Last updated: October 16, 2023
This Policy sets out the measures and practices implemented by RE/MAX D'ICI (the “Agency” or “we” or “our”) to govern its handling of personal information and to protect the personal information of its clients, meaning individuals from whom the Agency collects personal information through direct or indirect contact with an authorized representative of the Agency or through the website (the “Website”) (referred to as the “Clients” or “you” or “your”), for the purposes described in Section 4 below.
In this Policy, “personal information” refers to any information collected by the Agency that, alone or combined with other information, directly or indirectly identifies a Client.
The main objective of this Policy is to inform Clients of:
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The methods the Agency uses to collect personal information;
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The nature of the personal information collected and the purposes for which it is gathered;
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How the Agency may use personal information and the third parties to whom it may be disclosed, where applicable;
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Your rights regarding your personal information, including access and correction rights;
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The security measures implemented by the Agency to protect personal information;
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How personal information is stored, destroyed, or anonymized;
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How to contact the Agency with questions, comments, or complaints regarding this Policy.
By providing one or more items of personal information through direct or indirect contact with an authorized representative of the Agency or by using the Website, you consent to the collection, use, disclosure, and retention of your personal information as outlined in this Policy.
The Agency reserves the right to modify the terms and conditions of this Policy at any time at its sole discretion. In such a case, the updated version will be posted on the Website without delay. Continued use of the Services (as defined in Section 4) following any update constitutes your express acceptance of the changes.
This Policy, and any updates to it, are subject to applicable laws in the Province of Quebec.
1. How does the Agency collect personal information?
The Agency collects personal information through the following means: (i) when such information is voluntarily provided in writing, by email, or verbally to an employee or authorized representative of the Agency; (ii) from other companies or public organizations (including other entities in the RE/MAX group, such as RE/MAX Québec inc., Fonds promotionnel RE/MAX inc., Les Services de relogement national (RELONAT) inc., and RE/MAX, LLC (Denver, CO)); or (iii) through your use of the Website.
Information provided via the Website may be collected directly (e.g., through a form or email) or automatically (see Section 3 for details).
2. What personal information does the Agency collect?
The Agency may collect the following personal information:
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Your full name and contact details (postal addresses, email addresses, phone numbers);
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Your date of birth, gender, and preferred language;
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Information used to verify your identity in compliance with applicable real estate laws and anti-money laundering regulations, including:
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Your occupation,
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Government-issued photo ID (valid and current),
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Documents from reliable sources with your name and address, birth date, or financial institution account details;
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Your citizenship or Canadian residency status;
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Sensitive information related to real estate services, such as:
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Real estate project details,
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Financial information (credit card number, mortgage pre-approval, tax returns, credit reports, etc.);
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Communication history with the Agency (call recordings, chat sessions, instant messaging, including via social media);
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Information generated during your use of the Services (complaints, inquiries, reviews, survey responses);
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Information related to employment applications (CV, education, professional experience and affiliations);
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Information required due to your relationship with the Agency (e.g., Social Insurance Number for employees, photos, and ID for administrators);
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Automatically collected Website usage data (see Section 3).
3. Information collected automatically or via cookies
To ensure the Website’s functionality, the Agency collects the following data from visitors:
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Internet service provider domain name;
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IP address;
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Browser and operating system;
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Date and time of visit;
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Country of origin;
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Pages viewed and duration;
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Referring site address;
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Crash data.
This information is collected automatically when you connect to the Website, often via temporary cookies or web beacons (“invisible pixels”), which also help enhance performance and features.
4. Why does the Agency collect personal information?
Your personal information is collected to:
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Provide support, information, advice, and tools related to real estate transactions (collectively the “Services”);
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Complete real estate transactions and receive payment;
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Comply with legal and regulatory requirements;
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Send notifications or alerts (with client-enabled profiling technology on the Website);
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Assess eligibility for programs such as Tranquilli-T, Intégri-T, and Programme Clé;
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Communicate general information or promote products and services;
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Conduct follow-ups to ensure satisfaction;
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Develop, improve, and promote Services through anonymized statistical data;
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Evaluate the effectiveness of marketing and visitor acquisition;
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Identify content or features that attract interest;
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Improve Website performance;
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Determine applicable legal frameworks; and
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Review job or contractor applications.
Consent will be obtained before using your information for any other purposes not listed here, unless legally exempted.
5. To whom may the Agency disclose your personal information?
Generally, personal information is used internally. However, it may be shared with:
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Employees and authorized representatives who need access for the purposes listed in Section 4;
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External service providers under contract with confidentiality and data protection clauses;
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Entities in the RE/MAX group (RE/MAX Québec inc., Fonds promotionnel RE/MAX inc., RELONAT inc., RE/MAX LLC);
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Any other person or entity as required or permitted by law, or with your consent.
Transfers outside Quebec may occur, provided a privacy impact assessment confirms adequate protections aligned with recognized privacy principles. These recipients are contractually bound to protect your information.
6. How does the Agency protect your personal information?
The Agency applies appropriate physical, technological, and administrative safeguards, including:
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Identity and background checks for employees and representatives;
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Signed confidentiality agreements;
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Access controls to limit access to authorized personnel only;
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Locked physical storage for material records;
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Secure information systems with authentication protocols.
The Website has the following security features:
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Encrypted communication between servers and user devices;
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Encrypted user passwords;
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Ongoing monitoring and periodic security reviews by the IT service provider.
7. What happens in case of a privacy incident?
The Agency maintains a log of all privacy incidents. If an incident poses a risk of serious harm, you will be notified in accordance with applicable laws. The risk assessment considers data sensitivity, potential consequences, and likelihood of misuse.
8. How long is your personal information retained?
Personal information is retained only as long as needed for the purposes outlined in Section 4 or to comply with legal obligations, whichever is longer.
Client files are closed once the real estate transaction process is completed, or in the case of employees, at least seven (7) years after employment ends. Upon closure, data is either destroyed or anonymized. For clients (non-employees), information is usually destroyed or anonymized after six (6) years.
“Anonymization” means the process of irreversibly removing personal identifiers.
9. How can you access, correct, or get a copy of your personal information?
Clients have the right to access, correct, update, and obtain a copy of their personal information by submitting a written request (see Section 13).
The Agency must verify your identity and respond in writing within 30 days. Requests may be denied under certain conditions, with an explanation and information on available recourse.
Correction will be granted if the information is:
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Inaccurate;
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Outdated;
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Ambiguous;
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Incomplete; or
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Unjustifiably collected.
Upon request, the Agency may stop broadcasting or de-index personal information or links associated with your name, subject to legal criteria.
Generally, there is no fee for exercising these rights, but reasonable charges may apply for copying or transmitting your information.
10. How can you withdraw your consent?
Subject to your contractual obligations and applicable laws, you may withdraw or modify your consent by submitting a written request (see Section 13).
Note: Withdrawal may impact the Agency’s ability to provide Services as described in Section 4.
11. How can you file a complaint?
Complaints about the Agency’s privacy practices should be addressed in writing to the Privacy Officer (contact details in Section 14).
A response will be provided within 30 days. If the complaint is upheld, you’ll receive a summary of the changes made. Unresolved complaints may be referred to the Commission d’accès à l’information du Québec.
12. Other RE/MAX Québec group entities’ privacy policies
To learn how other RE/MAX Québec entities handle your personal information, you can consult their respective privacy policies or request a copy as applicable.
13. Third-party products
The Website may include links to third-party products or services. These are subject to separate terms and privacy policies, and the Agency is not responsible for their content, use, or data practices.
Accessing or using such third-party services is at your own discretion, and you should consult their terms and policies.
14. How to contact the Agency’s Privacy Officer
We are responsible for your personal information and have designated a Privacy Officer. For any inquiries, comments, rights requests, or complaints regarding this Policy or our data handling, contact:
Privacy Officer
Contact: Josianne Villeneuve
Phone: 450 471-5503
Email: rp@remaxdici.com ↗
The Agency must verify your identity before responding to any request, question, or complaint.