Privacy Policy and Cookie Policy

Rosewood Software Systems Inc. ("Rosewood," "we," "us," or "our") is a federally incorporated corporation under the Canada Business Corporations Act, Corporation Number 1776009-4, with its registered office at 375 University Avenue, Suite 3228, Toronto, Ontario, M5G 2J5, Canada.

This Privacy Policy applies to personal information collected from operators, subscribers, and website visitors. It also addresses how Rosewood handles tenant and third-party personal information entered into the Services by operators.

Rosewood collects personal information in the following categories:

Rosewood uses personal information only for the purposes for which it was collected. We use personal information to:

• Create and manage your account and subscription
• Provide, operate, and improve the Services
• Generate compliance documents on behalf of operators
• Process certified mail through our mailing provider
• Process payments through Stripe
• Communicate with you about your account, billing, and the Services
• Provide customer support and respond to inquiries
• Maintain compliance audit trails and proof of service records
• Monitor and improve platform security and performance
• Meet our legal and regulatory obligations
• Archive records for potential future legal proceedings

We do not use personal information for advertising, marketing profiling, or any purpose unrelated to the provision of the Services without your explicit consent.

Under PIPEDA, Rosewood collects, uses, and discloses personal information with the knowledge and consent of the individual, or as otherwise permitted by law. Our legal bases are:

• Contractual necessity: Processing required to perform the Services you have contracted for.
• Legitimate interests: Processing for platform security, fraud prevention, and maintaining compliance audit records.
• Legal obligation: Processing required to comply with applicable Canadian law.
• Consent: Where we rely on consent, you may withdraw it at any time.

Rosewood does not sell, rent, or trade personal information to third parties. We share personal information only with the following service providers:

Note: Some service providers are located in the United States. Rosewood requires all service providers to protect personal information to a standard consistent with PIPEDA.

Rosewood retains personal information only as long as necessary:

• Operator account data: Retained for the duration of the active subscription and for 7 years following cancellation, to support legal and compliance obligations.
• Tenant and third-party personal information: Retained for 7 years following account cancellation to support operator compliance records and potential legal proceedings.
• Payment records: Retained for 7 years as required by Canadian tax and business records legislation.
• Platform usage and technical data: Retained for up to 2 years for security and performance purposes.

Following the applicable retention period, personal information is securely deleted or anonymized.

Rosewood implements reasonable technical and organizational security measures including:

• 256-bit encryption for data in transit and at rest
• Access controls limiting personal information access to authorized personnel only
• Secure server infrastructure
• Regular security monitoring and logging

No system is completely secure. Please notify us immediately at support@rosewoodsystems.io if you suspect unauthorized access to your account.

Rosewood's service providers including Stripe, Lob, and Airtable are located in the United States. Personal information transferred to these providers is subject to U.S. law, which differs from Canadian privacy law.

Rosewood requires all service providers to protect personal information through contractual obligations consistent with PIPEDA. By using the Services, you acknowledge and consent to these cross-border transfers.

Rosewood's website and Services do not use cookies, tracking pixels, advertising tags, analytics scripts, or any other tracking technologies that collect personal information about your browsing behavior.

Rosewood does not use:

• Google Analytics or any analytics platform
• Facebook Pixel, Google Ads tags, or advertising retargeting tools
• Session recording or heatmap tools
• Third-party tracking or profiling cookies

The only technical data collected when you visit the Rosewood website is standard server log data including IP address, browser type, and access timestamps. This is collected for security and operational purposes only and is not used to track or profile individual visitors.

Because Rosewood does not use non-essential cookies or tracking technologies, no cookie consent banner is required on this website at this time. If Rosewood introduces any analytics or tracking tools in the future, this policy will be updated and a consent mechanism will be implemented before any such tools are activated.

Rosewood complies with Canada's Anti-Spam Legislation (CASL). We only send commercial electronic messages to individuals who have provided express or implied consent in accordance with CASL requirements.

Where we send commercial electronic messages, every message will include:

• Clear identification of Rosewood Software Systems Inc. as the sender
• Our mailing address at 375 University Avenue, Suite 3228, Toronto, Ontario, M5G 2J5
• A functional unsubscribe mechanism

Rosewood will process all unsubscribe requests within 10 business days of receipt.

Rosewood may update this Privacy Policy from time to time. Material changes will be communicated to active subscribers via email or in-platform notification at least 30 days before taking effect.

The current version of this policy will always be available on our website. Continued use of the Services after the effective date of any update constitutes acceptance of the revised policy.