This Policy outlines the measures and practices that our agency (the “Agency” or “we” or “our”) has implemented to govern the management of personal information and to protect the personal information of our clients — that is, individuals from whom the Agency collects personal information through direct or indirect contact with an authorized representative of the Agency or through the website https://rsimmo.ca/ (the “Website”) (the “Clients” or “you” or “your”), for the purposes described in Section 4 below.
In this Policy, the term “personal information” refers to any information collected by the Agency that allows, either alone or in combination with other data, to directly or indirectly identify a Client.
Main Purpose of This Policy
This Policy aims to inform Clients of:
How the Agency collects personal information;
The nature and purposes of the personal information collected;
How this information is used and the third parties with whom it may be shared;
Your rights regarding your personal data, including access and rectification;
The security measures in place to protect your information;
How data is stored, destroyed, and/or anonymized;
How to contact the Agency for questions, feedback, or complaints regarding this Policy.
By providing personal information through direct or indirect contact with the Agency or by using the Website, you consent to the collection, use, disclosure, and retention of your personal information in accordance with this Policy.
The Agency reserves the right to amend this Policy at any time at its sole discretion. Any changes will be communicated to you, and your continued use of the Services (defined in Section 4) will constitute acceptance of the changes.
This Policy, and any modified version, is subject to applicable laws in the province of Quebec.
1. How Does the Agency Collect Personal Information?
The Agency collects personal data via:
Voluntary submission (in writing, by email, or orally) to an authorized representative;
Information from other businesses or public organizations;
Use of the Website (through forms, emails, or automatically — see Section 3).
2. What Personal Information Is Collected?
May include:
Name, contact info (address, email, phone);
Date of birth, gender, language preference;
Identity verification documents required under real estate brokerage laws and anti-money laundering regulations;
Citizenship or Canadian residency;
Information related to real estate transactions;
Financial details (credit card, tax returns, credit reports, etc.);
Communication history with the Agency;
Information shared during service provision (e.g. surveys, feedback, complaints);
Employment or engagement information (CV, education, professional affiliations);
Automatically collected data (see Section 3).
3. Automatically Collected Information & Cookies
To enable Website functionality and analytics, we automatically collect:
Internet service provider domain;
IP address;
Browser and OS type;
Date and time of visit;
Country of origin;
Pages visited and duration;
Referring site;
Crash data.
These may be collected via cookies or web beacons (invisible pixels), which also improve Website performance.
4. Why We Collect Personal Information
Purposes include:
Assisting with real estate transactions (“Services”);
Complying with legal requirements;
Sending alerts, recommendations, and personalized content (requires your activation);
Communicating service updates or offers;
Conducting follow-ups;
Generating anonymized statistical insights;
Improving the Website;
Processing job applications.
No other uses will occur without your consent, unless permitted by law.
5. Who We May Share Personal Information With
Generally for internal use. However, it may be shared with:
Employees or agents needing access for legitimate purposes;
External service providers under strict confidentiality agreements (e.g., website hosting);
Third parties if required or permitted by law;
Entities outside Quebec, only if they provide adequate data protection and contractual safeguards.
6. How We Protect Your Data
We apply physical, technical, and administrative safeguards, such as:
Background checks and confidentiality agreements for staff;
Restricted access controls;
Secure, locked storage for physical data;
Secure digital storage with authentication protocols;
Encrypted data transfers and password protection;
Ongoing security audits by IT service providers.
7. Privacy Incident Management
The Agency maintains a register of privacy incidents. If an incident could cause serious harm, you will be notified as required by law, based on criteria like data sensitivity and misuse likelihood.
8. Data Retention
Data is kept only as long as necessary for its intended use or legal requirements.
Client files are closed after the real estate process ends.
Non-employee data is destroyed or anonymized 6 years after closure.
Employee data is kept for at least 7 years after employment ends.
Anonymization means the data can no longer identify you, directly or indirectly.
9. Access, Correction, and Copies
You may request access, corrections, or copies of your personal information by submitting a written request. The Agency must verify your identity and respond within 30 days.
Corrections are granted if data is:
Inaccurate, outdated, unclear, incomplete, or improperly collected.
Upon request, digital data will be provided in a structured and commonly used format, unless impractical.
If access is denied, you will receive a reason and information on possible remedies.
10. Withdrawing Consent
You may withdraw or modify consent for the use or sharing of your data, unless restricted by contract or law. Submit a written request.
Note: Withdrawal may impact the Agency’s ability to provide services.
11. Filing a Complaint
Complaints about our privacy practices can be submitted in writing to our Privacy Officer (contact in Section 14).
You will receive a response within 30 days. If dissatisfied, you may file a complaint with Quebec’s Commission d’accès à l’information:
https://www.cai.gouv.qc.ca/diffusion-de-linformation/services-et-formulaires/12. Your Privacy Is Our Priority
Contact us for more information about how we handle personal data.
13. Third-Party Products
The Website may link to third-party websites or services (“Third-Party Products”). These have their own terms and privacy policies.
The Agency is not responsible for:
The content or use of these products;
The protection of your personal data by these third parties.
You should always review their privacy policies and terms of use before using them.
