1. Introduction

Welcome to Team Deen Real Estate. We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us. This policy applies to all personal information collected by Team Deen Real Estate through any medium, including our website, mobile applications, email, telephone, and in-person interactions.

Compliance Statement

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian federal and provincial privacy laws. We are committed to the principles of fair information practices as outlined in these regulations.

2. Information We Collect

2.1 Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Contact us for services: Name, email address, phone number, mailing address
• Request property information: Property preferences, budget range, desired locations, timeline
• Submit property listings: Property details, photographs, ownership information, financial details
• Apply to rent or lease: Employment information, income verification, credit history, references, identification documents
• Complete transactions: Financial information, banking details, signature, identification for legal documents
• Subscribe to communications: Email address, communication preferences, areas of interest
• Participate in surveys or promotions: Feedback, preferences, demographic information

2.2 Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing behavior:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, search queries, referral URLs
• Location Data: General geographic location based on IP address
• Cookies and Tracking: Cookie identifiers, session data, analytics information

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

• Credit bureaus and financial institutions (with your consent)
• Public records and databases (property records, corporate registries)
• Multiple Listing Service (MLS) and other real estate databases
• Social media platforms (if you choose to connect your accounts)
• Business partners and service providers
• References you provide (previous landlords, employers)

3. How We Use Your Information

We use the information we collect for the following legitimate business purposes:

3.1 To Provide Real Estate Services

• Facilitate property buying, selling, leasing, and rental transactions
• Match clients with suitable properties based on their preferences
• Prepare and execute legal documents, contracts, and agreements
• Conduct property valuations, market analyses, and investment assessments
• Coordinate property viewings, inspections, and showings
• Negotiate terms and conditions on behalf of clients
• Process rental and lease applications

3.2 To Communicate With You

• Respond to your inquiries, requests, and questions
• Send property listings, market updates, and newsletters (with your consent)
• Provide transaction updates and important notifications
• Send appointment reminders and scheduling confirmations
• Conduct surveys and request feedback to improve our services

3.3 For Business Operations and Compliance

• Verify your identity and prevent fraud
• Comply with legal and regulatory obligations (anti-money laundering, tax reporting)
• Maintain accurate business records and transaction documentation
• Process payments and manage financial transactions
• Enforce our terms of service and protect our legal rights
• Resolve disputes and investigate complaints

3.4 To Improve and Market Our Services

• Analyze website usage and user behavior to improve functionality
• Personalize your experience and tailor content to your interests
• Develop new services and enhance existing offerings
• Conduct market research and competitive analysis
• Send promotional materials and marketing communications (with your consent)
• Display targeted advertisements based on your interests

4. How We Share Your Information

We may share your personal information in the following circumstances:

4.1 With Your Consent

We share your information with third parties when you have given us explicit permission to do so, such as when marketing your property or sharing your information with potential buyers, sellers, landlords, or tenants.

4.2 Service Providers and Business Partners

We share information with trusted third-party service providers who assist us in operating our business:

• Legal professionals: Lawyers, notaries, and legal advisors for transaction closings
• Financial institutions: Mortgage brokers, lenders, and banks for financing arrangements
• Property services: Home inspectors, appraisers, photographers, stagers
• Technology providers: Website hosting, CRM systems, email marketing platforms, analytics services
• Marketing services: Advertising platforms, social media networks, marketing agencies
• Administrative services: Accounting firms, payment processors, document management services

4.3 Real Estate Industry Participants

Other real estate brokerages and agents involved in transactions, Multiple Listing Service (MLS) and other property listing databases, real estate boards and professional associations, property management companies and landlords.

4.4 Legal and Regulatory Requirements

We may disclose your information when required or permitted by law:

• To comply with legal obligations, court orders, or government requests
• To enforce our terms of service and protect our rights and property
• To prevent fraud, security threats, or illegal activities
• To protect the safety and rights of our clients, employees, and the public
• In connection with regulatory investigations or audits

4.5 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred to the acquiring entity. We will notify you of any such change and provide you with choices regarding your information.

Third-Party Accountability

All third-party service providers with whom we share personal information are contractually obligated to protect your data and use it only for the purposes we specify. We conduct due diligence to ensure these parties maintain appropriate security measures.

5. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction.

5.1 Security Measures

• Encryption: We use SSL/TLS encryption for data transmission over the internet
• Access Controls: Restricted access to personal information on a need-to-know basis
• Authentication: Strong password policies and multi-factor authentication where applicable
• Physical Security: Secure facilities with controlled access to protect physical records
• Employee Training: Regular privacy and security training for all staff members
• Monitoring: Continuous monitoring for security threats and vulnerabilities
• Secure Disposal: Proper destruction of physical and electronic records when no longer needed

5.2 Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary based on the type of information and applicable legal requirements:

• Transaction Records: Retained for 7 years as required by tax and business laws
• Marketing Communications: Retained until you unsubscribe or request deletion
• Website Usage Data: Typically retained for 24-36 months for analytics purposes
• Application Data: Retained for the duration of the application process plus 1 year

Important Security Notice

While we implement strong security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You are responsible for maintaining the confidentiality of your account credentials and should notify us immediately of any unauthorized access.

6. Your Rights and Choices

Under Canadian privacy laws, you have certain rights regarding your personal information. We are committed to honoring these rights and providing you with control over your data.

6.1 Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if the information is inaccurate, incomplete, or out-of-date. We will respond to your request within 30 days and provide you with a copy of your information in a commonly used format.

6.2 Withdrawal of Consent

You may withdraw your consent for us to use or disclose your personal information at any time, subject to legal or contractual restrictions. Please note that withdrawing consent may limit our ability to provide certain services to you.

6.3 Marketing Communications

You can opt out of receiving marketing communications from us at any time by:

• Clicking the “unsubscribe” link in our emails
• Contacting us directly using the information provided below
• Updating your communication preferences in your account settings

Please note that even if you opt out of marketing communications, we may still send you transactional or administrative messages related to our services.

6.4 Data Portability

Upon request, we will provide you with a copy of your personal information in a structured, commonly used, and machine-readable format where technically feasible.

6.5 Deletion Requests

You may request that we delete your personal information, subject to certain legal exceptions. We may need to retain certain information for legal compliance, dispute resolution, or to complete transactions you have initiated. We will respond to deletion requests within 30 days.

6.6 Cookie Preferences

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing cookies. However, disabling cookies may affect the functionality of our website.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information in the “Contact Us” section below. We may need to verify your identity before processing your request to protect your privacy and security. If you are not satisfied with our response to your privacy concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website, analyze usage patterns, and deliver personalized content and advertisements.

7.1 Types of Cookies We Use

• Essential Cookies: These cookies are necessary for the website to function properly and cannot be disabled. They enable basic functions like page navigation, secure areas access, and form submission.
• Performance Cookies: These cookies collect information about how visitors use our website, such as which pages are visited most often. This helps us improve website performance and user experience.
• Functionality Cookies: These cookies remember your preferences and choices (such as language or region) to provide a more personalized experience.
• Advertising Cookies: These cookies are used to deliver advertisements relevant to you and your interests. They also help measure the effectiveness of advertising campaigns.

7.2 Third-Party Tracking

We use third-party services that may place cookies on your device:

• Google Analytics: For website traffic analysis and user behavior insights
• Facebook Pixel: For social media advertising and remarketing
• Google Ads: For search and display advertising campaigns
• Social Media Plugins: For social sharing and engagement features

7.3 Managing Cookies

You can control and manage cookies in several ways:

• Use your browser settings to block or delete cookies
• Opt out of interest-based advertising through industry opt-out platforms
• Use browser plugins or extensions that block tracking
• Enable “Do Not Track” settings in your browser

8. Children’s Privacy

Our services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete that information as soon as possible. If you are a parent or guardian and believe we may have collected information about a child, please contact us immediately using the contact information provided below.

9. International Data Transfers

Your personal information may be stored and processed in Canada or other countries where our service providers operate. When we transfer information outside of Canada, we ensure appropriate safeguards are in place to protect your information in accordance with Canadian privacy laws. By using our services, you consent to the transfer of your information to these jurisdictions, which may have different data protection laws than Canada. However, we will continue to protect your information in accordance with this Privacy Policy regardless of where it is processed.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will notify you by:

• Posting the updated policy on our website with a new “Last Updated” date
• Sending an email notification to registered users (for significant changes)
• Displaying a prominent notice on our website or in our services

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy.