Privacy policy

What we collect

Contact form: your name, email, and message, plus your phone number and topic if you give them. To stop spam, we also store the IP address and browser details the message was sent from.

Customer accounts: your name, email, phone, address, alternate contact, and vehicle details.

Leases: your unit, dates, insurance details, and access code. When you sign a lease, we keep your drawn signature and the signed document. We also record the time, IP address, browser, and time zone of the signing.

Billing: invoices, statements of account, and payment history. We store only your card's brand, last four digits, and expiry date. Stripe holds the full card details.

Documents and photos: our staff may add documents to your file, such as statements of account, past leases, ID or insurance documents, correspondence, and photos. You can see a document only if our staff choose to share it with you. Staff may also take photos of your unit or vehicle for our records. Those photos are not shown in your account.

Emails: a record of the emails we send you. Our email provider records when an email is opened or a link is clicked, including the IP address, browser, and approximate country.

Website visits: a random ID stored in your browser, the pages you view, and how long you stay. We do not store your IP address for visit counts.

Errors: if the app hits an error, we log the page and your browser. If you are signed in, we also log your email and account type.

Why we use it

We use your information to rent and run storage units, prepare and sign leases, bill you and take payments, and send receipts, reminders, and account notices. We also use it to reply to your messages, manage our waitlist, keep the facility secure, stop spam and abuse, and meet our tax and legal duties. If you ask about storage through the contact form, we may add you to our waitlist or link your message to your customer file. We do not sell your information.

Who sees it

Our staff see the information they need to do their jobs. The IP address and browser details from the contact form are visible only to our administrators. We keep a log of staff actions on customer files.

Service providers

We use these providers to run the business. Each one receives only what it needs for its part.

• Base44 hosts our website, app, database, files, and sign-in.
• Stripe processes payments, stores card details, and sends its own payment receipts and invoices.
• Resend sends our emails from rosseaustorage.com addresses.
• Cloudflare Turnstile checks the contact form for bots. It processes signals from your browser and device, and the IP address of your request.
• Notion holds an internal copy of customer names, contact details, addresses, and unit information that we use for tracking.
• OpenStreetMap Nominatim looks up addresses entered in the app.
• Google Fonts provides the website's fonts, so your browser requests those files from Google.
• Google, Microsoft, and Apple handle sign-in if you choose one of those options.

These providers may process information outside Canada. We do not claim that processing stays in Canada.

How long we keep it

• Invoices and statements of account: at least six years, for tax purposes, including after an account is closed.
• Signed leases and signature records: kept after an account is closed, as a record of the agreement.
• Contact-form messages: deleted 24 months after the last activity, unless they become part of a customer file or waitlist entry. The IP address and browser details are cleared after 90 days.
• Other records, such as email logs, visit counts, error logs, and our staff activity log: kept while we need them to run the business.

Deleting your account

You can ask us to delete your account by emailing info@rosseaustorage.com. We can do this once you have no active lease and no balance owing. We then delete your login and clear your name, contact details, address, alternate contact, and vehicle details from your customer file. We also remove your photos, notes, and any documents that are not billing records. We keep invoices, statements of account, signed leases and signature records, and records of emails and staff actions, for tax, legal, and dispute purposes. Account deletion does not remove contact-form messages or waitlist entries. Ask us if you want those deleted too. Stripe keeps its own payment records.

Access and correction

You can ask to see the personal information we hold about you, or ask us to correct it, by emailing info@rosseaustorage.com. Changes you make in the Stripe billing portal update your details with Stripe only, not your file with us.

Changes

We update this page when our practices change, and we change the date at the top.

Questions

Email info@rosseaustorage.com. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).