Privacy
Your information, protected.
Last updated: October 20, 2026
This English version is provided for convenience. If there is any difference, the French version prevails.
Who we are
Localia rents residential apartments in Quebec, including apartments that landlords entrust to it. This policy explains what personal information we collect, why, how long we keep it and how we protect it, in accordance with the Act respecting the protection of personal information in the private sector.
It also presents, in plain terms, our governance policies and practices: who does what, retention and destruction, incidents and how we handle complaints.
What we collect
- Through the request form: your name, phone number, email address, the apartment you’re interested in, your preferred move-in date, the number of occupants, your message and the language of the form, so we can reply in your language.
- When we review your application, and only if you go ahead with it: a piece of ID, proof of employment and income, bank statements, references and, if you choose to provide it, your monthly income. You upload them through a private link that we send you, rather than by email.
- If you become a tenant: your lease, your rent payments, your maintenance requests and our communications with you.
- If you are a landlord: your name, phone number and email address, as well as the address, features and photos of the apartments you entrust to us.
We collect only the information needed for these purposes.
Why we use it
- To respond to your request and communicate with you.
- To verify your identity and assess your ability to pay the rent.
- To prepare and manage the lease.
- To collect the rent and handle your maintenance requests.
- To advertise and rent the apartments that landlords entrust to us.
Who has access to it
Only the people at Localia who handle your request have access to it. With your consent, we may share the information needed for the lease with the landlord of the apartment. We never sell your information.
Some service providers process certain information on our behalf, only for the service they provide to us:
- Supabase: our database, application documents and apartment photos, hosted in Canada.
- Netlify: hosting for the website. It receives the information in your request only if our database doesn’t respond, and our email alerts contain no personal information. Its servers may be located outside Quebec.
- Google Workspace: our email. Its servers may be located outside Quebec.
- Meta (Facebook, Instagram, Messenger): if you write to us on these platforms, your messages are processed there under Meta’s privacy policy. Never send documents there: we’ll send you a private link instead. Our ads don’t place any cookies on localia.ca.
Before entrusting information to a provider, especially outside Quebec, we assess the risks to your privacy and choose providers that offer adequate protection.
Once the lease is signed, your tenant file is managed in your tenant portal, on ImmoAdmin, the property management platform Localia uses. Automatic rent withdrawals are processed there by Zūm Rails, its payment provider. These providers process your information on Localia’s behalf to offer these services. The portal also has its own privacy policy.
Uploading your documents
To review your request, we send you a private link. It is personal, valid for 14 days, and we can deactivate it at any time. Your documents are transmitted in encrypted form, then kept in private storage located in Canada. The link can only be used to upload them: it does not allow anyone to view them. Only Localia can see them, using two-factor authentication.
Before you send them, the page asks for your consent. We record it, with the date, in your file.
If you are a landlord
To entrust your apartments to us, you receive a private link, valid for 30 days, which we can deactivate at any time. It can only be used to add apartments and their photos: each apartment remains a draft until Localia reviews and publishes it.
The exact address is never published: the website shows only the street, without the civic number. Photos are resized and re-saved in your browser before they are sent, which removes their GPS location and device data. Avoid showing people or documents in them.
Retention and destruction
We keep information only as long as necessary, unless a law requires us to keep it longer. After that, we destroy it securely, or anonymize it so that no one can be identified.
| Information | Retention period |
|---|---|
| Documents in your application (ID, proof of employment and income, bank statements) | Until the decision: they are destroyed as soon as the request ends if it doesn’t lead to a lease, or after the lease is signed. |
| Request that doesn’t lead to a lease | 6 months after our last contact. |
| Lease, payments and communications with tenants | The term of the lease, then 6 years after the end of the tax year, as required by tax laws. |
| Landlords’ contact information and their apartment listings | The length of our business relationship, then 6 years for contracts and payments. |
| Private links | 14 days for an application, 30 days for a landlord. |
How we protect it
- Sensitive documents never go through email: they are uploaded through a private link and stay in private storage.
- Our management panel requires a password and a 6-digit verification code at every login.
- Each application document opens only through a temporary link, valid for 2 minutes.
- The website uses an encrypted connection (HTTPS) and never publishes the exact address of an apartment.
If an incident occurs
If information is accessed, used or disclosed without authorization, or if it is lost, we act immediately to limit the consequences. Every incident is recorded in a register. If it presents a risk of serious injury, we promptly notify the Commission d’accès à l’information and the people concerned.
Cookies
This website uses no tracking cookies or advertising tools. The “Get your documents ready” list and your language choice are saved only in your browser, on your device.
Your rights
You may request:
- access to your information and its correction;
- its deletion, if it is no longer needed;
- the withdrawal of your consent, at any time;
- a copy in a structured, commonly used format, to transfer it to another organization.
Write to us or call us (contact information below). We verify your identity, then reply in writing no later than 30 days after receiving your request.
Complaints
To complain about how we handle your information, write to the person in charge. We confirm receipt within 2 business days and reply in writing no later than 30 days after receipt. You may also file a complaint at any time with the Commission d’accès à l’information du Québec.
Our governance
- The person in charge approves our rules, grants and removes access, handles requests and complaints, manages incidents and keeps the register.
- Anyone who helps Localia signs a confidentiality agreement before getting access, uses their own account and sees only what they need.
- Before adopting any new system, tool or provider that involves personal information, and before sharing any outside Quebec, we conduct an assessment of privacy-related factors (a privacy impact assessment).
- Our rules are reviewed every year, as well as after an incident or when a system is added. The date of the last update is shown at the top of this page.
Person in charge
The person in charge of the protection of personal information at Localia is the person with the highest authority within Localia. To exercise your rights, file a complaint or ask a question: