Privacy Policy
You give us your email address so we can send you a newsletter. That's the whole arrangement. This page explains exactly what we do with it, who else touches it, and how to make us delete it.
Last updated: September 8, 2026 · Effective: September 8, 2026
The short version
- We collect your email address, and whether you open and click our emails.
- We use it to send you The Rent Roll and to figure out which stories land.
- We have never sold your data and never will. No list rentals, no data brokers.
- beehiiv sends the emails on our behalf and stores your address on servers in the United States.
- Unsubscribe from any issue, or email us and we'll delete you entirely.
1. Who we are
The Rent Roll is a free weekly email newsletter for Ontario landlords and property managers. For the purposes of Canadian privacy law, we are the organization responsible for the personal information described on this page.
This policy is written to meet the requirements of the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL). If you live in Quebec, Alberta or British Columbia, your provincial privacy law may give you additional rights, and we'll honour those too.
Canada's privacy framework is in the middle of a rewrite. In June 2026 the federal government tabled Bill C-36, which would replace part of PIPEDA with a new Protecting Privacy and Consumer Data Act. It is not law yet. If it passes, we'll update this page.
2. What we collect
Not much, and nothing you don't hand over or that isn't a normal by-product of sending email.
| What | When | Required? |
|---|---|---|
| Email address | When you subscribe | Yes — it's the only way to send you a newsletter |
| Signup source (UTM tags, referring site) | When you subscribe | Automatic |
| Opens, clicks, and which issues you read | Each time we send | Automatic |
| IP address and approximate region | When you visit or open an email | Automatic |
| Browser and device type | When you visit the site | Automatic |
| Anything you write to us | When you reply or email | Entirely up to you |
| Poll and survey answers | When you choose to respond | Optional |
We do not ask for and do not want your name, phone number, mailing address, property addresses, tenant information, or financial details. Please don't send us tenant names or documents; if you need to share a document for a story, redact it first.
3. Why we collect it
- To send you the newsletter. The obvious one.
- To make it better. Open and click data tells us which stories are useful and which ones we should stop writing. We look at this in aggregate, not to study any one reader.
- To keep the list clean. Removing addresses that bounce, and spotting bots and fake signups.
- To prove consent. CASL requires us to be able to show when and how you subscribed.
- To report to advertisers. If we run a sponsorship, advertisers get aggregate numbers — total subscribers, open rate, click count. Never a list, never an individual address.
We do not build profiles of you, score you, sell your attention to data brokers, or use your personal information to train AI models.
4. Your consent
Entering your email on our site is express consent under CASL to receive The Rent Roll. Depending on our settings you may need to click a confirmation link before anything is sent, which gives both of us a clear record.
You can withdraw consent at any time, for any reason, using the unsubscribe link at the bottom of every issue. It works immediately and we won't email you to ask why. Withdrawing consent doesn't affect anything we lawfully did with your data before you withdrew it.
5. Who we share it with
We share your personal information with a small number of service providers who need it to run the newsletter, and with nobody else for marketing purposes.
| Provider | What they do | What they see |
|---|---|---|
| beehiiv | Runs the signup form, sends the newsletter, stores the subscriber list, tracks opens and clicks | Your email address and engagement data |
| GitHub Pages (GitHub, Inc.) | Serves this website as static files | Your IP address and browser details, in GitHub's own server logs. Those logs are not shared with us. |
These providers are contractually limited to using your information to provide their service to us. We may also disclose personal information where the law requires it, such as a valid court order or a lawful request from a regulator, and in that case we'll tell you unless we're prohibited from doing so.
If The Rent Roll is ever sold or merged, subscriber data would transfer to the new owner, who would be bound by this policy until they gave you notice of a new one.
6. Where your data lives
beehiiv and some of our other providers store and process data on servers in the United States. That means your email address leaves Canada.
While it's outside the country, it's subject to the laws of that jurisdiction, and foreign courts, law enforcement and national security authorities may be able to compel access to it under their own laws. This is true of essentially every email platform, but PIPEDA requires us to tell you plainly rather than bury it. If you're not comfortable with that, the honest answer is not to subscribe.
7. Cookies and tracking
On the website
This website is a set of static pages. We set no cookies of our own and we run no analytics, so nothing here is counting your visit. The signup form is embedded from beehiiv and may set its own cookies when you interact with it. We run no advertising trackers, no retargeting pixels and no social media tracking.
You can block or delete cookies in your browser settings. The site will still work.
In the emails
Our emails contain a small tracking pixel that tells us whether an issue was opened, and links that record when they're clicked. This is standard newsletter practice and it's how we know what's worth writing.
If you'd rather not be counted, turn off image loading in your email client. That stops open tracking. Most clients let you do this per sender.
8. How long we keep it
- While you're subscribed: for as long as you keep reading.
- After you unsubscribe: we keep your email address on a suppression list so we don't accidentally email you again, and we keep a record of your original consent. CASL requires us to be able to prove consent for three years.
- Engagement data: deleted or de-identified within 24 months.
- Server and analytics logs: typically 30 to 90 days.
- Emails you send us: as long as they're useful, then deleted.
If you ask for full deletion, we remove everything except the minimum record needed to honour your own unsubscribe request.
9. How we protect it
The site is served over HTTPS. Our beehiiv API credentials live in server-side environment variables and never appear in the website's code, so your address is never posted to a third party directly from your browser. Access to the subscriber list is limited to the people who run the newsletter and protected by strong, unique passwords and two-factor authentication.
No system is perfectly secure, and we won't pretend otherwise. What we can promise is that we hold as little as possible, which is the only real protection.
10. Your rights
Under PIPEDA you have the right to:
- Know what personal information we hold about you and what we've done with it.
- Access a copy of it.
- Correct it if it's wrong.
- Withdraw consent and stop receiving the newsletter.
- Delete it, subject to the small legal record described above.
- Complain to us, and then to the Office of the Privacy Commissioner of Canada.
To exercise any of these, email privacy@therentroll.ca from the address you subscribed with. We respond within 30 days, usually much faster, and there's no charge. We may need to confirm it's really you before handing over data.
11. If something goes wrong
If there's a breach of security safeguards involving your personal information that creates a real risk of significant harm to you, we will report it to the Privacy Commissioner and notify you as soon as feasible, as PIPEDA requires. We'll tell you what happened, what was affected, and what to do about it.
12. Children
The Rent Roll is written for adults who own or manage rental property. It's not directed at children and we don't knowingly collect personal information from anyone under 18. If you believe a minor has subscribed, email us and we'll remove them.
13. Changes to this policy
We'll update this page when our practices change, and change the date at the top. If a change materially affects how we handle your personal information, we'll tell you in an issue before it takes effect rather than quietly editing the page.
14. Contact and complaints
Privacy questions, access requests, deletion requests, or complaints:
Privacy Officer, The Rent Roll
Email: privacy@therentroll.ca
General: hello@therentroll.ca
Ontario, Canada
If we haven't resolved your concern to your satisfaction, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
See also our Terms of Service.
Now that you know exactly what we do with it
One email address, one newsletter a week, zero funny business.