Legal
Privacy Policy
House Checkup is operated by Oakden, based in Ontario, Canada. This policy explains what personal information we collect, how we use it, who we share it with, and your rights under the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).
Last updated: March 2026
What we collect
When you use House Checkup, we may collect: your name and email address (if you create an account or submit a review request), property address (optional, if you choose to provide it), issue descriptions and uploaded photos you submit with a condition assessment, assessment results generated by the AI, account credentials (passwords are stored as bcrypt hashes — never in plain text), payment information processed by Stripe (we do not store raw card numbers), and usage logs including timestamps and session data. Guest assessments (no account required) are not linked to any persistent identity.
Why we collect it
Data is collected to deliver our services: AI condition assessments, building-science reviews, specialist coordination, payment processing, and product improvement. Usage logs help us understand how the service is used so we can make it better. We do not collect data we don't need.
How AI processes your data
When you submit a condition assessment, your description, selected issue category, room location, and any uploaded photo are processed by our AI system to generate a diagnostic output. Our AI runs locally on our own servers — your photos and descriptions are not sent to third-party AI cloud providers (such as OpenAI, Google, or Anthropic) for processing. EXIF metadata (including GPS coordinates, camera model, and device information) is automatically stripped from uploaded photos before processing to protect your location privacy. By submitting an assessment you consent to this processing. You can request deletion of your submissions and any data linked to your account at any time by emailing [email protected].
How your data is used
Your data is used to: deliver AI condition assessments and expert review services, maintain your issue history and property health record, process payments via Stripe, send transactional emails (confirmation, payment receipts, review delivery), and improve the accuracy and quality of the service. If you have opted in, we may send you tips, product updates, and offers by email. You can unsubscribe at any time via the link in any marketing email.
Who we share data with
We do not sell your data. We share data only as necessary to operate the service: Stripe (payment processing), our email delivery provider (transactional and opted-in marketing emails), and verified specialist or contractor partners — only when you have requested escalation to a field service and explicitly consented to that sharing. When data is shared with a subcontractor or specialist, only job-relevant information is provided: property address, issue description, uploaded photos related to the issue, and assessment results. Personal contact information is shared only with your explicit consent. Our hosting and infrastructure providers may process data as part of normal operation. All third-party processors are contractually required to handle your data appropriately.
Cross-border data transfers
Our AI processing runs on local Canadian infrastructure. Some of our other processors, including Stripe and our email delivery provider, may be based in the United States. When your data is transferred outside Canada, we take steps to ensure appropriate protections are in place through contractual safeguards consistent with PIPEDA requirements.
Data retention
Diagnostic reports and assessment records are retained for 2 years or until you request deletion. Uploaded photos are retained for 90 days unless they are linked to an active case, in which case they are retained for the life of the case. Payment records are retained as required by applicable law. Deleted data is removed within 30 days of a confirmed deletion request.
Your rights under PIPEDA
Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to: access the personal information we hold about you, request corrections to inaccurate information, request deletion of your data, withdraw consent to the collection or use of your personal information (subject to legal or contractual restrictions), and file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated. To exercise any of these rights, email [email protected]. We will respond within 30 days. You may also delete individual cases or your entire account from the account settings page.
Security
All data is transmitted over TLS (HTTPS). Passwords are hashed using bcrypt and never stored in plain text. Access to production data is restricted to authorized personnel. Uploaded photos are stored with randomized filenames (not originals) and EXIF data is stripped on upload. In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required under PIPEDA's mandatory breach notification provisions.
CASL — Marketing emails
We send marketing emails only with your express or implied consent as defined under Canada's Anti-Spam Legislation (CASL). Every marketing email includes a clear and functional unsubscribe mechanism. You can also manage your email preferences in your account settings.
Cookies
We use a session cookie to keep you logged in. No third-party tracking cookies, advertising pixels, or analytics platforms (such as Google Analytics) are used.
Changes to this policy
We may update this policy from time to time. Material changes will be communicated by email to the address on your account. Continued use of the service after a material change constitutes acceptance of the updated policy.
Contact
Questions or requests: [email protected]. House Checkup is operated by Oakden, based in Ontario, Canada.
Privacy questions? [email protected]