Privacy Policy

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This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our website, services, or communications. By engaging with us, you consent to the practices described in this policy.

We comply with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Canadian Anti-Spam Legislation (CASL), which govern the handling of personal data and electronic communications.

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Information We Collect

We may collect and process the following categories of information.

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A. Personal Information

• Name
• Phone number
• Email address
• Mailing address
• Property preferences and search criteria
• Communication preferences
• Information voluntarily provided during inquiries or transactions

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B. Communication and CRM Data

• Emails and correspondence
• SMS and text message records (with consent)
• CRM records and client notes
• Transaction and service records
• Call logs where applicable

This data resides in secure systems including email platforms, customer relationship management tools, and cloud-based storage. These systems use encryption, access controls, and monitoring to reduce risk of unauthorized access.

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C. Technical and Website Data

• IP address
• Browser type and device information
• Website usage analytics
• Cookies and tracking data where enabled

This information helps improve website functionality and user experience.

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How We Use Your Information (CASL-Compliant Marketing)

Personal information may be used to:

• Provide real estate services and respond to inquiries
• Communicate property opportunities and updates with consent
• Maintain transaction and client records
• Improve customer service and operational efficiency
• Comply with legal and regulatory obligations
• Manage marketing communications in accordance with CASL

Marketing communications are sent only with express consent. Every marketing message includes clear instructions for opting out. You may withdraw consent at any time.

Service-related communications such as transaction updates or appointment notifications may be sent when necessary to fulfill contractual or legal obligations.

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Consent and Communication

By providing your contact information through our website forms or other communications, you agree to be contacted by Adam Kilshaw Personal Real Estate Corporation via phone, email, and text for real estate services.

Consent is voluntary and may be withdrawn at any time.

Marketing communications include clear instructions for opting out. You may unsubscribe from email communications using the unsubscribe link included in each message.

For SMS communications:

• You may reply STOP at any time to cancel messaging
• You may reply HELP for assistance
• Message and data rates may apply
• Message frequency may vary

Service-related communications such as appointment confirmations or transaction updates may continue when required to provide services.

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Terms and Conditions

1. We use SMS to confirm appointments, send reminders, and notify clients of schedule updates or important changes.
2. You can cancel the SMS service at any time. Just text "STOP". After you send the SMS message "STOP" to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time, and we will start sending SMS messages to you again.
3. If you are experiencing issues with the messaging program you can reply with the keyword “HELP” for more assistance, or you can get help directly at info@movetokelowna.com.
4. Carriers are not liable for delayed or undelivered messages.
5. As always, message and data rates may apply for any messages sent to you from us and to us from you. Message frequency may vary. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.
6. If you have any questions regarding privacy, please read our privacy policy: https://movetokelowna.com/privacy-policy

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CRM and Follow Up Boss Usage

We use customer relationship management systems, including CRM platforms such as Follow Up Boss, to:

• Track inquiries and service interactions
• Manage client relationships
• Record transaction information
• Facilitate communication and service delivery

These systems store data securely with restricted access. Only authorized personnel and service providers who require access for operational purposes may view or process personal information.

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Data Storage and Security

Your data may be stored in:

• Email systems used for client communications
• CRM platforms for service and transaction management
• Cloud-based storage solutions for secure data retention

Security measures include encryption, access controls, and system monitoring. While no system can guarantee complete security, we implement commercially reasonable safeguards to protect personal information.

Access to personal data is limited to authorized personnel and trusted service providers who are bound by confidentiality obligations.

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Information Sharing

We do not sell, rent, or trade personal information.

Personal information will not be sold or shared with third parties for promotional or marketing purposes.

Information may only be shared in the following circumstances:

• With service providers supporting business operations such as CRM providers, email platforms, or marketing tools
• With legal or regulatory authorities when required by law
• With third parties when explicitly authorized by you such as mortgage professionals or legal counsel

Third-party providers are required to maintain appropriate data security and confidentiality standards.

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Data Retention

Personal information is retained only as long as necessary for business, legal, or regulatory purposes.

• Client records may be retained to support transactions and compliance requirements
• Communication records may be retained for operational and service purposes

Data that is no longer required is securely deleted or anonymized.

Retention periods comply with applicable legal obligations and industry best practices.

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Cookies and Website Tracking

Our website may use cookies and analytics tools to improve user experience.

Cookies may collect data such as browsing behavior and preferences. This information helps improve website functionality and performance.

Users may disable cookies through browser settings. Disabling cookies may impact certain website features.

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Your Rights

You have rights regarding your personal information, including:

• Access to your personal data
• Correction of inaccurate information
• Withdrawal of consent
• Request for deletion where legally permissible
• Information about how your data is used

Requests may be submitted using the contact information provided below.

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Data Breaches

In the event of a data security incident involving personal information, we will:

• Take immediate steps to contain and investigate the incident
• Notify affected individuals where legally required
• Implement corrective measures to reduce future risk

Security practices are reviewed regularly to maintain protection standards.

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Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites.

Users should review the privacy policies of any external websites before providing personal information.

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Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect operational, legal, or regulatory changes.

Updates will be posted on this page with a revised effective date. Continued use of our services indicates acceptance of the updated policy.

Material changes may be communicated where required by law.

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Contact Information

If you have questions regarding this Privacy Policy or how your personal information is handled, please contact:

Adam Kilshaw Personal Real Estate Corporation
Email: info@movetokelowna.com

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