1 Who We Are and What This Policy Covers
Adrois Inc. ("Adrois", "we", "us" or "our") is a settlement support company based in Hamilton, Ontario, Canada. This Privacy Policy explains how we collect, use, share and protect personal information when you use www.adrois.com (the "Site") or our services.
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws. Where we serve clients located outside Canada, we also respect the privacy laws that apply to them.
2 Information We Collect
We collect only the information we need to provide and improve our services.
| Category | Examples | How we collect it |
|---|---|---|
| Identity and contact | Name, date of birth, email, phone number, home country | When you create an account, complete an assessment or contact us |
| Travel and arrival | Flight details, arrival date and time, destination address | When you book airport arrival coordination |
| Housing preferences | Budget, preferred area, move-in date, household size | When you start a housing search |
| Application documents | Study permit, letter of acceptance, proof of enrolment, proof of funds, references | When you choose to apply for a rental or ask for help with a registration |
| Partner verification | Your institution and referral code (for example, a student discount code) | When you use a partner offer |
| Payment | Payment amount and transaction details | When you pay. Card details are processed by our payment providers; we do not store full card numbers. |
| Site usage | IP address, approximate location, pages viewed, links clicked | Automatically, through cookies and similar tools |
Data Safeguard: We do not ask for your Social Insurance Number or banking details. If you share them with us while we help you with a registration, we use them only for that task and do not keep them longer than needed.
3 How We Use Your Information
We use personal information only for the purposes we tell you about:
- to deliver the services you book, including housing searches, airport arrival coordination and settlement registrations;
- to communicate with you about your service, bookings and payments;
- to verify eligibility for partner and student offers;
- to process payments and keep business and tax records;
- to respond to questions and complaints;
- to improve our Site and services, using aggregated or de-identified information where possible; and
- to meet our legal obligations.
We do not use your information for any new purpose without first telling you and, where required, asking for your consent.
4 Consent
By creating an account or booking a service, you consent to our collection and use of your information for the purposes above. We ask for your specific consent before sharing your information with a landlord, realtor, insurance agent or partner institution, as described in section 5.
You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal or contractual limits. If you withdraw consent needed to deliver a service, we may not be able to complete that service, and we will explain the effect before you decide.
5 When We Share Your Information
We share personal information only as described below, and only the information needed for each purpose. We do not sell personal information, and we do not share it with third parties for their own advertising.
- Landlords, realtors and property managers. When you choose to pursue or apply for a rental, we share the information needed for that inquiry or application (such as your name, contact details and application documents) with the landlord, realtor or property manager for that property, with your consent.
- Insurance providers. If you ask us to connect you with tenant insurance or other insurance, we share your contact details with an insurance agent so they can provide a quote, with your consent.
- Transportation providers. When we arrange your airport arrival, we share your name, phone number, flight details and destination with the licensed transportation provider.
- Partner institutions. If you use a partner offer, such as a student discount from your college or university, we may confirm your eligibility with that institution. We report to partner institutions only aggregate figures (such as the number of referrals) that do not identify you. We share information about you personally with a partner institution only with your consent or where the law requires it.
- Service providers. We use trusted providers to run our business, including customer relationship management, email, payment processing and website hosting. They may access personal information only to perform services for us and must protect it.
- Legal and business requirements. We may disclose information where required by law or legal process, to protect our legal rights, or as part of the sale or reorganization of our business, subject to equivalent privacy protections.
Referral fees. If Adrois receives a fee or other benefit for referring you to a third party, we will tell you before making the referral.
6 Marketing Messages and Cookies
Marketing messages. With your consent, or where Canada's anti-spam legislation otherwise permits, we may send you news and offers about Adrois services. Every marketing email includes an unsubscribe link, and you can opt out at any time without affecting messages about services you have booked.
Cookies. Our Site uses:
- essential and functional cookies to keep the Site working and remember your choices;
- analytics cookies to understand how visitors use the Site so we can improve it; and
- advertising cookies, including from third-party platforms, to show relevant Adrois advertising.
You can block or delete cookies in your browser settings. Blocking some cookies may affect how the Site works.
7 How We Store and Protect Information
We protect personal information with safeguards appropriate to its sensitivity, including access controls, encrypted connections and limiting access to staff who need it to do their work. Our staff are bound by confidentiality obligations.
Some of our service providers, such as our customer relationship management and email providers, may store or process information outside Canada. When that happens, the information may be subject to the laws of that country, and we require those providers to protect it to a standard comparable to Canadian law.
No method of storage or transmission is completely secure. If a privacy breach creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.
8 How Long We Keep Information
We keep personal information only as long as needed for the purposes in this policy. In general, we keep client records for three years after your last service, unless a longer period is required by law (for example, for tax records). After that, we securely delete or anonymize the information. Copies of identity and application documents are deleted sooner, once they are no longer needed for your service.
9 Your Rights
You have the right to:
- ask whether we hold personal information about you, and request access to it;
- ask how we have used it and to whom we have disclosed it;
- ask us to correct information that is inaccurate or incomplete;
- withdraw your consent, as described in section 4; and
- ask us to delete information we no longer need.
To make a request, email our Privacy Officer at letstalk@adrois.com. We will respond within 30 days. We may need to verify your identity before releasing information.
Minors: Our services are not intended for anyone under 16. If we learn that we have collected information from a child under 16 without a parent or guardian's consent, we will delete it.
10 Questions and Complaints
If you have a question or concern about how we handle your information, please contact our Privacy Officer first so we can try to resolve it. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
11 Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated policy on the Site with a new effective date and, for significant changes, notify account holders by email.
12 Clients in the United Kingdom
This section takes effect when Adrois begins accepting clients located in the United Kingdom.
If you are located in the United Kingdom, we also process your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Adrois Inc. is the controller of your personal information. Where this section differs from the rest of this policy, this section applies.
12.1 Our legal bases
| Purpose | Legal basis |
|---|---|
| Delivering the services you book, including sharing your details with landlords, realtors or transportation providers you ask us to deal with | Performance of our contract with you |
| Connecting you with an insurance agent, sending marketing emails, and using non-essential cookies | Your consent |
| Verifying partner and student offers, improving our services and preventing fraud | Our legitimate interests, balanced against your rights |
| Keeping tax and business records and responding to lawful requests | Legal obligation |
12.2 Your rights. In addition to the rights in section 9, you have the right to ask us to erase your information, restrict how we use it, transfer it to you or another organization in a portable format, and object to our use of it based on legitimate interests. You may withdraw consent at any time. We will respond within one month.
12.3 Transfers to Canada and elsewhere. Adrois is based in Canada. The UK recognizes Canada as providing adequate protection for personal information covered by PIPEDA, which applies to the information we hold about you. Where our service providers process your information in other countries, we use safeguards approved under UK law, such as the International Data Transfer Agreement.
12.4 Our UK representative. Our UK representative for data protection matters is Toyin Badru, 1 Goodman Street, Birmingham B1 2SS, United Kingdom, letstalk@adrois.com (marked "Attention: UK Representative").
12.5 Cookies and marketing. We use non-essential cookies (analytics and advertising) only with your consent, which you can give or withdraw through the cookie banner on our Site. We send marketing emails only with your consent or, if you are an existing client, about similar Adrois services, with an easy way to opt out in every message.
12.6 Complaints. You have the right to complain to the UK Information Commissioner's Office (ico.org.uk). We would appreciate the chance to resolve your concern first, so please contact our Privacy Officer.