Privacy policy

Last updated: October 14, 2026

Who we are

Koja Property Management ("we", "us") leases and manages residential properties in Ottawa, Ontario. This policy explains how we handle personal information collected through this website and while providing our services. It follows Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Who is accountable

Our President is accountable for the personal information we hold. For any question, request or complaint, email info@kojapropertymanagement.ca.

What we collect

We collect your contact details and the information you choose to send us in our forms: for example, the home you're interested in, the details of a repair, or information about a property you own.

If you apply to rent a home, we collect the information needed to assess your application using the document-sharing method explained to you before you provide documents, including information for a credit check. We only do this with your consent.

Tenants, owners and staff who have an account in our online software use it under the software's privacy policy, which explains what it keeps, for how long, and how to download or delete your information.

How we use it

We use personal information to respond to your requests, arrange showings, assess rental applications, manage tenancies and properties, and meet our legal obligations. We don't use it for anything else, and we don't sell it.

Where it's kept

Messages you send through this website's forms, and everything in our online software, are stored by our hosting provider, Railway, on servers in the United States. Information stored outside Canada is protected by our contract with the provider, but it may be accessed by the courts, law enforcement and national security authorities of that country under its laws. The pages of this website are delivered by our web host, Netlify, which doesn't receive what you type in the forms.

Who we share it with

Only as needed to provide our services: for example, with the owner of a property you apply for, with tenant screening and credit reporting services (with your consent), with contractors who need your contact details to complete a repair, and with our professional advisers. We may also disclose information when the law requires it.

How long we keep it

Messages sent through this website are deleted 12 months after we receive them, unless they become part of a tenancy or a management agreement. Records of tenancies and service requests are kept as long as the law requires, including Ontario law and City of Ottawa by-laws. Other personal information is kept only as long as we need it for the purposes above. Our online software deletes most information automatically when its keeping period ends, and paper is shredded.

How we protect it

We use reasonable physical, organizational and technical safeguards: encrypted connections, access limited to the people who need it, and daily backups. Staff see the buildings they manage. Owners with access to a building can see its repair details, conversations and photos. Owner screens hide tenant contact fields; messages and photos may still contain personal details you choose to include. Avoid adding identity documents, access codes or unrelated sensitive information to repair messages. If a breach of security safeguards creates a real risk of significant harm, we report it to the Office of the Privacy Commissioner of Canada and notify the people affected, and we keep a record of every breach.

This website

This website doesn't use advertising or tracking cookies. Our web host may keep standard server logs, such as IP addresses and the pages requested, to keep the site running securely.

Koja Property Manager, our free software

The online software is covered by its own privacy policy. The browser edition (no account) runs in your web browser: what you enter in it is stored in your browser on your device, isn't sent to us, and we can't see it. To work, it downloads its software from jsDelivr and the Python Package Index, and loads map images from OpenStreetMap. If you click Geocode Missing on its Maps tab, it sends the names and postal codes of the properties being located to OpenStreetMap's Nominatim service. Like any website, these services receive your IP address and what was requested.

Your rights

You can ask to see the personal information we hold about you, have it corrected, or withdraw your consent to its use, subject to legal and contractual limits. Email info@kojapropertymanagement.ca. We answer within 30 days.

Questions or complaints

Write to info@kojapropertymanagement.ca. We acknowledge a complaint within 5 business days and answer in writing within 30 days. If we can't resolve your concern, you can contact the Office of the Privacy Commissioner of Canada.