Privacy Policy
Anchor is operated by KLOUDFLAKE in British Columbia, Canada. It supports the tenancy lifecycle: preparing an RTB-1 tenancy agreement, documenting move-in and move-out with RTB-27 inspections, collecting signatures, and keeping tenancy documents together. This policy covers personal information in account and tenancy records, agreements, inspections, signing, and delivery.
Anchor does not sell or rent personal information. We use and share it to provide the tenancy service described below and may disclose it when required by law.
Information used by Anchor
- Account and tenancy details: sign-in information, landlord and tenant names, email addresses, phone numbers, service addresses, rental property details, and tenancy dates.
- Tenancy agreements (RTB-1): rent and deposit amounts, payment dates, included services, agreement terms, addendums, and draft and signed documents.
- Condition inspections (RTB-27): room and item conditions, notes, photos, move-in and move-out reports, and photo addendums.
- Signing and delivery: participant details, signatures, signing status, and document generation and delivery records.
Provide information relevant to the tenancy and the documents you prepare. This applies to agreement terms, notes, photos, and other material you enter.
Essential cookies support sign-in and account security. We also process technical information, including session identifiers and, where available, IP addresses and browser details, to prevent misuse and support signing and security records.
Why we use it
We use this information to set up a tenancy, prepare and store agreements and inspection records, reuse shared tenancy details in related documents, compare move-in and move-out condition, invite participants to review and sign, and deliver completed copies. We also use account information to manage subscriptions and provide support. Security and delivery records help us investigate errors, monitor delivery, and protect accounts.
Account holders and tenancy participants
The landlord or property manager decides which tenancy details to enter and whom to invite. They are responsible for having authority to collect and share participant information and explaining its use. Participants can review and sign through an invitation link without an Anchor account. Access is limited to the documents shared with them.
You may request corrections to tenancy records from the landlord or property manager who created them, or contact Anchor directly about personal information under our control.
Who receives information
Account holders share records with invited participants and designated document recipients. Stripe handles payments, Google supports optional sign-in, Documenso supports electronic signing, and our email provider delivers messages and document packages. These providers receive information needed for their role, including complete documents and participant details where required for signing and delivery. Recipients may retain their own copies.
Where information is stored
Anchor's primary application data—including account and participant details, tenancy agreements, inspection records, photos, and signed documents—is stored on servers located in Canada. Information handled by third-party sign-in, payment, electronic-signature, or email services may be processed or retained in other countries and may be subject to the laws of those countries.
How records are protected
Anchor uses private document storage and access controls for tenancy agreements, inspection photos, and generated documents. Access is checked before protected files are provided, and access records support security monitoring. Invited participants have access to the documents shared with them.
How long records are kept
Anchor retains personal information and documents to support tenancy recordkeeping and service administration. The retention rules below depend on the record type and plan. Keep your own copies of important completed documents.
Tenancy agreements (RTB-1)
Agreement details, drafts, addendums, and signed copies are stored with the tenancy. For an eligible move-out completed on Free while the account is on Free, scheduled cleanup also deletes RTB-1 agreements and generated files for that tenancy after the three-day period described below. Unfinished agreement signing or pending signed-document email can delay cleanup. Other agreement records are handled under the deletion process below.
Condition inspections (RTB-27)
Inspections completed on a paid plan remain available. For a move-out inspection completed on Free while the account is on Free, the tenancy and report become unavailable when the email service accepts the move-out package for all tenant recipients. Cleanup is scheduled no earlier than three days after the last required acceptance. This period is for backend recovery, not continued access or downloads. Email acceptance does not confirm inbox delivery.
Cleanup removes direct tenant identity and identifying inspection text and schedules generated documents for deletion. Original inspection photos remain in private storage and do not expire automatically; they may contain personal information. File deletion is processed separately and may complete later. A paid upgrade before cleanup can suspend scheduled deletion; a later return to Free starts a new three-day period. An upgrade does not restore records already hidden or deleted.
Other records and deletion requests
Account records and other tenancy information are retained as needed to provide the service and meet legal, security, and business obligations. Some structured inspection information remains after identifying details are removed. Backup copies and records held by signing providers are subject to separate retention processes.
You may request deletion of personal information under Anchor's control. We will review the request and explain any information we must retain. Copies independently saved by recipients remain under their control.
Privacy Officer and requests
Contact KLOUDFLAKE’s Privacy Officer at support@anchor.kloudflake.com to request access, correction, or deletion, or to make a privacy complaint. We may verify your identity and protect other people's information. We respond to access requests within 30 days as calculated under applicable law, unless a permitted extension applies.
You may withdraw consent on reasonable notice, subject to legal restrictions. We will explain the consequences, including any service we can no longer provide. Withdrawal does not necessarily require deletion of records we are legally permitted or required to retain.
If we cannot resolve your concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia.
We will update this policy and provide notice of material changes. Where a new use or disclosure requires consent, we will obtain it before making that change.
See our Terms of Service for the rules for using Anchor.