truelot (we) · Last updated 2 November 2026
This policy explains how we collect, use and protect personal information through truelot.ca, our client app and our services. We follow the Personal Information Protection and Electronic Documents Act (Canada) and the Personal Information Protection Act (Alberta).
Who we are
truelot provides lease abstraction, lease audit and real estate intelligence to companies that lease space. Our privacy officer is Samih Hachem, privacy@truelot.ca.
What we collect
- Contact details you give us: name, title, company, email, phone, and what you ask about.
- Account details for our client app: your name, work email, role and sign-in records (through Microsoft or Google; we never see your password).
- Client documents: leases and related records our clients send us. These are mainly commercial, but may include names and contact details of landlord, tenant and guarantor representatives.
- Website data: basic technical data (browser, pages visited, approximate location from IP address) collected through our hosting provider.
How we use it
- to answer enquiries and provide the services our clients engage us for;
- to run, secure and improve our website and client app;
- to send business emails you have agreed to, or that relate to your business role where Canada's Anti-Spam Legislation allows. Every marketing email has an unsubscribe link; and
- to meet legal, tax and accounting duties.
We do not sell personal information.
AI and service providers
We use trusted providers to host data (Cloudflare), handle email and documents (Microsoft 365) and process documents with AI (Anthropic). They may store or process information outside Canada, including in the United States, where it may be accessed under local law. Our providers may not use client documents to train AI models. A person at truelot reviews AI outputs before they are used.
Market benchmarks
With our clients' agreement, we combine anonymised rent and lease-term figures from many clients into market benchmarks. These never include personal information or identify a client, landlord or property.
How long we keep it
Enquiries: up to 2 years after our last contact. Client documents: for the engagement, then deleted under our client agreement. Financial records: as tax law requires (generally 6 years in Canada).
Your choices and rights
You may ask to see or correct the personal information we hold about you, withdraw consent to marketing, or complain about how we handle it, by writing to privacy@truelot.ca. We reply within 30 days. If you are not satisfied, you may contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.
Security
We encrypt data in transit and at rest, limit access to people who need it, and sign people in through Microsoft or Google rather than passwords we keep. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify you and the regulator as the law requires.
Changes
We will post any change here with a new date, and tell clients directly about material changes.