Privacy Policy

1. Introduction

Studenthaus Inc. ("Studenthaus," "Company," "we," "us," or "our") is committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our mobile application, or interact with any other digital platforms we operate (collectively, the "Platform") and use our services.

This Privacy Policy applies to:

• Visitors to our Platform who browse without creating an account;
• Registered users who create accounts and access our Platform;
• Subscribers who purchase paid subscription plans;
• All other individuals who interact with our Platform.

This Privacy Policy is separate from and independent of any privacy policies governing our survey research activities. If you have participated in a Studenthaus survey, please refer to the applicable Survey Privacy Policy for information about how survey data is handled.

By accessing or using the Platform, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use the Platform.

2. Information We Collect

We collect different types of information depending on how you interact with our Platform.

2.1 Information from Platform Visitors (Before Account Creation)

When you visit our Platform without creating an account, we may automatically collect:

Technical Information:

• IP address (anonymized where possible);
• Browser type and version;
• Operating system;
• Device type (desktop, mobile, tablet);
• Device identifiers (for mobile applications);
• Screen resolution;
• Referring website or source;
• Pages visited and navigation patterns;
• Time spent on pages;
• Date and time of access.

Cookies and Tracking Data:

• Session identifiers;
• Preferences and settings;
• Analytics data (see Section 5 for details).

Mobile Application Data:

• App version;
• Mobile device identifiers;
• Push notification preferences;
• App usage statistics.

2.2 Information from Registered Users

When you create an account, we collect:

Account Information:

• Full name;
• Email address;
• Company or organization name (if applicable);
• Job title or role (if provided);
• Password (stored in encrypted form);
• Account creation date.

Profile Information:

• Industry or sector;
• Intended use of Platform data;
• Communication preferences.

Usage Information:

• Login history and frequency;
• Features accessed and utilized;
• Dashboard interactions and filter selections;
• Data exports and downloads;
• Report access history;
• Search queries within the Platform.

2.3 Payment Information

When you subscribe to a paid plan, payment processing is handled by third-party payment processors. We collect and retain:

Transaction Records:

• Subscription plan selected;
• Billing cycle (monthly/annual);
• Transaction dates and amounts;
• Payment confirmation numbers;
• Invoice history.

Limited Payment Details:

• Last four digits of payment card;
• Card type (Visa, Mastercard, etc.);
• Card expiration date;
• Billing name and address.

Important: We do NOT store full credit card numbers, CVV codes, or complete payment credentials. All sensitive payment information is processed and stored directly by our PCI-DSS compliant payment processor(s).

2.4 Communications

When you contact us or interact with our communications, we collect:

• Email correspondence content;
• Support inquiries and responses;
• Feedback and suggestions;
• Marketing communication preferences and responses.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Providing and Operating the Platform

• Creating and managing your account;
• Authenticating your identity and authorizing access;
• Processing subscription payments and billing;
• Delivering Platform features and services;
• Providing access to data, dashboards, and reports;
• Processing data exports.

3.2 Improving and Developing Our Services

• Analyzing Platform usage patterns and trends;
• Identifying popular features and areas for improvement;
• Developing new features and capabilities;
• Optimizing Platform performance and user experience;
• Conducting internal research and analysis.

3.3 Communications

• Sending account-related notifications (confirmations, receipts, updates);
• Responding to inquiries and support requests;
• Sending service announcements and updates;
• Delivering marketing communications (with your consent);
• Notifying you of changes to our Terms or this Privacy Policy.

3.4 Security and Fraud Prevention

• Monitoring for suspicious or unauthorized activity;
• Detecting and preventing fraud;
• Enforcing our Terms of Service;
• Protecting the rights and safety of users and third parties.

3.5 Legal Compliance

• Complying with applicable laws and regulations;
• Responding to legal requests and court orders;
• Establishing, exercising, or defending legal claims.

3.6 Business Operations

• Conducting internal business analysis;
• Planning and forecasting;
• Managing vendor and partner relationships;
• Facilitating corporate transactions (see Section 10).

4. Legal Basis for Processing

We process your personal information based on the following legal grounds under applicable privacy laws including the Personal Information Protection and Electronic Documents Act (PIPEDA):

Consent: Where you have provided express or implied consent to the processing, such as when you create an account or subscribe to marketing communications.

Contractual Necessity: Where processing is necessary to fulfill our contract with you, including providing access to the Platform and processing subscription payments.

Legitimate Interests: Where processing is necessary for our legitimate business interests, such as improving our services, ensuring Platform security, and conducting business analysis, provided these interests are not overridden by your privacy rights.

Legal Obligation: Where processing is required to comply with applicable laws and regulations.

5. Cookies and Tracking Technologies

5.1 Types of Cookies We Use

Essential Cookies:

• Required for Platform operation and security;
• Enable core functionality such as user authentication;
• Cannot be disabled without affecting Platform use.

Functional Cookies:

• Remember your preferences and settings;
• Enhance your user experience;
• Store dashboard configurations and filter preferences.

Analytics Cookies:

• Help us understand how visitors use the Platform;
• Collect aggregated, anonymous usage statistics;
• Enable us to improve Platform performance and content.

Marketing Cookies (if applicable):

• Track advertising effectiveness;
• Deliver relevant advertisements;
• Only used with your consent.

5.2 Third-Party Analytics

We use the following analytics services:

Google Analytics:

We use Google Analytics to analyze website traffic and usage patterns. Google Analytics collects information such as how often users visit the Platform, what pages they visit, and what other sites they used prior to visiting. We use this information to improve our Platform and services.

Google Analytics uses cookies to collect this information. The information generated is transmitted to and stored by Google. For more information on Google's privacy practices, please visit: https://policies.google.com/privacy

You may opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout

5.3 Managing Cookies

You can manage your cookie preferences through:

• Your browser settings (blocking or deleting cookies);
• Our cookie consent banner (where applicable);
• Specific opt-out mechanisms for analytics services.

Please note that disabling certain cookies may affect Platform functionality and your user experience.

5.4 Do Not Track

Some browsers offer a "Do Not Track" feature. Our Platform does not currently respond to Do Not Track signals, but you can manage tracking through the cookie controls described above.

6. How We Share Your Information

We do not sell your personal information to third parties. We may share your information in the following circumstances:

6.1 Service Providers

We engage third-party companies and individuals to perform services on our behalf, including:

• Payment Processors: To process subscription payments securely (e.g., Stripe, PayPal);
• Hosting Providers: To host and maintain our Platform infrastructure;
• Analytics Providers: To analyze Platform usage (e.g., Google Analytics);
• Email Service Providers: To send transactional and marketing emails;
• Customer Support Tools: To manage support inquiries.

These service providers are contractually obligated to protect your information and may only use it to perform services on our behalf.

6.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal processes (subpoenas, court orders, warrants);
• Government or regulatory requests;
• Legal claims or litigation;
• Investigations of potential violations of our Terms.

6.3 Protection of Rights

We may disclose information when we believe disclosure is necessary to:

• Protect the rights, property, or safety of Studenthaus, our users, or others;
• Prevent fraud or illegal activity;
• Enforce our Terms of Service.

6.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our Platform of any change in ownership or uses of your personal information, as well as any choices you may have regarding your information.

6.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

6.6 Aggregated or De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you for any purpose, including research, marketing, and business analysis.

7. Platform Data Access

7.1 Nature of Platform Data

The student housing market data available through our Platform consists of aggregated, anonymized insights derived from our research activities. This data:

• Cannot be used to identify specific individuals;
• Represents statistical information about markets, trends, and demographics;
• Is provided for informational and educational purposes only.

7.2 Your Use of Platform Data

When you access data through the Platform, you do so subject to our Terms of Service. You may use Platform data solely for your internal business purposes and may not:

• Redistribute or resell Platform data;
• Use Platform data to train AI or machine learning models without authorization;
• Attempt to re-identify individuals from aggregated data.

7.3 Commercialization of Research Data

Studenthaus reserves the right to commercialize, license, and monetize the aggregated, anonymized research data available on the Platform, provided that such activities do not enable the identification of specific individuals.

8. Data Retention

8.1 Retention Periods

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy:

Account Information:

• Active accounts: Retained while your account remains active;
• Inactive accounts: May be deleted after twenty-four (24) months of inactivity;
• Closed accounts: Account data deleted within ninety (90) days of closure, subject to legal retention requirements.

Transaction Records:

• Billing and payment records: Retained for seven (7) years for tax and legal compliance purposes.

Usage Data:

• Analytics and usage logs: Retained for twenty-four (24) months;
• Aggregated analytics: May be retained indefinitely in anonymized form.

Communications:

• Support inquiries: Retained for three (3) years after resolution;
• Marketing preferences: Retained until you change your preferences or close your account.

8.2 Deletion Requests

You may request deletion of your personal information as described in Section 9. Please note that we may retain certain information as required by law or for legitimate business purposes.

9. Your Privacy Rights

Under PIPEDA and other applicable privacy laws, you have the following rights regarding your personal information:

9.1 Right of Access

You have the right to request access to the personal information we hold about you. We will provide a copy of your information in a commonly used electronic format.

9.2 Right to Correction

You have the right to request correction of inaccurate or incomplete personal information. You may update most account information directly through your account settings.

9.3 Right to Deletion

You have the right to request deletion of your personal information, subject to certain exceptions. We may retain information necessary to:

• Complete ongoing transactions;
• Comply with legal obligations;
• Establish, exercise, or defend legal claims;
• Maintain security and prevent fraud.

9.4 Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format.

9.5 Right to Withdraw Consent

Where we rely on your consent to process personal information, you have the right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of processing conducted prior to withdrawal.

9.6 Right to Opt-Out of Marketing

You may opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email;
• Updating your communication preferences in account settings;
• Contacting us at julian@studenthousinginitiative.com.

9.7 Exercising Your Rights

To exercise any of these rights, please contact us at: julian@studenthousinginitiative.com

We will respond to your request within thirty (30) days. We may request additional information to verify your identity before processing your request. There is no fee for exercising these rights, except in cases of manifestly unfounded or excessive requests.

9.8 Complaints

If you believe your privacy rights have been violated, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada:

10. Business Transfers

In the event that Studenthaus Inc. is involved in a merger, acquisition, reorganization, asset sale, bankruptcy, or similar business transaction, your personal information may be transferred or disclosed as part of that transaction.

In such circumstances, we will:

• Provide notice via email to your registered account and/or prominent notice on our Platform;
• Ensure that the receiving entity agrees to honor the commitments in this Privacy Policy;
• Give you the opportunity to opt out or delete your information before the transfer, where feasible.

11. Security Measures

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

11.1 Technical Safeguards

• Encryption: Data transmitted to and from our Platform is encrypted using TLS/SSL protocols;
• Encryption at Rest: Sensitive data is encrypted when stored;
• Secure Infrastructure: Our Platform is hosted on secure, reputable cloud infrastructure;
• Access Controls: Access to personal information is limited to authorized personnel on a need-to-know basis;
• Authentication: Multi-factor authentication available for user accounts;
• Monitoring: Continuous monitoring for security threats and vulnerabilities.

11.2 Organizational Safeguards

• Access Management: Role-based access controls and regular access reviews;
• Training: Personnel handling personal information receive privacy and security training;
• Vendor Management: Service providers are vetted and contractually obligated to maintain security standards;
• Incident Response: Procedures in place to detect, investigate, and respond to security incidents.

11.3 Payment Security

All payment processing is handled by PCI-DSS compliant payment processors. We do not store, process, or transmit full credit card numbers on our systems.

11.4 Limitations

While we take reasonable measures to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

12. International Data Transfers

12.1 Data Location

Our primary data processing occurs in Canada. However, some of our service providers may process or store data in other countries.

12.2 Safeguards for Transfers

When personal information is transferred to countries outside Canada, we ensure that appropriate safeguards are in place, including:

• Contractual protections with service providers;
• Compliance with applicable data protection requirements;
• Assessment of the data protection laws in the receiving country.

12.3 Your Acknowledgment

By using the Platform, you acknowledge that your information may be transferred to and processed in countries other than your country of residence, which may have different data protection laws.

13. Children's Privacy

13.1 Age Restriction

Our Platform is intended for use by individuals who are at least eighteen (18) years of age. We do not knowingly collect personal information from children under the age of 18.

13.2 Parental Notification

If we learn that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

13.3 Reporting

If you believe we have collected information from a child under 18, please contact us immediately at julian@studenthousinginitiative.com.

14. Third-Party Links and Services

14.1 External Links

Our Platform may contain links to third-party websites, services, or applications. This Privacy Policy does not apply to those third-party sites.

14.2 Third-Party Practices

We are not responsible for the privacy practices of third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

14.3 Social Media

If we integrate social media features, your interactions with those features may be governed by the privacy policies of the respective social media platforms.

15. Changes to This Privacy Policy

15.1 Right to Update

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.

15.2 Notification of Changes

We will notify you of material changes by:

• Posting the updated Privacy Policy on our Platform with a new "Last Updated" date;
• Sending an email notification to your registered email address;
• Displaying a prominent notice on our Platform.

15.3 Review and Acceptance

We encourage you to periodically review this Privacy Policy. Your continued use of the Platform after changes become effective constitutes your acceptance of the revised Privacy Policy.

16. Contact Information and Privacy Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We aim to respond to all privacy inquiries within thirty (30) days of receipt.

17. Additional Information for Specific Regions

17.1 Quebec Residents

If you are a resident of Quebec, you have additional rights under the Act Respecting the Protection of Personal Information in the Private Sector. You may exercise these rights by contacting us using the information provided above.

17.2 European Economic Area (EEA) Residents

If you are located in the EEA and access our Platform, additional rights under the General Data Protection Regulation (GDPR) may apply to you, including rights related to data portability, restriction of processing, and lodging complaints with supervisory authorities.