Privacy Policy

1. Who operates RoomQuill

RoomQuill is a service operated by Vitalii Tkalych, an individual sole proprietor based in Guelph, Ontario, Canada. RoomQuill is not a company, corporation or incorporated entity. Where this policy says "we", it refers to that sole proprietor.

Vitalii Tkalych is also the person accountable for personal information handled through the service. All privacy questions and requests go to contact@roomquill.com.

2. Scope of this policy

This policy covers the roomquill.com website and the RoomQuill application. It applies to account holders — landlords, property managers and their staff — and to visitors to the site.

It also explains how we handle information about tenants and other occupants that account holders enter into the service. That information is described in section 4.

3. Personal information collected

We collect the following:

• Account details: your name, business name (if you give one), email address and a hashed version of your password. We never store your password in readable form.
• Property and unit data: property addresses, unit identifiers, room lists and any labels or notes you add.
• Inspection content: photographs and video clips you upload, voice notes and their text transcripts, condition notes, and the reports generated from them.
• Sign-off data: tenant names, tenant email addresses, comments they add, and the signature and timestamp recorded when a report is signed.
• Billing information: your plan, billing dates and payment status. Card numbers are entered directly with our payment processor and are never stored by RoomQuill.
• Technical data: IP address, browser and device information, and usage logs such as pages viewed, features used and error reports.
• Cookies and similar technologies, as described in the Cookie Policy.

4. Information about your tenants

Before you enter a tenant's details or send them a report for sign-off, you are responsible for having a lawful basis to collect and share that information and for telling the tenant what you are doing with it. Many tenancy and privacy rules require that notice. RoomQuill cannot give you that basis and does not check whether you have it.

We use tenant information only to deliver the sign-off link, record the signature and store the finished report in your account. We do not market to tenants and do not use their details for any purpose of our own.

5. Photographs and what they capture

Inspection photographs can incidentally capture more than the condition of a room: personal belongings, papers, screens, mail, medication, or a person passing through the frame. Please photograph the fabric of the unit rather than its contents, and avoid photographing documents, screens or personal effects. If a photo captures something it should not, delete it in the app and take another.

6. Why the information is collected and consent

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), personal information is collected with your knowledge and consent, for purposes we identify before or at the time of collection. Those purposes are:

• To provide the service — creating your account, storing units and reports, generating condition notes, producing PDFs and delivering sign-off links.
• To take payment — running the subscription you chose and handling renewals, failures and refunds.
• To support you — answering emails about your account and investigating problems you report.
• To keep the service secure — detecting abuse, preventing fraud and diagnosing faults.
• To meet legal obligations — keeping the records that tax and accounting rules require.

Creating an account and using the service is how you give consent for these purposes. You can withdraw consent at any time by closing your account, though we cannot continue providing the service without the information needed to run it. Service emails about billing, security and your reports are transactional. Any commercial email is sent only with the consent required by Canada's Anti-Spam Legislation (CASL) and always carries an unsubscribe link.

7. How your content is used

Your reports, photographs, voice notes and unit data belong to you. We do not sell them. We do not share them with advertisers. We do not use your content to train third-party AI models, and our AI providers are engaged on terms that prohibit training on the content we send them.

Content is processed only to produce the output you asked for and to operate and secure the service.

8. How long information is kept

• Account data is kept while your account is active, and deleted within 90 days of the account being closed.
• Reports and photographs can be deleted by you at any time from your dashboard. Deleted items are removed from backups within 30 days.
• After cancellation, reports and photographs remain exportable for 60 days, then are permanently deleted. See the Refund & Cancellation Policy.
• Billing records are kept for the period Canadian tax law requires, currently six years.
• Security and error logs are kept for up to 12 months.

9. Service providers and transfers outside Canada

We use a small number of providers to run the service. Each receives only what it needs:

• Payment processor — subscriptions, card handling, refunds.
• Hosting and storage provider — running the application and storing photographs and reports.
• Transactional email provider — account emails, sign-off links and receipts.
• AI model provider — generating condition notes from your photographs and notes.
• Speech-to-text provider — turning voice notes into text.
• E-signature delivery provider — delivering reports for tenant review and recording signatures.
• Analytics provider — measuring site usage, and only where you have accepted analytics cookies.

Cross-border transfer notice. Some of these providers store or process data outside Ontario and outside Canada, most often in the United States and the European Union. While information is in another country it is subject to that country's laws, and courts, law enforcement and national security authorities there may be able to obtain access to it. We use providers that offer contractual protection comparable to Canadian standards, and we limit what each provider receives. By using RoomQuill you acknowledge that your information, including inspection content, may be processed outside Canada.

10. Security

We protect information with measures appropriate to its sensitivity:

• Encryption in transit (TLS) and encryption at rest for stored files and databases.
• Password hashing with a modern, salted algorithm.
• Signed, expiring URLs for photographs, so an image link cannot be shared or guessed indefinitely.
• Access controls, with administrative access limited to what is needed to operate and support the service.
• Regular patching, backups and monitoring.

No system is perfectly secure. Choose a strong, unique password and keep it to yourself.

11. Your rights

Under PIPEDA and Ontario law you may:

• ask what personal information we hold about you and get access to it;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete information, subject to records we must keep by law;
• withdraw your consent and close your account;
• receive your data in a portable format — reports as PDF, unit and report data as CSV;
• complain to the Office of the Privacy Commissioner of Canada, or to the Information and Privacy Commissioner of Ontario where that office has jurisdiction.

We would rather hear from you first, and will always try to resolve a concern directly.

12. How to exercise your rights

Write to contact@roomquill.com from the email address on your account and say what you want. We respond within 30 days, and sooner where we can. If we need to verify who you are before releasing information, we will ask. If we refuse a request, we will explain why in writing.

13. Requests from tenants

If you are a tenant and want to see, correct or delete information held about you in a condition report, contact the landlord or property manager who created the report. They control that report and can act on it directly. We will assist that account holder in responding, and you may also write to contact@roomquill.com if you cannot reach them or need help identifying who holds the report.

14. Cookies

The site uses strictly necessary cookies to keep you signed in and to make sign-off links work. Preference, analytics and performance cookies stay switched off until you accept them. Full detail, including a table of the cookies used, is in the Cookie Policy.

15. Age requirement

RoomQuill is not directed at anyone under 18 and is not intended for use by minors. Accounts require you to be 18 or older. If we learn that we hold personal information collected directly from a person under 18 as an account holder, we will delete it.

16. Breach notification

If a breach of security safeguards creates a real risk of significant harm, we will notify the Office of the Privacy Commissioner of Canada and the affected individuals as soon as feasible, and keep a record of the incident as PIPEDA requires. Notice will describe what happened, what information was involved, what we have done, and what you can do to protect yourself. Where the breach affects information you entered about your tenants, we will notify you so you can inform them.

17. Changes to this policy

If this policy changes, the "last updated" date at the top changes with it. For changes that materially affect how your personal information is handled, we will email account holders at least 30 days before the change takes effect. Continuing to use the service after that date means the updated policy applies.

18. Contact

Questions, requests and complaints about privacy go to the operator of the service: