The Renting Guide
Last updated: July 29, 2026
The Renting Guide (“we,” “us,” or “our”) respects your privacy. This policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices you have.
We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law.
1. Who We Are
The Renting Guide is a residential property management company serving landlords and tenants across Southern and Central Ontario. We manage privately owned investment properties, including tenant placement, screening, maintenance coordination, and property inspections.
Website: therentingguide.com
2. Information We Collect Through This Website
2.1 Information you give us directly
When you submit a form on this website, we collect the information you provide. Depending on the form, this may include:
- Your name and company name (if applicable)
- Email address
- Telephone numbers (cell and work)
- Details about a property you own or manage, including address, unit number, city, province, postal code, and major intersection
- Property characteristics such as monthly rent, square footage, number of bedrooms and bathrooms, parking, pet and smoking policies, utilities included, appliances, amenities, accessibility features, air conditioning, and whether the property is furnished
- Any additional information you choose to include in a message to us
2.2 Information collected automatically
When you visit this website, certain information is collected automatically through cookies and similar technologies, including:
- IP address and general geographic location
- Browser type, device type, and operating system
- Pages viewed, time spent on pages, and links clicked
- The website or advertisement that referred you to us
- Advertising identifiers used to measure the performance of our online advertising
2.3 Information collected outside this website
Some of the information we need to provide our services is not collected through this website. In particular, if you apply to rent a property we manage, we will request supporting documentation directly from you by email or in person as part of the tenant application and screening process. This may include employment verification, income documentation such as pay stubs or letters of employment, bank statements, credit reports and credit history, references, and government-issued identification.
We collect this information only with your knowledge and consent, only when it is needed to assess a rental application, and we tell you why we need it at the time we ask.
3. Why We Collect and Use Your Information
We use personal information for the following purposes:
For property owners and landlords
- To respond to your enquiry and contact you about property management services
- To prepare a rental market assessment or proposal for your property
- To list, advertise, and show your property to prospective tenants
- To administer our management services, including inspections, maintenance coordination, and reporting to you
- To keep records of our business relationship
For prospective and current tenants
- To respond to enquiries about available rental properties
- To process rental applications and assess suitability, including verifying identity, income, employment, rental history, and creditworthiness
- To prepare lease documentation
- To coordinate maintenance and repairs, and to communicate with you during your tenancy
- To meet obligations under the Residential Tenancies Act and other applicable law
For everyone
- To operate, maintain, and improve this website
- To measure and improve the performance of our advertising
- To send you information you have asked to receive, such as newsletters or property updates
- To comply with legal, regulatory, insurance, and tax obligations
- To detect and prevent fraud or misuse of our services
We do not sell your personal information.
4. Consent
By submitting a form on this website, you consent to our collecting and using the information you provide for the purposes described above.
For tenant applications, we obtain your express consent before requesting or obtaining a credit report or contacting third parties such as employers, previous landlords, or references.
You may withdraw your consent at any time, subject to legal and contractual limits. If you withdraw consent, we may no longer be able to provide certain services — for example, we cannot process a rental application without the information needed to assess it. To withdraw consent, contact us using the contact form on this website.
5. Cookies, Analytics, and Advertising
This website uses cookies and similar technologies for functionality, analytics, and advertising measurement.
Google Analytics. We use Google Analytics to understand how visitors use our website — for example, which pages are most visited and how people arrive at our site. This helps us improve the site. Google Analytics collects information such as your IP address, device and browser details, and pages viewed.
Google Ads and conversion tracking. We advertise on Google. We use Google Ads conversion tracking to measure whether people who click our advertisements go on to contact us. This tells us which advertisements are effective.
Meta Pixel. We use the Meta Pixel (Facebook and Instagram) to measure the performance of our advertising and, where applicable, to show relevant advertisements to people who have visited our website.
These third-party services may set their own cookies and may process your information outside Canada, including in the United States. Their handling of your information is governed by their own privacy policies:
- Google: policies.google.com/privacy
- Meta: facebook.com/privacy/policy
Your choices
- Browser controls. Most browsers let you block or delete cookies. Blocking cookies may affect how parts of this website work.
- Google Analytics opt-out. You can install the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout
- Google ad personalization. You can adjust your settings at myadcenter.google.com
- Meta ad preferences. You can adjust your settings in your Facebook or Instagram account settings.
- Do Not Track. Some browsers offer a “Do Not Track” setting. There is currently no industry standard for responding to these signals, and this website does not respond to them.
6. Email Communications
If you provide your email address, we may send you information related to your enquiry or our services. If you subscribe to receive newsletters, property listings, or other marketing emails, you may unsubscribe at any time using the unsubscribe link in any such email, or by contacting us.
We will continue to send you non-marketing messages necessary to provide our services — for example, correspondence about your property, your tenancy, or a maintenance request.
We send commercial electronic messages in accordance with Canada’s Anti-Spam Legislation (CASL).
7. When We Share Your Information
We share personal information only as needed to provide our services or as required by law. This may include:
- Property owners. If you apply to rent a property we manage, we provide the property owner with the information needed to make a leasing decision, including your application and supporting documentation. The property owner has the final decision on tenant approval.
- Credit reporting and tenant screening agencies. With your consent, to obtain credit reports and verify rental and employment history.
- Contractors and trades. When maintenance or repairs are required, we provide the information needed to complete the work, such as the property address and your contact information for scheduling.
- Service providers. Companies that help us operate our business, such as website hosting, email delivery, form processing, cloud storage and content delivery, analytics, and advertising platforms. These providers may only use the information to perform services for us.
- Professional advisors. Lawyers, paralegals, accountants, and insurers where reasonably required.
- Legal and regulatory bodies. Including the Landlord and Tenant Board, courts, or law enforcement, where required or permitted by law, or to protect our legal rights.
We do not sell, rent, or trade personal information to third parties for their own marketing purposes.
8. Storage and Transfers Outside Canada
Some of our service providers store or process information on servers located outside Canada, including in the United States. When information is held in another country, it may be accessible to the courts, law enforcement, and national security authorities of that country under its laws.
We take reasonable steps to ensure our service providers protect personal information with safeguards comparable to those we apply.
9. How We Protect Your Information
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:
- Restricting access to personal information to those who need it to do their work
- Secure transmission of this website using encryption (HTTPS)
- A web application firewall and security monitoring on our website
- Secure storage of documentation and confidential disposal when no longer needed
No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. Please avoid sending sensitive documents, such as banking or credit information, through unsecured channels or through website forms.
10. How Long We Keep Your Information
We keep personal information only as long as necessary for the purposes described in this policy, or as required by law.
- General website enquiries: typically retained for up to two years, unless you become a client
- Unsuccessful rental applications: retained only as long as needed to document the leasing decision, then securely destroyed
- Client and tenancy records: retained for the duration of the relationship and afterward for the period required by tax, insurance, limitation-period, and residential tenancy legislation
When information is no longer needed, we securely destroy, erase, or anonymize it.
11. Your Rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you and be told how it has been used and to whom it has been disclosed
- Correct information that is inaccurate or incomplete
- Withdraw consent to our use of your information, subject to legal and contractual limits
- Unsubscribe from marketing communications
- Complain if you believe we have not handled your information appropriately
To make a request, contact us using the contact form on this website. We may ask you to verify your identity before responding. We will respond within 30 days. In limited circumstances the law allows us to refuse access — for example, where doing so would reveal personal information about another individual — and we will explain the reason if that applies.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
12. Children’s Privacy
This website is intended for adults. We do not knowingly collect personal information from children under 16 through this website. If you believe a child has provided us with personal information, please contact us and we will delete it.
Where a minor is included in a rental application as a household occupant, we collect only the limited information needed for the application, and it is provided by the responsible adult applicant.
13. Third-Party Links
This website may link to other websites, including property listing platforms and social media. We are not responsible for the privacy practices or content of those websites. We encourage you to review their privacy policies.
14. Changes to This Policy
We may update this policy from time to time. The current version will always be posted on this page with the “Last updated” date above. Material changes will be brought to your attention where appropriate. Continuing to use this website after an update means you accept the revised policy.
15. How to Contact Us
For questions about this policy, to request access to or correction of your information, or to make a privacy complaint, please contact us using the contact form on this website.
Our Privacy Officer is responsible for our compliance with this policy and will respond to your request.