Privacy Policy

1. Introduction

Nova Solutions Property Management ("we," "us," or "our") is committed to protecting the privacy of our clients, tenants, website visitors, and service users. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Nova Scotia privacy legislation.

2. Information We Collect

We may collect the following categories of personal information:

• Identity and Contact Information: Name, email address, phone number, mailing address.
• Tenant Screening Information: Credit history (via Certn), criminal background check results, employment and income verification, and landlord references. This information is collected with your explicit consent during the application process.
• Financial Information: Banking details for Pre-Authorized Debit (PAD) enrollment, payment history, and security deposit records.
• Property Information: Property addresses, lease details, inspection reports, and maintenance records.
• Website Usage Data: IP address, browser type, pages visited, and cookies used to improve our website experience.

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing property management services to owners and tenants
• Processing rental applications and conducting tenant screening
• Collecting rent via Pre-Authorized Debit through our secure payment processor (Stripe)
• Coordinating maintenance requests and property inspections
• Communicating with you about your property, lease, or account
• Complying with the Nova Scotia Residential Tenancies Act and other legal obligations
• Improving our website and services

4. We Do Not Sell Your Information

Nova Solutions Property Management does not sell, rent, trade, or otherwise provide your personal information to third parties for their marketing or commercial purposes. Your data is used solely to deliver and improve our property management services. We will never monetize your personal information.

5. SMS/Text Messaging

Nova Solutions Property Management may send SMS/text messages to tenants and property owners for service-related communications, including rent payment reminders, maintenance updates, lease notifications, and account alerts.

• Opt-In: You will only receive SMS messages if you have provided your mobile phone number and expressly consented to receive text messages from us.
• No Sharing: Your mobile phone number and SMS opt-in consent will not be shared with or sold to third parties or affiliates for their marketing or promotional purposes.
• Opt-Out: You may opt out of receiving SMS messages at any time by replying STOP to any message. After opting out, you will receive a one-time confirmation message and no further SMS messages will be sent.
• Help: Reply HELP to any message for assistance, or contact us at 902-740-7059 or info@novaspm.com.
• Message Frequency: Message frequency varies based on your account activity. Standard message and data rates may apply.

6. Information Sharing and Disclosure

We do not sell, rent, or share your personal information with third parties for their own marketing or commercial purposes. We may disclose your personal information only in the following limited circumstances, solely to support the delivery of our property management services:

• Service Providers: With trusted third-party service providers who assist us in delivering our services, including Stripe (payment processing), Certn (tenant screening), Resend (email communications), and Supabase (data storage). These providers are contractually bound to use your data only to perform services on our behalf and are prohibited from using it for their own purposes.
• Property Owners: Relevant tenant and property information is shared with property owners solely as part of our management services.
• Legal Requirements: When required by law, regulation, or legal process, including compliance with the Nova Scotia Residential Tenancies Act.
• With Your Consent: In any other situation, only with your explicit consent.

7. Data Security

We implement industry-standard security measures to protect your personal information, including encrypted data transmission (TLS/SSL), secure cloud storage with row-level security policies, and access controls that limit data visibility to authorized personnel only. Financial data such as banking details for PAD enrollment is processed and stored by Stripe and is never stored on our servers.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy or as required by law. PAD enrollment consent records are retained for a minimum of 7 years in compliance with Payments Canada requirements. Tenant screening records are retained for the duration of the tenancy plus any legally required retention period.

9. Your Rights

Under PIPEDA and applicable privacy laws, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent for certain uses of your information (subject to legal and contractual obligations)
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated

10. Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience and analyze site usage. You can control cookie preferences through your browser settings. We do not use cookies for third-party advertising or tracking purposes.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: