Privacy Policy

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1. Introduction

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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2. Information We Collect

We may collect and process the following categories of information:

A. Personal Information

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

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.

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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3. How We Use Your Information (CASL-Compliant Marketing)

Personal information is used to:

• Provide real estate services and respond to inquiries
• Communicate property opportunities and updates (with express 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 (transaction updates, service notices) may be sent as necessary to fulfill contractual or legal obligations.

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4. Consent and Communication (CASL)

By providing your contact information and checking consent boxes on our forms, you agree to be contacted by phone, email, or text regarding real estate services.

• Consent is voluntary and can be withdrawn at any time
• Unsubscribe options are included in marketing communications
• Opt-out requests are processed promptly in accordance with CASL
• Service-related communications may continue when legally required

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5. CRM and Follow Up Boss Usage

We use customer relationship management systems, including CRM platforms, 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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6. Data Storage and Security

Your data is 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 regular system monitoring. While no system is completely risk-free, we implement commercially reasonable safeguards to protect information.

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

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7. Information Sharing

We do not sell, rent, or trade personal information. Information may be shared only in the following circumstances:

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

Third-party providers are required to maintain data security and confidentiality standards consistent with applicable laws.

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8. 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
• Communication records may be retained for service and operational purposes
• Data no longer required is securely deleted or anonymized

Retention periods comply with legal obligations and industry best practices.

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9. Cookies and Website Tracking (Webflow-Compatible)

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

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

You can manage or disable cookies through browser settings. Disabling cookies may impact website performance or certain features.

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10. Your Rights

You have rights regarding your personal information, including:

• Access to your data
• Correction of inaccurate information
• Withdrawal of consent
• Request for data deletion (subject to legal obligations)
• Information about how data is used

Requests can be submitted using the contact information below. We will respond in accordance with applicable legal requirements.

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11. 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 prevent recurrence

Security is an ongoing process, and we continually review practices to reduce risk.

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12. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices or content of third-party websites. Users should review the privacy policies of external sites before providing information.

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13. Changes to This Privacy Policy

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

• Updates will be posted with a revised effective date
• Continued use of services constitutes acceptance of updated terms
• Material changes may be communicated where required

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14. Contact Information

If you have questions about this Privacy Policy or how your data is handled, please contact us at info@movetokelowna.com