Privacy Policy

Who we are

This website, ontariolandlordhelp.ca, is operated by Rent4All Property Management Inc., operating as OLH Property Management (“OLH”, “we”, “us”), 794 Ouellette Avenue, Windsor, Ontario N9A 1C2. We manage residential rental property in Ontario. We keep our records in LandlordEzy, property-management software that we own and operate.

Responsible for privacy: Paul J. Rouillard, Founder, OLH Property Management. Questions about this policy or your information: info@olhgroup.ca or (519) 258-3966.

What we collect

• Contact details you give us: name, email address and phone number.
• Property details: city, building address, unit numbers, other properties you tell us about, and your current property-management situation.
• What you write to us: questions, messages in our chat, and anything you tell us on a call.
• Documents you choose to upload, such as agreements, leases, statements, insurance documents and notices. These can contain information about other people, such as tenants.
• Your choices: the consents you give or decline, with the wording, version and time.
• Technical information needed to run the site securely, such as your IP address and a session cookie.

This site does not use advertising or analytics tracking cookies.

Why we use it

• To respond to you and handle what you asked for.
• To administer your unit registration: confirmation, ownership verification, registry status, notices about your building, private-group administration, and meeting details and reminders for your building or city.
• To organize owner information by city and building so meetings and updates reach the right owners.
• If you become a client, to provide property-management services under your agreement with us.
• With your separate, optional consent only: to send you future landlord information, resources and meeting invitations.
• To keep our records and meet our legal obligations.

Registering your unit or contacting us does not require you to hire OLH Property Management or any other service provider.

Optional messages and unsubscribing

We only send optional information and invitations if you ticked the box agreeing to them. Every one of those messages includes an unsubscribe link, and you can also ask us to stop at any time. Messages needed to administer your registration (confirmation, verification, building notices, and meeting details and reminders for your building or city) are part of registering and are sent whether or not you agreed to optional messages.

Who can see it

Only authorized OLH team members, through access-controlled accounts. Uploaded documents are stored in private storage and are never published. We never show owner names, contact details, unit numbers or documents on our public pages. We do not sell personal information.

We share information outside OLH only:

• with service providers that run parts of our systems for us, such as hosting, email and text-message delivery, meeting platforms and card payments, under their own security obligations;
• with a lawyer or other professional, only if you ask us to connect you and agree to what is shared; or
• where the law requires it.

Some service providers may store or process information outside Ontario, including in the United States.

Group meetings

Owner meetings are group calls. Other participants will hear what you say, and may see your name as it appears in the meeting. Please don’t share another owner’s, a tenant’s, or confidential financial information on a call. We tell you on the meeting page whether a meeting will be recorded.

Owner chats

If you register a SIREG / Simple Investor unit, you are added to that city’s private owner chat (owners in cities we haven’t listed yet share one “Other” chat).

• Who sees it: other owners and authorized representatives registered for that city, and the OLH team. It is not public and needs your private link or a one-time code.
• What they see: your display name (by default your first name and last initial) and the messages you post. Your email address, phone number and unit numbers are not shown to other owners.
• What not to post: tenant names, phone numbers, email addresses, account details or confidential documents. We may hide or remove messages, and may remove participants, to protect the group.
• Notifications: you may get email summaries of new messages. Each one has a link to turn them off.
• Leaving: ask us at info@olhgroup.ca or in the chat to remove you. Messages you already posted stay in the conversation unless you ask us to delete them.

Invitations from other owners

An owner may give us your email address or phone number so we can send you one invitation to the owner meetings. We use it only for that invitation and to respect limits: we don’t send more than one invitation to you in 30 days, and every invitation has a “don’t contact me again” link. If you use it, we keep your email address or number on a do-not-contact list so no owner or staff invitation reaches you again.

Review requests

We may ask owners we’ve dealt with to leave an honest Google review. Reviews are posted on Google under Google’s own terms and are public there. Leaving one is entirely optional.

SIREG Owner Registry

What we collect. If you take part in the SIREG Owner Registry, we keep your name, email address, phone number, the buildings and unit numbers you tell us about, any proof of ownership you provide, how we verified your ownership, and the choices you make about sharing.

Public unit numbers. Your building address and unit number appear in the public registry only if (a) we have verified your ownership and (b) you choose “Public registry”. Your name and contact details are never shown publicly. Other owners, and anyone visiting the page, can see that a registered owner holds that unit.

Private building directory. If you choose “Private building directory”, we share only the details you pick (name, email, phone, whether others may contact you, whether you appear in building reports) with other verified owners registered in the same building. They may use them to communicate about building operations, owner meetings, condominium governance and other matters affecting owners in the building.

Verification documents. Proof of ownership (for example a deed, parcel register or tax bill) is stored privately. Only authorized OLH staff can open it, it is never published, and it is used only to verify ownership.

Why we use it. To verify ownership, organize owners by building, show the public registry you chose, run the private directory you chose, and send registry and building updates if you asked for them.

Consent and withdrawal. Each choice is separate and optional. You can change or withdraw any choice at any time on your private owner page or Connect My Unit dashboard, or by contacting us; to remove a unit or correct your details, email info@olhgroup.ca. Withdrawing removes your unit from the public registry and your details from the directory going forward. We keep a record of what you agreed to and when.

How long we keep it. We keep proof-of-ownership documents only as long as we need them to verify ownership and keep our records, and we delete them when they are no longer needed, unless a legal or dispute hold applies. Registry records are kept as described under “How long we keep it” below.

Who can see it. Authorized OLH staff may access complete registry records when required to administer and verify the registry. Public visitors may see only verified building and unit information that an owner has expressly chosen to list. Verified owners in the same building may see only the directory fields that each participating owner has expressly selected. Access, changes, file views and exports are logged.

Reports and exports. If building reports or exports are made available, they will include only information each owner expressly chose to share. Every staff-generated export will be recorded.

Registration is not a legal act. The registry is a voluntary owner-coordination service. Registration does not join a class action, authorize legal representation, constitute a condominium vote or proxy, or verify a person’s legal voting eligibility.

Questions or requests: info@olhgroup.ca.

Connect My Unit — free landlord & tenant matching (formerly the Owner & Tenant Connection Centre)

Who runs it. Connect My Unit (connectmyunit.ca) and the matching pages on this website are run by Rent4All Property Management Inc., operating as OLH Property Management, using one set of records held in our LandlordEzy system. Connect My Unit is free for owners and tenants and does not require hiring OLH.

Owners. An owner can register on Connect My Unit with a name, email address, building and unit number(s), or use the units already in the SIREG Owner Registry. Ownership is verified by OLH staff. Nothing about an owner is published by matching. Separately, the owner registry lets an owner choose to list a verified unit publicly; that is the owner’s own registry choice.

Signing in and cookies on connectmyunit.ca. You sign in with a 6-digit code we email to your address — no password. The site uses one encrypted session cookie (and a security token cookie for forms) to keep you signed in; it uses no advertising or analytics cookies. Signing out ends the session. A code shows only that you can read that email address; it is not verification of a tenancy or of ownership.

What it is for. The Owner & Tenant Connection Centre lets a tenant privately register the building and unit they rent, alongside owners in the SIREG Owner Registry. We use the information to administer the tenant registry, to review whether a tenant’s registration and an owner’s registered unit may relate to the same unit, and — only if both people ask — to put them in touch.

What we collect from tenants. To register we ask for your first and last name, your email address, your building address and city, and your unit number. We do not ask tenants for a phone number. If you registered on this website, your older private tenant page here also lets you add the month your tenancy started, the names of other adults in the unit and any accessibility need. All of those are optional; Connect My Unit does not ask for them. A question or note you typed for OLH on this website is kept; only authorized OLH staff can read it. We also keep each choice you make, the wording you agreed to, when you made it, and the internet address it came from.

A lease is optional. You do not need a lease to register. If lease upload is offered and you choose to use it, the file is checked for malicious software and stored encrypted in private storage. Only authorized OLH staff can open it; they must give a reason, and each opening is recorded. It is used only to review your registration. It is not shown to an owner.

Nothing about tenants is public. Tenant names, contact details, unit numbers and leases are not shown on our public pages, and neither is the fact that you registered.

Possible matches are checked by staff. When a tenant’s registration and an owner’s registered unit name the same building and unit, our system flags it automatically for OLH staff. Staff verify the owner’s ownership and review the tenant’s registration before anything is proposed; anything unclear waits for a person to check.

When contact details are shared. If staff think two records may relate, each person may see a short notice on their own private page, with no name, contact details or documents, and only if the other person has allowed OLH to ask. Contact details are shared only when each person has separately asked to connect, after staff verified both records. The connection is then made automatically at the moment the second person asks — unless something has changed since staff checked (for example a contact address), in which case nothing is shared and it goes back to staff. Each person then sees only the details the other chose to share (for a tenant, name and email address; for an owner, name, email address and phone number). One person’s choice is not shown to the other. Either person can end a connection; their details then stop being shown on the other person’s page, although that person may already have seen them.

Messages. We reach tenants through the website and by email. If you ask for a one-time code to confirm your email address or get back to your private page, we send it to the email address you gave. Notices about your registration or a possible connection are sent by email only if you chose to receive them. OLH news is a separate choice that is off unless you turn it on.

Not tied to hiring OLH. Registering and connecting do not require hiring OLH Property Management. An owner’s request about management is separate and is not used to decide whether a connection happens.

Correcting, withdrawing and deleting. On your Connect My Unit dashboard you can change or withdraw each choice, end a connection and withdraw your tenant registration. To correct your details, delete your information or remove an owner’s unit, email info@olhgroup.ca. If you registered on this website, your older private page here keeps its own edit and request forms. Withdrawing ends your registration and every choice you made. Withdrawing does not by itself delete your information: ask us to delete it and we will review the request. We keep a record of what you agreed to and when.

How long we keep it. We have not yet set fixed retention periods for tenant registrations or leases, and nothing is deleted automatically. Until they are set, we keep the information while your registration is active and delete what we no longer need when you ask, unless a legal or dispute hold applies. We will update this section when they are set.

Who can see it and how it is protected. Authorized OLH team members, through access-controlled accounts with separate permissions for viewing records, opening documents, reviewing registrations, proposing and retrying a connection, and exporting. Changes, document openings and exports are recorded. Anyone who has the private link to your page can see and change your choices, so please do not forward it. OLH safeguards and administers the information and does not sell it. The service providers described under “Who can see it” above (for example hosting and email delivery) may process it for us.

Questions or requests: info@olhgroup.ca or (519) 258-3966 (or the request form on your older private page on this website). Go to Connect My Unit.

How long we keep it

We keep information for as long as we need it for the purposes above, including our records of any client relationship, and then delete or anonymize it. You can ask us to delete information we no longer need.

Your choices and rights

You can ask to see the personal information we hold about you, ask us to correct it, or withdraw a consent you gave (for example, to optional messages). Email info@olhgroup.ca. To make a privacy complaint, email info@olhgroup.ca with “Privacy complaint” in the subject line; we will acknowledge it and reply. If you are not satisfied with our answer, you may contact the Office of the Privacy Commissioner of Canada.

Not legal advice

The information on this website is for general informational and educational purposes only and does not constitute legal advice.

Changes

If we change this policy we will update it here and change the date at the top.