Ontario · Google Sheets template
Tenancy records inventory template — Toronto
One row per class of record: why it's kept, where, who can see it, and the basis for keeping it. Retention is a reason with a review date; holds pause disposal. Ontario has no private-sector privacy statute, so PIPEDA is the reference (verify applicability).
Live Google Sheet
Claude Co-Work › Platuni Compliance Hub. Formulas verified on import.
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Blue cells are formulas; SAMPLE rows are synthetic.
| Summary | Record classes | =COUNTA(A:A) | With personal info | =COUNTIF(C:C,"Yes") | Under hold | =COUNTIF(H:H,"Yes") | Reviews overdue | =COUNTIFS(G:G,"<"&TODAY()) | |
|---|---|---|---|---|---|---|---|---|---|
| Record class | Purpose | Personal info? | Where held | Who can access | Retention basis | Review date | Hold? | Hold reason | Source / note |
| SAMPLE Standard leases and amendments | Evidence of the terms | Yes | Drive › Tenancies › [unit] | Owner; bookkeeper | Life of tenancy + limitation period | 2028-09-01 | No | RTA; Limitations Act — verify | |
| SAMPLE N1 / N2 and certificates of service | Proof of lawful rent and service | Yes | Drive › … › Rent | Owner | Life of tenancy + limitation | 2028-09-01 | No | RTA ss.116–120 — verify | |
| SAMPLE Condition records and photos | Baseline and end state | Yes | Drive › … › Condition | Owner | Life of tenancy + limitation | 2028-09-01 | Yes | L2 filed 2026-08 (unit 3) | No mandatory form — verify |
| SAMPLE RentSafeTO registration and plans | Registration; required plans | No | Drive › RentSafeTO | Owner; PM | Current + previous year | 2028-09-01 | No | Toronto Ch. 354 — verify |
Field definitions
- Record class
- A kind of record, not a document
- Purpose
- In words you could say to the tenant
- Retention basis
- A reason (limitation period, tax period, PIPEDA), never a bare date
- Review date
- Drives 'overdue'
- Hold?
- An LTB application, claim or request pauses disposal
- Source / note
- 'verify' until reviewed