How we handle personal information

Effective date: 10 July 2026 · Last reviewed: 10 July 2026

1. Who we are

RealEstateAICo Inc. ("RealEstateAICo", "we", "us") operates realestateaico.life and provides PropTech enablement services — lead scoring configuration, CRM automation, listing content workflows and related consultancy — from 301 8 Avenue SW, Suite 210, Calgary, Alberta T2P 1C5, Canada. Business number: 605318924 RC0001.

Privacy enquiries: [email protected]. General contact: [email protected].

2. Scope of this policy

This Privacy Policy describes how we collect, use, disclose, retain and protect personal information when you visit our website, submit a contact form, engage our enablement services or interact with automations we configure on behalf of clients. It does not govern third-party websites, listing portals or CRM platforms you use independently — those services maintain their own policies.

When we process personal information on behalf of a brokerage or property-management client, we act as a service provider under contractual instructions. The client's privacy policy may also apply to end-consumer data processed through automations we build.

3. Information we collect

3.1 Website visitors

When you browse realestateaico.life we may collect technical data such as IP address, browser type, device identifiers, referring URL and pages viewed. If you accept analytics cookies, additional usage metrics may be recorded as described in our Cookie Policy.

3.2 Contact form submissions

When you submit our contact form we collect the fields you provide: name, email address, optional phone number, optional company name, subject selection, message content and your PIPEDA consent confirmation. Submissions are timestamped in America/Edmonton (Mountain Time).

3.3 Client engagement data

During enablement projects we may access CRM records, lead lists, listing drafts, chat transcripts and workflow logs supplied by clients. This can include names, contact details, property preferences, communication history and agent notes. We collect only what is necessary to deliver the scoped automation and document excess fields for exclusion or redaction.

3.4 Cookies and similar technologies

We use strictly necessary cookies for basic site operation and, with consent, optional analytics and preference cookies. See the Cookie Policy for categories, durations and opt-out methods.

4. Purposes of collection and use

We use personal information for the following purposes:

• Responding to enquiries and scheduling automation reviews;
• Scoping, delivering and maintaining enablement projects and retainers;
• Configuring lead scoring, content workflows and enquiry automations within client systems;
• Human review of AI-assisted drafts before client-facing publication;
• Internal quality assurance, security monitoring and fraud prevention (including honeypot fields on forms);
• Complying with legal obligations and responding to lawful requests;
• Improving website performance where analytics consent has been granted.

We do not sell personal information. We do not use client lead data to market unrelated products. We do not build consumer profiles for resale.

5. Legal bases and consent

Under PIPEDA we rely on meaningful consent where appropriate. Contact form consent is collected via an unchecked checkbox confirming you agree to processing for enquiry response. Cookie consent is collected through our banner (Accept, Reject or Customise). For client projects, contractual agreements describe data roles, retention and subprocessors.

You may withdraw consent for non-essential processing by contacting [email protected]. Withdrawal may limit our ability to respond or continue certain optional services. Strictly necessary processing may continue where required by law or contract.

6. Disclosure to third parties

We may disclose personal information to:

• Hosting and infrastructure providers — Canadian or North American data centres supporting website delivery;
• Email and form routing services — for delivering contact submissions to our team;
• CRM and integration platforms — when configuring automations inside tools you already use (e.g., HubSpot, Follow Up Boss, middleware connectors);
• AI and language-model vendors — for drafting assistance where client contracts permit; prompts are minimised and outputs are human-reviewed;
• Professional advisors — lawyers or accountants under confidentiality when required;
• Authorities — when compelled by valid legal process.

Cross-border processing may occur when a sub-processor operates outside Canada. We document such transfers in client agreements and require appropriate safeguards.

7. Retention

Contact form records are retained up to twenty-four months unless a longer period is needed for active correspondence or legal compliance. Client project materials follow retention schedules agreed in writing — commonly twelve to thirty-six months after project completion, with earlier deletion on request where contractually permitted. Analytics data retained per cookie policy durations. Backup tapes rotate on provider schedules.

8. Security safeguards

We apply reasonable administrative, technical and physical safeguards: access controls on client folders, encrypted transport (HTTPS), least-privilege credentials for CRM integrations, and staff confidentiality obligations. No method of transmission or storage is perfectly secure; we notify affected parties and regulators where required if a breach creates real risk of significant harm.

9. Your rights

Subject to PIPEDA and applicable law, you may request access to personal information we hold about you, correction of inaccuracies, and information about how we have used and disclosed your data. Submit requests to [email protected]. We respond within thirty days in most cases, possibly longer for complex requests with notice.

If you believe we have not addressed a concern, you may contact the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
www.priv.gc.ca

10. Client / consumer lead data

When processing leads on behalf of a brokerage, we follow client instructions regarding consent capture, CASL compliance for commercial email and PIPEDA access routes. End consumers should contact the brokerage they enquired with for direct access requests; we assist our clients in fulfilling those requests when contracted.

11. Automated decision-making

Lead scores and routing rules may influence prioritisation but do not solely determine eligibility for housing or credit. Human agents review shortlisted contacts. We document scoring factors and support periodic audits for fair-housing alignment.

12. Children

Our services are directed to business clients and licensed professionals. We do not knowingly collect personal information from children under thirteen through our website.

13. Changes to this policy

We may update this policy to reflect legal, technical or operational changes. Material updates will be posted here with a revised effective date. Continued use of the website after posting constitutes notice; active client contracts may receive direct notification for material processing changes.

14. Marketing communications

If you opt in to receive updates from RealEstateAICo, we may send service announcements, methodology notes or event invitations by email. You may unsubscribe using the link in any message or by contacting [email protected]. Commercial electronic messages comply with Canada's Anti-Spam Legislation (CASL) where applicable. Enquiry responses to contact form submissions are not marketing — they are direct replies to your request.

15. Data portability and deletion

Where technically feasible, we provide client project exports at engagement end — runbooks, template libraries and configuration documentation. Deletion requests for contact form data or optional analytics identifiers are honoured within reasonable timelines unless retention is required for disputes, audits or law. Client CRM data remains under client control; we delete working copies per contract schedules.

16. Complaints process

Submit privacy complaints to [email protected] with sufficient detail to investigate. We acknowledge receipt within five business days and aim to resolve within thirty days. Escalation paths include the Office of the Privacy Commissioner of Canada as noted in Section 9.

17. Service providers and subprocessors

We maintain an internal register of subprocessors used for hosting, email delivery, analytics (when consented) and AI drafting tools engaged during client projects. Clients may request subprocessor summaries during active engagements. We assess vendors for security practices and data residency commitments before onboarding them to project work.

18. De-identified and aggregated data

We may use de-identified, aggregated statistics — such as average scoring rollout duration or template adoption rates — to improve methodology. These statistics do not identify individuals or specific brokerages without separate written permission.

19. Accessibility of privacy requests

Privacy requests may be submitted by email or post. If you need assistance formatting a request because of accessibility needs, contact us and we will work with you to accommodate reasonable formats. We do not charge a fee for access requests unless they are manifestly unfounded or excessive as permitted under PIPEDA. We respond in plain language rather than legal jargon where possible.

Change log

• 10 July 2026 — Initial publication for realestateaico.life launch.