Effective date: January 2026
1. Who we are
Hostworks is operated by Property Valet Rental Management Ltd. (“Hostworks,” “we,” “us,” or “our”). We provide vacation rental listing, marketing, pricing, calendar, and booking support services.
This Privacy Policy explains how we collect, use, disclose, and protect personal information through hostworks.co and our services. It applies to website visitors, prospective and current homeowner clients, and guests whose information we handle in providing those services.
Personal information means information about an identifiable individual.
2. Information we collect
Depending on your interactions with us, we collect:
- Contact and inquiry information: Your name, email address, telephone number, and information you provide through forms or correspondence.
- Homeowner and property information: Your property address, ownership or management contact details, rental arrangements, photographs, listing information, and onboarding details. Property information can be personal information when connected to an identifiable person.
- Account and service information: Account details, service agreements, preferences, support requests, and records of our communications.
- Reservation and guest information: Information provided by homeowners, guests, or connected booking platforms that we need to support reservations, calendar synchronization, cancellations, refunds, or damage claims. This may include guest names, contact details, stay dates, reservation references, and relevant correspondence.
- Billing and transaction information: Information necessary to administer service fees, invoices, refunds, and payments. [Confirm what Hostworks receives, which payment providers are involved, and whether any payment-card or banking details are stored.]
- Website information: Technical and usage information, such as IP address, browser and device type, pages visited, and interaction times, where collected by our website or its providers. See Section 5.
We obtain information directly from you and, where relevant to our services, from property owners, authorized representatives, booking platforms, and service providers.
Please provide only information needed for your request. If you share another person’s information, you must have the authority or consent required to do so.
3. How we use personal information
We use personal information to:
- Respond to inquiries and assess whether our services meet your needs.
- Onboard homeowners and administer accounts and service agreements.
- Create and manage listings, coordinate property marketing, and support pricing and calendar management.
- Support reservations, cancellations, refunds, and damage claims.
- Process billing and maintain transaction records.
- Provide customer support and communicate about our services.
- Maintain, secure, troubleshoot, and improve our website and services.
- Send marketing communications where we have the required consent or another lawful basis to do so.
- Meet legal obligations, prevent fraud, and establish or protect legal rights.
We limit our collection and use to information reasonably needed for the identified purposes. If we intend to use information for a new purpose, we will explain that purpose and obtain consent where required.
4. Consent and communications
We obtain consent where required by applicable law. Depending on the information and circumstances, consent may be express or implied. We seek express consent where required, including for sensitive information.
You may withdraw consent by contacting us, subject to legal or contractual restrictions and reasonable notice. We will explain if doing so affects our ability to provide a requested service.
You can unsubscribe from promotional emails using the unsubscribe link or by contacting us. We may still send necessary communications about an active account, reservation, transaction, or service.
5. Cookies and similar technologies
Our website may use cookies and similar technologies to operate features, remember preferences, understand website use, or support advertising.
You can manage cookies through your browser settings. Blocking some cookies may affect website functionality. Where consent is required for optional technologies, we will obtain it before using them.
6. When we share personal information
We share personal information only as reasonably necessary for the purposes described in this policy, including with:
- Personnel and service providers: Authorized staff and providers supporting website hosting, forms, communications, account administration, booking tools, payment processing, and technical support. Access is limited according to their responsibilities.
- Property owners and authorized representatives: Where needed to administer a reservation or provide rental support.
- Booking platforms and connected services: Where needed to create or manage listings, synchronize availability, and support reservations.
- Property Valet: The legal entity owning and operating the Hostworks service.
- Professional advisers and authorities: Where reasonably necessary for professional advice, legal compliance, or the establishment, exercise, or defence of legal claims, as permitted by law.
- Parties to a business transaction: In connection with a proposed or completed sale, merger, or reorganization, subject to applicable legal requirements and confidentiality protections.
When providers process information on our behalf, we require appropriate safeguards and restrictions on its use.
Booking platforms and other organizations may also handle information for their own purposes under their own privacy policies.
7. Where information is processed
Where we or our providers process information outside your province or Canada, it may be subject to the laws of the jurisdiction where it is processed, including lawful access by courts, law enforcement, or other authorities.
We remain responsible for information under our control and use contractual or other appropriate measures to protect information handled on our behalf.
8. Retention and security
We retain personal information only as long as reasonably necessary for its identified purposes, including providing services, maintaining required records, meeting legal obligations, and resolving disputes. Retention periods depend on the information and the reason it is held.
When information is no longer needed, we securely destroy it or anonymize it in accordance with applicable law.
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information. No method of transmission or storage is completely secure. We respond to privacy incidents and notify affected individuals and regulators where required by law.
9. Your privacy rights
Subject to applicable law, you may request access to your personal information, ask how it has been used or disclosed, and request corrections. You may also withdraw consent or exercise other privacy rights available in your jurisdiction.
Contact us using the details below. We may need to verify your identity before responding. We respond within applicable legal time limits and explain any lawful limitations or refusal, along with available complaint options.
If we handle your information on behalf of a property owner or another organization, we may coordinate with that organization to address your request.
10. Other websites
Our website may link to third-party websites, including booking platforms. Their handling of information is governed by their own privacy policies. This policy applies to information handled by Hostworks.
11. Changes to this policy
We may update this policy as our services or practices change. The current version will be posted on our website with an updated effective date. We will provide additional notice and obtain consent for changes where required by law.
12. Contact us
For privacy questions, access or correction requests, or complaints, contact:
Privacy Officer
Property Valet Rental Management Ltd., operating as Hostworks
Email: Hostworks@propertyvalet.ca
Telephone: (705) 607-2583
219 Hurontario Street
Collingwood, ON
L9Y 2M1
Canada
We will investigate privacy complaints and respond appropriately. You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or the provincial privacy regulator with jurisdiction over your concern.