Privacy policy
Prepared 8 October 2026. Terry Riddoch, Broker, Kitchener, Ontario.
This is a draft and has not been reviewed by a lawyer. It is published now so you can read what this tool does with your information while that review is arranged, and the wording may change afterwards. If anything here matters to your decision, email Terry at terry@terryriddoch.ca or ring 519-591-1725 and ask.
One thing below is not switched on yet. The section on how long things are kept describes uploaded documents being deleted after 180 days, with three emails warning you first. The warnings cannot be sent until an email provider is in place, and nothing is deleted without one, so today no document has been deleted and none will be until that is working. Everything else on this page describes the app as it stands.
Who operates this app
Terry Riddoch, Broker, 720 Westmount Road East, Kitchener, Ontario N2E 1J2. Telephone 519-591-1725. Email terry@terryriddoch.ca. Referred to below as "Terry Riddoch" or "he".
What this policy covers. The web app at app.terryriddoch.ca, which lets owners of multi-family residential buildings in Ontario record a building's rents and operating costs, upload supporting documents, and see an analysis of what the building earns.
What it does not cover. Anything an owner and Terry Riddoch do outside the app, including a listing agreement or any other brokerage service.
Cost. The app is free. There is no payment processing, no advertising, and no sale of information to anyone.
This policy is written to be read rather than skimmed. If anything in it is unclear, the contact details above are the right place to ask.
What information is collected
| What | Required | Why |
|---|---|---|
| Email address | Yes | An account needs one, and it is how Terry Riddoch would reply to you |
| Password | Yes | Stored only as a cryptographic hash, never in a readable form |
| Second factor | Yes | An authenticator app registration, so a password alone cannot open your account |
| Your name | No | So he knows who he is speaking to |
| Telephone number | No | So he can ring you rather than email, where that is quicker |
| Building address and details | Yes, to use the app | The address, number of units, parking, and what heats the building |
| Rents and operating costs | Yes, to use the app | These are what the analysis is built from |
| Notes you write | No | Your own explanations of a figure, for example why a cost is nil |
| Uploaded documents | No | Leases, utility bills, property tax bills, rent increase notices, rent rolls, insurance policies, inspection reports and similar |
| Technical information | Automatic | Standard server records: approximate location, browser, and the pages requested |
Manual entry is always available. An owner who prefers to type every figure by hand can use the whole app and upload nothing.
No information is collected about children, and the app is not directed at anyone under eighteen.
Information about other people
This section is about your tenants rather than you, and it is the most important section in this policy.
A lease is full of somebody else's personal information. Names, telephone numbers, email addresses, emergency contacts, guarantors, sometimes a vehicle and licence plate. A rental application can also carry employment details, income and a credit score. When you upload one of those documents you are handing over information about a person who is not you and who has not agreed to anything here.
What is kept from a lease. The unit number, the rent, whether the tenancy is fixed term or month to month, the tenancy start date, who pays which utility, deposits as amounts, and arrangements such as an assigned parking space. Nothing else.
What is discarded. Names, telephone numbers, email addresses, emergency contacts, guarantors, vehicle details, employment information, income and credit information. These are not stored in the app's records. The app is built so that there is no field they could occupy, rather than relying on them being filtered out.
What is retained, and this is the honest part. The document you uploaded is stored exactly as you uploaded it, for 180 days, because it is your document and you may need it. So a lease with a tenant's name on it sits in storage even though that name reaches none of the app's records. Nobody reads it. It is there because you put it there.
Your obligations as the owner. You are the one who holds that lease and the one who decides to upload it. You should satisfy yourself that doing so is consistent with your own obligations to your tenants. Terry Riddoch cannot do that for you.
Notes are the exception to all of this. A note you type is stored as you wrote it, so a tenant's name typed into a note is a tenant's name stored in the app. The note boxes ask you to write "the tenant in Unit A" instead of a name, and that is not a formality. It is the one place in the app where naming a tenant is possible.
Where documents and notes can go. Nowhere, unless you turn on sharing for that building, which the next section describes. When the app assembles a set of documents for you to send on, each file is renamed by its unit rather than by its original filename, so that a tenant's name does not travel in a filename either.
How information is used
Your information is used to run the app and for nothing else:
- To create and secure your account, and to sign you in
- To calculate what your building earns, and to tell you what is still missing before a buyer's accountant would take the file seriously
- To read the documents you upload, so you do not have to type the figures in
- To let Terry Riddoch review your figures and tell you where a number looks wrong
- To contact you about your own buildings, using the email address on your account or a telephone number you have given
- To warn you before an uploaded document is due to be deleted
It is not used for advertising, is not sold or rented to anyone, and is not shared with other brokerages, lenders or data providers.
No marketing emails are sent. The only emails the app sends are about your own account and your own documents.
Who can see what
Terry Riddoch's access is in two parts, on different terms. This is the arrangement you agree to when you create an account, and the app records the date you agreed and the version of the wording you were shown.
| He sees it | You control it | |
|---|---|---|
| Rents, operating costs, totals, what is still missing | From the moment you enter them, on every building | No |
| Your name, email address and telephone number | Yes | The name and number are optional and you can clear them |
| Uploaded documents | Only on a building you have shared | Yes |
| Notes you have written | Only on a building you have shared | Yes |
Why he sees the figures. He designed the app and reviews what people enter so he can tell you where a figure looks wrong, or what a buyer would still ask for. That is the point of the tool, and it cannot be turned off while you use it. If you would rather nobody saw your figures, this app is not the right tool for you.
How sharing works. Sharing is off until you choose it, and you choose it one building at a time. Turning it on lets him open that building's documents and read your notes on it. Turning it off takes that access away at once, although a download he had already begun can finish for up to fifteen minutes afterwards.
Every time sharing is turned on or off is recorded, so there is always a record of what was available and when.
While a building is shared, its documents are not deleted. The 180 day clock stops and starts again where it left off when you stop sharing, so helping does not cost you time.
Nobody else. No other broker, no lender, no prospective buyer and no colleague has access through the app. A buyer's due diligence happens outside the app in the normal way.
Service providers. The companies that host the database, store the files and read the documents can technically reach what they hold, as any host can. They are named in the storage and document reading sections below.
Reading your documents automatically
When you upload a lease or a bill, the app reads it so you do not have to type the figures in.
How that happens. The file is sent once to Anthropic, a company in the United States, whose service reads documents. It returns the figures it found. The file is not retained there, and it is not used to train anything. This is governed by Anthropic's commercial terms, under which content submitted through its API is not used for training.
What comes back is a suggestion, not an answer. Every figure read off a document is shown to you to check before it reaches your building. Nothing is recorded because the app read it. Where a figure is handwritten, the app says so and asks you to read it off the paper yourself, because handwriting is the one thing it reads unreliably.
You can avoid this entirely. Typing the figures in by hand works for every part of the app and sends nothing outside Canada. If you would rather no document left the country, do not upload documents.
Two documents in, two readings. Each document is read twice and the two readings compared, so that a misread figure shows up as a disagreement rather than passing silently. Where the readings differ you are shown both and asked which is right.
Where your information is stored
In Canada. The database, the uploaded files and the backups are held in Montreal, Quebec, on infrastructure operated by Supabase. This was chosen deliberately rather than by default.
The app itself runs on Vercel, which serves the pages you use. It does not hold your information.
The one thing that leaves the country is a document being read, described in the section above, and only if you upload one.
How long it is kept
| What | How long |
|---|---|
| Uploaded documents | 180 days from upload, then deleted |
| Documents on a shared building | The clock stops while shared and resumes when you stop sharing |
| The figures read from a document | Kept with the building, since they are a record of the building rather than a copy of the file |
| A building's rents, costs and analysis | Until you delete the building or your account |
| Your account details | Until you delete your account |
| Record of what you agreed to and when | Kept, so that it is always clear what you were shown |
| Record of when sharing was turned on and off | Kept, for the same reason |
Before a document is deleted you are emailed three times: thirty days before, seven days before, and on the day. Each gives you a single click to keep it longer, with no limit on how many times you can extend. Nothing is deleted unless that warning was actually sent.
Why the figures survive the file. A unit number and a rent are a record of your building. The scanned lease is the thing with a tenant's name on it, and that is what goes.
Security
Signing in takes two things. A password and a code from an authenticator app on your own device. A password alone will not open your account. This is required, not optional.
There are no printed backup codes. If you lose the device with your authenticator on it and have not registered a second one, getting back in means establishing who you are with Terry Riddoch directly and having the registration removed by hand. You are asked to register a second device when you first set this up, and that is why.
Passwords are stored only as a cryptographic hash and are checked against known breached password lists, so a password that has appeared in a public breach is refused.
Separation between accounts is enforced by the database itself rather than by the app, so one owner cannot reach another's buildings, figures or documents even if the app were asked to produce them. This is tested rather than assumed, against more than a hundred separate checks.
Connections to the app are encrypted. Documents are held in private storage and reached only through short-lived links.
The honest limit. No system connected to the internet can be guaranteed secure, and anyone who says otherwise is overstating it. What can be said is that the arrangements above are deliberate, written down and tested, and that if something went wrong you would be told.
Your rights and choices
You can delete any of it, yourself, at any time. A single document, a whole building, or your entire account. Deleting a building removes its files from storage, not merely the record of them.
You can see what is held about you by signing in, since the app shows you everything it holds. If you would rather have it in writing, ask and it will be provided.
You can correct anything. Every figure in the app is yours to change, including one the app read off a document.
You can withdraw the optional parts. Clear your name or telephone number whenever you like. Turn off sharing on any building. Both take effect at once.
You cannot withdraw from the figures being visible and keep using the app, because that is what the app is. Deleting your account is how you withdraw from it entirely.
If you are unhappy with how your information has been handled, write to Terry Riddoch at the address or email above and expect a reply. If that does not resolve it, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
Age, changes and contact
Age. The app is for adults who own an apartment building in Ontario, or who are considering buying or selling one. It is not directed at anyone under eighteen and no account should be created by one.
Changes to this policy. Where a change affects what Terry Riddoch can see or what happens to your information, you are shown the new wording when you next sign in and asked to agree to it. The app records which version you agreed to and when, so it is always clear what you were shown. Minor corrections that do not change any of that are made without interrupting you.
Contact. Terry Riddoch, Broker, 720 Westmount Road East, Kitchener, Ontario N2E 1J2. terry@terryriddoch.ca, 519-591-1725.
What you agreed to when you created your account is on the consent page.
Questions about any of it? Email terry@terryriddoch.ca or ring 519-591-1725.