adviser in a proposed or completed financing, reorganization, merger, sale, or transfer, subject to confidentiality and applicable law.

Azyba may use rules or automated processing to organize applicants, match information to criteria selected by a landlord, flag missing or inconsistent information, prevent fraud, and support RentFlow eligibility or risk review. We will provide additional notice where a decision is based exclusively on automated processing and the law requires it.

Landlords, realtors, managers, surety providers, and other third parties remain responsible for their own decisions. Azyba does not authorize unlawful housing discrimination, and product criteria must be used consistently with human-rights, consumer-reporting, tenancy, and other applicable laws.

We use essential cookies and similar storage to authenticate users, remember settings, prevent fraud, and keep the services functioning. We may use analytics to understand page views, navigation, conversion events, performance, and errors. You can limit non-essential cookies through available controls or browser settings, although blocking essential storage may prevent features from working.

IP-derived region may be used to display jurisdiction-appropriate language, availability, or promotions. We do not use precise device location unless a feature clearly requests it and you activate it. Where technology can identify, locate, or profile a person, we provide required notice and controls and do not enable optional location or profiling by default.

We retain personal information only for as long as reasonably necessary for the identified purposes, including to maintain accounts, administer active agreements, complete transactions, respond to claims, prevent fraud, meet legal or financial recordkeeping requirements, and resolve disputes. Retention varies by record type, product, jurisdiction, and whether an account or agreement remains active.

When information is no longer required, we securely destroy it or anonymize it in accordance with our retention schedule and applicable law. Backup copies may persist for a limited period before being overwritten. Certain transaction, claims, tax, fraud-prevention, and legal records must be retained after account closure.

We use administrative, technical, and physical safeguards appropriate to the sensitivity, amount, format, and use of the information. Measures may include encryption in transit, access controls, least-privilege authorization, protected cloud infrastructure, logging, vendor review, secure development practices, backups, and incident-response procedures.

No service can promise absolute security. If a privacy incident creates a risk requiring notice or reporting, we will notify affected individuals and regulators as required, take reasonable steps to reduce harm, and maintain required incident records.

Azyba and its service providers may process or store personal information outside Quebec or Canada, including in the United States. Information processed elsewhere may be subject to the laws and lawful access regimes of that jurisdiction.

Before communicating personal information outside Quebec where required, we assess relevant privacy factors and use contractual, technical, and organizational safeguards appropriate to the circumstances. Contact the Privacy Officer for information about relevant service-provider categories or processing locations.

Subject to applicable exceptions, you may request confirmation of whether we hold personal information about you, access to that information and an account of its use or communication, correction of inaccurate or incomplete information, or deletion where required. Quebec residents may also request that computerized personal information collected from them be released in a structured, commonly used technological format where the statutory conditions apply.

You may ask us to stop disseminating or de-index certain information where Quebec law provides that right. You may also ask questions or make a privacy complaint. We may verify identity before responding and will respond within the period required by applicable law. If we refuse a request, we will explain the refusal and available recourse where required.

If you provide personal information about another person, you represent that you are authorized to do so and that you have provided any notice or obtained any consent required by law. Do not upload unnecessary sensitive information.

The services are not directed to children under 14, and users must have reached the age of majority to enter binding paid or RentFlow agreements. If you believe a child provided personal information without valid authorization, contact the Privacy Officer.

We may update this Policy to reflect product, legal, provider, or security changes. We will post the updated version and date and provide additional notice or obtain consent where a material change requires it. Earlier versions may be requested from the Privacy Officer.

For privacy questions, requests, or complaints, contact: Privacy Officer, Azyba, support@azyba.com. For general support, use the same address or the contact page. Please do not send government identification, banking credentials, or other sensitive documents by ordinary email unless we specifically provide a secure method.