Privacy Policy

Effective: September 25, 2026 · Last updated: October 21, 2026
Operator: FRME INC
Governing law: PIPEDA, Canada

FRME protects the personal information of landlords, property managers, their tenants and rental applicants, and only uses it to run and improve the FRME platform. This policy explains what we collect, why, who we share it with, and the choices you have.

We don't sell your data. Not to advertisers, data brokers or anyone else.
Stored in Canada. FRME's database, files and app servers are hosted in Montréal, Canada.
No card numbers on file. FRME subscriptions are paid through Paddle. FRME never sees or stores full card numbers.

1. Who we are and what this covers

FRME is operated by FRME INC ("FRME", "we", "us"), a company based in Winnipeg, Manitoba, Canada. FRME is a property management software platform that helps landlords track rent, expenses, statements and property performance.

This policy applies to:

Our website at frme.ca and our app at app.frme.ca (together, the "Platform")
People who sign up for or use FRME ("Customers" or "you")
Tenants who log in to FRME to view their tenancy and rent records, and owners, vendors and other people whose information a Customer enters into FRME
Rental applicants a Customer chooses to screen through FRME
People who write reviews on FRME or are the subject of a review
People who contact us, join a waitlist or founding-member program, or receive our emails

We handle personal information in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply, provincial laws such as Quebec's Act respecting the protection of personal information in the private sector (Law 25), Alberta's PIPA and British Columbia's PIPA.

2. Our two roles

FRME handles personal information in two different capacities, and your rights depend on which one applies.

When FRME is in control — For your FRME account, billing, website visits, reviews published on the Platform and communications with us, FRME decides how the information is used and is responsible for it under this policy.
When FRME acts for a Customer — When a landlord or property manager enters information about their tenants, owners, vendors or properties, or runs a screening on a rental applicant ("Customer Data"), that Customer controls it. FRME processes Customer Data only to provide the Platform to that Customer, under our Terms of Use and any data processing agreement we sign with them.

If you are a tenant or applicant. Your landlord controls your lease, rent and tenancy records in FRME, and any screening they ran on you. FRME is responsible for your tenant login and for reviews shown on the Platform. For access, correction or deletion of tenancy records, please contact your landlord first. We will help them respond, and you can always reach our Privacy Officer (section 8). Applicants can also ask us directly about screening results (section 7).

Customers are responsible for having the authority and any consent needed to put personal information into FRME or run a screening, including telling tenants and applicants how their information is managed.

3. Information we collect

We collect only what we need to run the Platform.

Account information — Name, email, phone, company name, password (stored hashed), role (landlord, team member or tenant). Where it comes from: you, when you sign up, or your landlord or team when they invite you.
Customer Data — Property addresses, unit details, tenant and owner names and contact details, lease terms, rent amounts, rent records (including e-transfer payments a landlord records), expenses, receipts, documents and notes. Where it comes from: Customers, entered manually or uploaded.
Screening information — About a rental applicant: information found in publicly available online sources, an AI-generated summary with a confidence level and suggested risk level, and the landlord's notes, overrides and decision. Where it comes from: publicly available online sources, when a Customer chooses to run a screening; the Customer adds notes and decisions.
Reviews — Ratings and written reviews tenants post about landlords and landlords post about tenants, who wrote each review and who it is about, and reports about reviews. Where it comes from: users who write or report reviews.
Financial and analysis data — Income and expense entries, mortgage and financing inputs, property calculator scenarios, generated statements and reports. Where it comes from: Customers, as they use FRME's tools.
Payment information — For FRME subscriptions: billing name, address, card type, last four digits, expiry date and transaction records. Where it comes from: Paddle, our subscription payment provider. FRME never sees or stores full card numbers.
Usage and device data — IP address, browser and device type, pages and features used, log and error data, approximate location from IP. Where it comes from: automatically, through cookies and similar tools, including the Meta Pixel and Microsoft Clarity on frme.ca (section 7).
Communications — Support requests, including messages to our AI support assistant, feedback, survey answers, call or meeting notes. Where it comes from: you, when you contact us.

We do not knowingly collect sensitive information such as health data or government ID numbers. Please do not upload a tenant's or applicant's SIN, health details or similar information unless it is required and you have a lawful basis to do so.

4. How we use information

We use personal information to:

Create and manage accounts for landlords, their teams and their tenants, and verify who you are
Provide Platform features, such as rent tracking, rent reporting, expense entry, monthly statements, property calculators and AI Insights
Record and track rent, including e-transfer payments landlords enter, and generate receipts and statements
Run applicant screenings when a Customer asks for one
Display reviews to other users, and handle reports about reviews
Process subscription payments to FRME and send receipts
Provide support, including through our AI support assistant, and respond to your requests
Send service messages, such as security alerts, billing notices and product changes
Keep the Platform secure, prevent fraud and fix bugs
Understand how the Platform is used so we can improve it, using aggregated or de-identified data where possible
Measure how well our advertising works, using the Meta Pixel on frme.ca (section 7)
Send marketing emails, only with your consent (section 7)
Meet legal, tax and accounting obligations

We do not sell personal information. We do not use Customer Data for our own marketing.

Applicant screening. Screening is optional and runs only when a Customer chooses to screen a rental applicant. FRME searches publicly available online sources for information about that applicant, and an AI model summarizes what it finds with a confidence level and a suggested risk level. Results can be incomplete, out of date or about a different person with a similar name. The Customer can override the results and add notes, and makes the final decision; FRME does not decide whether anyone gets a tenancy. Screening results are available only to the Customer who ran the screening and its team. Customers are responsible for telling applicants about screening and getting any consent the law requires.

AI features. Some FRME features, including our support assistant, AI Insights and applicant screening, use Anthropic's Claude models through Anthropic's API. We send only the data a feature needs. Under Anthropic's commercial terms, data sent through its API is not used to train its models, and Anthropic keeps it only for a limited time to provide the service and monitor for misuse. This processing may happen outside Canada (section 5). AI output can contain errors, so please review it before relying on it for financial or rental decisions. No decision about a tenant or applicant is made by AI alone.

Consent. By creating an account or using the Platform, you consent to the uses described here. We will ask for your consent again before using your information for a new purpose. You can withdraw consent at any time, subject to legal or contractual limits; some features may stop working if you do.

5. How we share information

We share personal information only in these situations:

Service providers. Companies that host, secure, email, analyze or bill for the Platform on our behalf. They get only what they need and are bound by contract to protect it and use it only for our instructions.
Integrations you turn on. If you connect FRME to another service, such as accounting software, we share the data needed to make that connection work.
Within your account. With team members, owners, accountants or others you invite or send reports to. Screening results are shared only with the Customer who ran the screening and its team members.
Reviews. Reviews, and the information in them, can be seen by other FRME users. Don't include anything in a review you wouldn't want other users to read.
Advertising measurement. When you visit frme.ca, the Meta Pixel may send Meta information about your visit (section 7). We do not send Meta your name, email, phone or address.
Legal reasons. When required by law, court order or a government authority, or to protect the rights, safety or property of FRME, our users or others.
Business transfers. If FRME is involved in a financing, merger, sale or reorganization, information may be transferred to the other party under confidentiality terms and used only as described in this policy.

Our current key service providers are:

Supabase — Database, authentication and file storage — Montréal, Canada
Vercel — Hosting for the app and our website, frme.ca — Montréal, Canada, with a global delivery network
Anthropic — AI features: support assistant, AI Insights and applicant screening — United States
Paddle — Subscription payments for FRME — United Kingdom and other regions
Resend — Transactional and marketing email — United States
Meta Platforms, Inc. — Meta Pixel ad measurement on frme.ca, only after you accept cookies — United States and other regions
Microsoft Clarity — Website analytics on frme.ca, only after you accept cookies — United States and other regions
Sentry (Functional Software, Inc.) — Error monitoring for the app: technical details of crashes and errors, and screen replays of about 1 in 10 app sessions and of sessions where an error happens, with all text, form entries and images hidden; names, emails, IP addresses and form contents are removed — United States

Where your data is stored. FRME's database, file storage and app servers are hosted in Montréal, Canada. Some service providers (subscription payments, email, AI, error monitoring, content delivery, website analytics and advertising measurement) process information outside Canada, including in the United States and United Kingdom. While there, it may be accessible to courts, law enforcement and national security authorities under that country's laws. We use contracts and security measures to give it a comparable level of protection.

6. Retention and security

How long we keep it. We keep account information and Customer Data while your account is active. After you close your account, you have 60 days to export your data. We then delete or anonymize it, except:

Billing and transaction records, kept up to 7 years for tax purposes
Information we must keep by law or to resolve a dispute
Encrypted backups, which are overwritten on a rolling basis

How we protect it. We use safeguards suited to the sensitivity of the information, including:

Encryption in transit using TLS 1.2 or higher, and encryption at rest using AES-256
Role-based access, so staff and contractors see only what their job needs
Hashed passwords and two-factor authentication
Logical separation of each Customer's data
Regular backups and monitoring for unusual activity

No system is perfectly secure. Please use a strong password and tell us right away if you think your account has been compromised.

Breaches. If a breach of security safeguards creates a real risk of significant harm, we will notify affected individuals and Customers, report it to the Office of the Privacy Commissioner of Canada and any other required regulator, and keep a record of it, as PIPEDA requires.

7. Your rights and choices

Your rights. You can ask us to:

Tell you what personal information we hold about you and how it has been used and shared
Give you a copy of it
Correct anything inaccurate or incomplete
Delete it, or withdraw your consent, where the law allows
In Quebec, receive your information in a portable, structured format and be told when a decision about you is made only by automated processing

Send requests to our Privacy Officer (section 8). We may need to confirm your identity first. We respond within 30 days, and tell you if we need more time or cannot fulfil a request, and why. Requests about Customer Data go to the Customer who controls it (section 2).

Rental applicants. If a Customer screened you through FRME, you can ask us for access to the screening information about you and ask us to correct anything inaccurate, including results that are about a different person. We will respond within 30 days and let the Customer who ran the screening know about any correction.

Reviews about you. If a review is about you, you can report it in the Platform or to our Privacy Officer, and ask us to correct or remove personal information in it that is inaccurate or not needed.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada or your provincial privacy regulator.

Cookies and advertising. The FRME app uses essential cookies and similar tools to keep you signed in and remember your settings. Our website, frme.ca, also uses the Meta Pixel from Meta Platforms, Inc. to measure how well our ads work, and Microsoft Clarity to understand how visitors use the site (for example, heatmaps and session recordings with form fields masked). It records page views, button clicks and founding-spot form submissions, along with technical information such as your IP address, browser and Meta cookies. We do not send Meta your name, email, phone or address. The pixel and Clarity load only after you accept cookies, and you can change your choice anytime through "Cookie settings" in the website footer. The app (app.frme.ca) does not use the Meta Pixel. You can also block or delete cookies in your browser settings, though some features may not work properly.

Marketing emails. We send promotional emails only to people who have consented, or where Canada's Anti-Spam Legislation (CASL) otherwise allows. Every marketing email has an unsubscribe link, and we process unsubscribes within 10 business days. You will still get service messages about your account.

Children. FRME is a business tool and is not directed to anyone under 18. We do not knowingly collect personal information from children.

8. Changes and contact

Changes. We may update this policy as FRME grows or the law changes. We will post the new version with a new effective date and, for material changes, notify you by email or in the Platform at least 30 days before they take effect.

Privacy Officer. Our Privacy Officer is responsible for FRME's compliance with this policy. Send questions, requests and complaints to: Daniel Zaporozan, Privacy Officer, FRME INC, 300 Main Street, Winnipeg, Manitoba R3C 4G1 — daniel@frme.ca