Privacy Policy

Kyan Properties Inc. (“Kyan Properties,” “we,” “us,” or “our”) is a short-term and mid-term accommodation provider based in Calgary, Alberta, Canada. We operate the website at kyanproperties.com and take bookings directly from guests.

This Policy applies to all personal information collected through our website, booking process, guest communications, and any other interaction you have with Kyan Properties. By making a booking or using our website you consent to the practices described in this Policy.

We collect only the personal information that is reasonably necessary to provide our services. This may include:

• Identity information: Full name, date of birth, and government-issued identification (where required for identity verification).
• Contact information: Email address, phone number, and mailing address.
• Booking information: Reservation dates, property selected, number of guests, and any special requests or communications related to your stay.
• Payment information: Payment is processed entirely by Stripe, Inc. Kyan Properties does not collect, see, or store your full credit card number, CVV, or banking details. We may retain a transaction reference number and partial card details (e.g., last 4 digits) provided by Stripe for record-keeping purposes only.
• Technical information: IP address, browser type, device type, pages visited, and time spent on our website, collected automatically via cookies and analytics tools (see Section 6).
• Communications: Any messages, emails, or inquiries you send to us, which we retain for customer service and dispute resolution purposes.

We collect personal information directly from you and do not purchase or acquire personal information from data brokers.

We use your personal information only for the purposes for which it was collected or as permitted by law, including:

• Processing, confirming, and managing your booking reservation.
• Sending booking confirmations, check-in instructions, and post-stay communications.
• Verifying your identity and eligibility to make a booking.
• Processing payments and managing refunds through Stripe.
• Complying with our legal and regulatory obligations, including tax reporting and municipal licensing requirements.
• Resolving disputes, investigating complaints, and enforcing our Terms of Service.
• Improving our website and service based on aggregated, anonymized usage data.
• Sending marketing communications, only with your consent (see Section 10).

We will not use your personal information for any purpose materially different from those listed above without first obtaining your consent.

We do not sell, rent, or trade your personal information. We may share your information with the following categories of third parties only where necessary:

• Payment processor (Stripe): To process your payment. See Section 5.
• Property management software: To manage reservations, calendars, and guest communications across our properties.
• Email service providers: To send transactional and marketing emails on our behalf (e.g., Resend). These providers are contractually prohibited from using your data for their own purposes.
• Legal or regulatory authorities: Where required by law, court order, or municipal licensing obligations (e.g., providing guest information to the City of Calgary as required for short-term rental permitting).
• Professional advisors: Lawyers, accountants, and insurers, under obligations of confidentiality, where necessary to protect our legal rights or comply with our obligations.

We require all third parties who handle your personal information on our behalf to maintain appropriate security measures and to handle it in accordance with applicable privacy law.

Stripe, Inc. is an independent data controller for payment information. Their collection and use of your financial data is governed by the Stripe Privacy Policy. We encourage you to review it.

Kyan Properties retains only the transaction reference number, booking amount, and partial card identifier (last 4 digits and card type) that Stripe returns to us, solely for the purpose of booking records and dispute management.

Our website uses cookies and similar tracking technologies to improve functionality and understand how visitors use the site.

• Strictly necessary cookies: Required for core website functions such as session management. These cannot be disabled.
• Analytics cookies: We may use tools such as Google Analytics to collect aggregated, anonymized data about site usage (pages visited, traffic sources, device type). This data does not identify you personally.
• Preference cookies: Used to remember your settings such as search filters or view preferences.

You can control or disable cookies through your browser settings at any time. Disabling certain cookies may affect the functionality of the website.

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with our legal obligations.

• Booking records (name, dates, property, payment reference) are retained for a minimum of seven (7) years for tax and accounting purposes as required by the Canada Revenue Agency.
• Communications and dispute records are retained for three (3) years from the date of your last interaction, or longer if required by ongoing legal matters.
• Marketing preferences are retained until you withdraw consent or request deletion.

When personal information is no longer required, we securely delete or anonymize it.

We implement commercially reasonable physical, technical, and organizational safeguards to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• HTTPS/TLS encryption for all data transmitted to and from our website.
• Access controls limiting personal data to authorized personnel on a need-to-know basis.
• Use of reputable third-party services with their own security certifications (e.g., Stripe PCI-DSS Level 1).

No method of electronic transmission or storage is 100% secure. While we take the protection of your personal information seriously, we cannot guarantee absolute security. In the event of a privacy breach that poses a real risk of significant harm to you, we will notify you and the Office of the Information and Privacy Commissioner of Alberta as required by PIPA.

Subject to certain legal exceptions, you have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct any inaccurate or incomplete personal information.
• Deletion: Request that we delete your personal information, subject to our legal retention obligations.
• Withdrawal of consent: Withdraw your consent to any non-essential use of your personal information at any time. Note that withdrawal of consent may affect our ability to provide certain services.
• Complaint: Lodge a complaint regarding our privacy practices with the Office of the Information and Privacy Commissioner of Alberta (OIPC).

To exercise any of the above rights, contact us at info@kyanproperties.com. We will respond within 30 days as required by PIPA. We may need to verify your identity before processing a request.

We comply with Canada's Anti-Spam Legislation, S.C. 2010, c. 23 (“CASL”).

• Transactional messages (booking confirmations, check-in details, receipts) are sent based on our contractual relationship with you and do not require separate marketing consent.
• Marketing messages (promotions, newsletters, new property announcements) are only sent where you have provided express or implied consent under CASL.
• Unsubscribe: You may withdraw consent from marketing communications at any time by clicking the “Unsubscribe” link in any such email or by contacting us directly. We will process your request within 10 business days.

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at info@kyanproperties.com and we will promptly delete it.

Our website may contain links to third-party websites (e.g., Google Maps, Stripe). These sites have their own privacy policies and we have no responsibility or liability for their content or practices. We encourage you to review the privacy policy of any third-party site you visit.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The “Effective Date” at the top of this page will always reflect the date of the most recent update.

We will notify you of material changes by email (using the address provided at your most recent booking) or by posting a prominent notice on our website. Continued use of our services after changes are posted constitutes acceptance of the updated Policy.

If you have questions, concerns, or complaints about this Privacy Policy or how we handle your personal information, please contact our Privacy Officer: