Privacy policy

Last updated October 21, 2026

Short version: we collect what you send us to review your assessment and run your case. We share it only with the people who need it for the case, the companies that run our tools, and anyone the law requires us to tell. It’s kept in Canada and only worked on in Canada, with two limits explained below (email and our website form, and providers’ staff abroad), and it’s never used to train AI. We don’t sell it, and we don’t use it for anything new without asking you first.

Who we are

FairRoll is run by FairRoll. We’re responsible for the personal information we collect. For any privacy question or request, contact Aidan Mercer at hello@fairroll.ca.

What we collect

• The review form. Your name, email, building address and city. If you choose, also the building type, its assessed value, a note, and whether you want an email when next year’s notices come out.
• Your case documents. If you sign up, things like rent rolls, leases, expenses and plans. These can name your tenants and guarantors.
• Case paperwork. Your signed service agreement, the agent authorization form, billing details, and what the assessor sends us about your building.
• Our emails with you. Please don’t send documents by email, text or chat apps; use our secure upload page.
• Public assessment information. What cities and BC Assessment make public about buildings, such as assessed values and property addresses.

When you send us documents that name tenants or guarantors, you’re confirming you’re allowed to share them with us for your case. Those people can contact us about their information too.

How we use it

We use it to review your assessment, tell you whether an appeal (officially often called a complaint) is worth filing, prepare and file it, deal with the assessor, go to any hearing, and invoice you. If you ticked the box, we also email you when next year’s notices come out.

We don’t use your documents for anything beyond your case without asking you first, and we don’t sell your information.

We may also send a letter addressed to “the owner” at a commercial property, using public assessment information about the building. If you’d rather not hear from us, email us and we’ll stop.

AI and your documents

We use AI software to read your documents, pull out the figures and draft the evidence. Your documents are never used to train AI models, ours or anyone else’s. A person checks everything the AI drafts before it’s filed or sent. A person, not the software, decides whether to take your case and what to file. How we use AI has the details.

Who sees it

• Our hearing partners. Experienced property tax agents who work with us under written contracts. The one handling your case is named on the agent authorization form.
• The assessor (the city in Calgary, Edmonton or Winnipeg, or BC Assessment in BC), who sees the evidence we file.
• The review board, if your case goes to a hearing, and a court or higher board if it’s appealed further.
• Companies that run our tools: our form, email, file storage, e-signatures, accounting, website and the AI software that reads documents and drafts evidence (Cloudflare for website hosting and the review form, Google Gmail for email). They can use your information only to provide that service to us, and never to train AI.

We also share information when the law requires it. If FairRoll becomes a company or is sold, our records may move to the new owner, who has to follow this policy.

What can become public

Many cases settle with the assessor and never reach a public decision. If a case goes to a hearing, what we file with the board becomes part of its record, and board decisions can be public (some are published online) and may name the property and the owner. We file only what the case needs.

Your information stays in Canada

Your information and documents are kept in Canada, and everything we do with them happens in Canada. Every tool we use, AI included, is set up to keep them in Canadian data centres. The exceptions are email and the review form on our website, explained below. Our hearing partners work on your files only inside those systems, apart from what they file with or send to the assessor or board.

Two limits:

• Email and the review form. Our email is Gmail, and the review form on our website runs on our web host, Cloudflare. Both may store what you send outside Canada. Email also passes through your email provider and ours on the way, and we can’t control where that happens. Please send documents through our secure upload page, not by email.
• Foreign-owned providers. Some of our providers are owned by companies based outside Canada. Their staff may sometimes see information from outside Canada, mainly from the United States, for example to fix a problem or check for misuse. US law may let the US government ask them for it.

How long we keep it

• A review request that doesn’t become a case: deleted within 12 months. If you ticked the reminder box, we keep your name and email until we’ve sent that email.
• Case documents (rent rolls, leases and so on): deleted within 12 months after your case closes (or the last year we handle for you), unless you ask us to keep them for next year’s check.
• The agreement and invoices: kept 7 years for tax records.

Backup copies are deleted when the backups expire. Our AI providers may keep a copy of some requests for a short time to check for misuse; those are deleted on the provider’s schedule, not ours.

How we protect it

We limit access to the people working on your case and the providers that run our tools, and we store files encrypted. Our hearing partners and providers have to keep your information confidential.

If a breach puts you, or anyone named in your documents, at real risk of significant harm, we’ll tell the people affected as soon as we can and report it to the privacy commissioner, as the law requires.

Your choices

• See or correct it. Ask for a copy of what we hold about you, or ask us to fix it. We’ll answer within 30 days, or tell you if we need longer as the law allows.
• Delete it. Ask and we’ll delete it. We can’t delete what’s already been filed with an assessor or board, or our agreement and invoices (kept for tax records). We also keep anything needed for an open case or a dispute, or that the law says we must keep. Backup copies are deleted when the backups expire, and copies a provider keeps for a short time to check for misuse are deleted on its schedule; we can’t delete those ourselves.
• Change your mind. You can tell us to stop using your information. If your case is under way, that may mean dropping it, and we’ll explain what that involves before we do anything.
• Emails. We email you about your request or your case. Anything else, like next year’s reminder, only if you’ve agreed. Each of those includes our mailing address and an unsubscribe link, and we act on it within 10 business days.
• Complain. Tell us first. If we can’t fix it, you can go to the federal Privacy Commissioner (this covers Manitoba), or the provincial one in BC or Alberta.

Cookies and this website

This site has no cookies, no tracking and no outside add-ons. There’s no AI chatbot or other AI on it. Our web host, Cloudflare, keeps a short-term record of visits (your IP address and browser type) to keep the site running, and may handle it outside Canada. The savings calculator works in your browser, and nothing you type into it is sent to us. We’ll update this policy before adding anything that changes this.

Changes

If we change this policy, we’ll update the date at the top. If we want to use information you’ve already given us in a new way, we’ll ask you first.