Doriva Platform Privacy Policy

We Collect a variety of Personal Information from visitors and Users, depending on how they interact with our Website or Services. This includes:

• Account registration information, including your name, email address, phone number, language preference, and account type;
• Tenant application and enquiry data, including identity information, employment and income details, residential history, household details, and personal references;
• Communications data, including chat messages, voice notes, documents uploaded to the platform, and any Personal Information you voluntarily disclose during your interactions with our AI agents;
• Log and technical data collected automatically, including IP addresses, browser information, and session data; and
• Cookie data and, with your explicit consent, analytics data regarding your use of the Services.

We Use this information for the following purposes:

• Providing our Services, including AI-powered tenant-landlord communications, facilitating tenant screening, property listing, and application management;
• Identity verification, and secure document management;
• Improvements to our Services, Website, and user experience, including through analytics (with your consent);
• Facilitating communications between landlords, tenants, and supervisors, including via email, WhatsApp, and the web application;
• Security, abuse prevention, and content moderation; and
• As otherwise permitted or required by law.

We Share Personal Information with the following entities as necessary to provide the Services:

• AI service providers (Microsoft Azure OpenAI, Google Gemini) to power conversational AI agents and image enhancement features;
• Third-party service providers, including authentication, email delivery, messaging, mapping, analytics, and security providers, only as necessary to provide the Services;
• Other platform users, such as landlords, real estate agents, tenants, and supervisors, as necessary for tenant applications, property listings, and operational management;
• Cloud infrastructure providers (Microsoft Azure) for data storage and processing;
• Potential acquirers of Doriva's business, to evaluate or carry out a business transaction; and other entities as permitted or required by law.

We Take Steps to Protect your Personal Information with administrative, technical, organizational, and physical security measures. However, perfect security does not exist, and we cannot guarantee the absolute security of your Personal Information. Your Personal Information may be processed by third-party service providers located in the United States or other countries. If you have any questions, please contact privacy@doriva.ai.

This Privacy Policy may change from time to time, as reflected in the revision date above, to reflect changing legal, regulatory or operational requirements. Where required by law, Doriva will provide notification of material changes to this Privacy Policy through the Website at least thirty (30) business days prior to the change taking effect. Where appropriate, we may also email Users who have opted to receive communications from us notifying them of changes to this Privacy Policy.

Your continued use of this Website after we make changes constitutes deemed acceptance of these terms.

This Website may contain links to third party websites, plug-ins and applications. Clicking those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites, plug-ins and applications and are not responsible for their privacy statements and practices. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

We may collect, store, use and transfer different kinds of Personal Information about you, as described below:

Account and Registration Information

When you register for an account, you provide us with your name, email address, phone number, language preference, and account type (landlord, agent or tenant). We also collect your registration origin (whether you registered via WhatsApp, email, or the web application) and your email and phone verification status.

Log Data and Activity Tracking

Doriva collects certain information automatically from Website visitors and Users of the Services, such as internet protocol (IP) addresses, browser type and user agent information, session data, authentication tokens, and API request correlation identifiers.

Cookies

We use the following categories of cookies: (i) essential cookies for authentication sessions; (ii) a consent cookie to store your consent preferences; and (iii) analytics cookies which are only activated with your explicit opt-in consent via our cookie consent banner.

User Data

In the course of providing the Services, we collect and process the following categories of User data:

• Tenant Application Data: During the rental application process, we collect date of birth, social insurance number (SIN), driver's license number, marital status, current and previous residential addresses, employment information, monthly income and additional income sources, number of occupants and their details, vehicle information, pet ownership information, smoking status, and personal references.
• Tenant Enquiry Data: During initial property inquiries, we collect your desired move-in date and lease duration, household size and number of children (with ages), employment status, employer name, job title, annual income, current address, reason for moving, and preferred viewing times.
• Property Listing Data: From landlords and real estate agents, we collect property addresses, GPS coordinates, rental pricing and security deposit amounts, property details (bedrooms, bathrooms, area, amenities), house rules, and occupancy limits.
• Communication Data: We collect and store chat messages (or voice notes and their transcriptions) exchanged via the web application, WhatsApp, or email. We also generate and store AI-generated conversation memories, which are extracted facts and preferences derived from your conversations with our AI agents. Please be aware that any Personal Information you voluntarily disclose during your interactions with our AI agents will be collected, stored, and processed in accordance with this Privacy Policy.
• AI-Generated Profiles: We use information gathered from your interactions with one property listing, including your preferences, requirements, and other disclosed details, to tailor and improve your experience with the platform. These AI-generated conversation memories persist across separate listing interactions.
• Documents and Media: We collect property photos uploaded by landlords or real estate agents, identity documents, income verification documents, tax documents, insurance documents, rental history documents, pet documentation, business registration documents, and licenses or permits uploaded to our encrypted document vault, as well as lease documents.
• Consent and Legal Data: We record your terms of service and privacy policy acceptance timestamps and versions, cookie consent preferences, do-not-contact email preferences, and account deletion requests and reasons.

Marketing and Communications

We collect, store, and process information that you provide to us when you communicate with us, including when you email us or use the chat features on our platform. We also store and process your preferences in receiving marketing materials from us and your communication preferences, including your do-not-contact preferences.

Analytics Data

With your explicit consent only, we collect analytics data including user behavior events (feature usage, navigation patterns), session information, and user ID linked to your account. We also collect and use certain aggregate anonymized data for lawful purposes. This type of anonymized data is not considered "Personal Information" subject to privacy laws because it cannot be used to identify a particular person.

We avoid collecting any sensitive categories of Personal Information about you, including information regarding your race or ethnicity, Indigenous identity, ancestry or place of origin, nationality, religious beliefs, sex life, sexual orientation, gender identity, political opinions, health, disability, family or marital status, social condition, or genetic or biometric data. Our AI agents do not solicit such information. However, if you voluntarily disclose sensitive Personal Information during your interactions with our AI agents, such information may be captured and stored as part of your communication data. We strongly advise you not to share sensitive Personal Information in your conversations with our AI agents unless it is strictly necessary for the Services.

We will only use your Personal Information when the law allows us to and as described below.

Providing Doriva's Services and Service Communications

User registration information may be used to provide the Services, including facilitating AI-powered communications between tenants, real estate agents, and landlords, processing tenant applications, managing property listings, conducting AI-assisted pre-screening of prospective tenants based on criteria specified by the landlord, and for announcements, feedback requests, security updates, support, and other service-related communications.

Data Management and Support

Doriva stores and processes User Data, including tenant application data, property listings, communications, and uploaded documents, in order to provide the Services. User Data may be viewed or accessed by Doriva for the purpose of resolving a problem or support issue. Users are responsible for maintaining the confidentiality and security of their user registration and password.

Improvements and AI-Assisted Analysis

We use visitor and User Personal Information to help deliver a better experience (for example, by displaying personalized content based on your interactions, or by using AI-generated conversation memories to recall your preferences), to diagnose technical problems, to support product development, and to improve the quality of both the Website and the Services. Our AI agents may generate risk assessments and recommendations regarding tenant applications based on criteria specified by the landlord; these assessments are derived solely from the information you provide and are not based on external data or predictive models. We may also use AI to translate property listings into different languages. Analytics data is only collected with your explicit consent.

Marketing and Promotion

Doriva uses contact information to contact you to further discuss your interest in the Website and Services, or to send you information regarding Doriva or its partners. These communications will be sent in accordance with your marketing preferences and consent choices. You may opt out of receiving marketing materials at any time by adjusting your do-not-contact preferences or following the unsubscribe instructions included in each marketing communication.

Enforcement and Abuse Prevention

Doriva may access User Data and certain Website visitor information if necessary to investigate a suspected violation of the Terms of Use. We employ automated abuse prevention measures, including message filtering, automated banning systems, and AI-powered content moderation. Our AI agents are programmed to escalate certain inquiries (including those relating to illegal activity, discriminatory requests, or other serious matters) to a human supervisor for review.

Legal and Regulatory Compliance

Our Services are subject to certain laws and regulations which may require us to use your Personal Information, for example to pay our taxes, fulfill our business obligations, and maintain consent audit trails for regulatory compliance.

We do not use your Personal Information to train any artificial intelligence or machine learning models.

Doriva does not sell, rent, or trade your Personal Information to third parties for monetary or other valuable consideration. Doriva may share or communicate Personal Information in the following ways:

• Third-party service providers: Doriva may share Personal Information with service providers that help deliver the Website and Services, subject to contractual requirements. These include:
  • AI service providers for chatbot conversations (Personal Information is anonymized prior to processing and is not used to train AI models)
  • Software providers including authentication, email delivery, and messaging providers
  • Mapping and geolocation providers for location-related features
  • Content moderation and image analysis providers for policy compliance and image enhancement
  • Analytics providers for usage insights
  • Security providers for logs and cookie data processing
• Group companies: Doriva's subsidiaries and affiliates may assist in providing Services, processing information in accordance with this Privacy Policy.
• Potential acquirers: In a merger, acquisition or asset sale, your Personal Information may be disclosed for the purposes of evaluating or carrying out the transaction, with the other party instructed to handle it per this Privacy Policy.
• Between platform users: Tenant application information is shared with landlords, agents and supervisors for review. Property listing information is shared with prospective tenants. Supervisors have access to conversations, escalations, and application data for operational management.
• Third-party listing platforms: Property listing information may be published on third-party listing platforms (such as Craigslist) to increase visibility. These platforms are not controlled by Doriva and are subject to their own privacy policies.
• Law enforcement: We may be required to disclose Personal Information in response to lawful requests by public authorities, courts, or law enforcement. To the extent allowed by law, we will notify you before a disclosure is made.
• Consent: We may disclose Personal Information with third parties where we have consent to do so.

Data Location and Data Transfers

Personal Information may be stored and processed in the United States and other countries outside of Canada. Accordingly, such information may be accessible to courts, law enforcement and national security authorities of foreign countries. If you have any questions, you may contact us at the information set out below.

Security

Doriva uses appropriate administrative, technical, organizational, and physical security measures to protect Personal Information against accidental or unlawful destruction, loss, and alteration, and against unauthorized disclosure, communication and access.

Our security measures include encryption, firewalls, access controls, logging, and other security mechanisms. We have procedures in place to address any suspected personal data breach and will notify you and any applicable regulator of a breach as required by law.

Data Retention

We retain Personal Information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with the Services you have requested, to comply with applicable legal, contractual, tax or accounting requirements, or to defend ourselves from possible legal actions). When we have no ongoing legitimate business need to process your Personal Information, we will destroy it or anonymize it in accordance with applicable laws.

Your Data Protection Rights

Depending on your location, you may have the following data protection rights:

• The right to access, correct, update or request deletion of the Personal Information we collect about you.
• The right to opt out of marketing communications, even if you have previously consented to receiving them.
• The right to request a portable copy of your Personal Information.
• The right to de-indexation, re-indexation or cessation of dissemination of your Personal Information.
• If we have collected and processed your Personal Information with your consent, you may have the right to withdraw your consent at any time.

Contact

In order to exercise your data protection rights or should you have any questions, concerns or complaint regarding our Privacy Policy or the collection or processing of your Personal Information, you may email privacy@doriva.ai.