1. Introduction
BrokerBot Inc. ("BrokerBot," "we," "us," or "our") is committed to protecting the privacy, confidentiality, and security of personal information.
BrokerBot is a Canadian technology company providing a homeowner engagement platform to mortgage brokers, real estate agents, financial institutions, and other authorized housing-related professionals (collectively, "Business Customers").
Our platform helps Business Customers maintain relationships with homeowners by providing property valuations, equity insights, personalized communications, and opportunities to access relevant homeownership services.
This Privacy Policy describes how personal information is collected, used, processed, disclosed, retained, and protected through our website, applications, integrations, and related services (collectively, the "Services").
BrokerBot operates in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.
2. Our role as a service provider
BrokerBot acts as a technology service provider to participating Business Customers.
Business Customers maintain responsibility for their homeowner relationships and for establishing the legal authority to collect, use, and disclose homeowner information to BrokerBot.
BrokerBot processes personal information on behalf of its Business Customers for authorized purposes, in accordance with applicable agreements, documented instructions, and privacy laws.
BrokerBot does not acquire ownership of homeowner information merely because that information is uploaded to or processed through its platform.
BrokerBot will not independently sell homeowner databases or disclose identifiable homeowner information to unrelated referral partners without appropriate authorization and consent.
3. Information we collect
Depending on the Services used, BrokerBot may process the following information.
3.1 Personal and contact information
- Full name, email address, telephone number, and mailing address.
- Property address and homeownership details.
- Associated mortgage broker, real estate agent, or other authorized professional.
- Communication preferences and consent records.
3.2 Property and financial information
- Property characteristics, estimated market values, and valuation history.
- Mortgage balances, estimated home equity, and financing details where provided or lawfully obtained.
- Property transaction information and publicly available real estate records.
- Property listings, permits, and other property-related activity.
- Homeowner-submitted property improvements and valuation adjustments.
3.3 Homeowner engagement information
- Responses to homeowner questionnaires and interactive platform features.
- Expressed interest in buying, selling, refinancing, renovating, insurance, or related services.
- Property updates and homeownership preferences.
- Platform interactions and engagement history.
3.4 Technical information
We may collect IP addresses, browser and device information, login activity, usage analytics, cookies, and other technical information reasonably necessary to operate, maintain, and secure the Services.
4. Collection through existing business relationships
BrokerBot may receive homeowner information from Business Customers who have established relationships with homeowners through previous business dealings.
Such information may originate from mortgage transactions, real estate transactions, existing customer databases, or authorized technology integrations.
Business Customers are responsible for ensuring they have the appropriate legal authority to provide this information to BrokerBot and to authorize its intended use.
An existing business relationship does not automatically authorize every use of personal information or every type of commercial communication.
Where additional consent is required, BrokerBot and its Business Customers will take appropriate steps to obtain or verify that consent before undertaking the relevant activity.
5. How we use personal information
BrokerBot processes personal information for the following authorized purposes:
- Delivering homeowner engagement and property-related information.
- Providing periodic property valuation and estimated equity updates.
- Supporting ongoing relationships between homeowners and their authorized professionals.
- Identifying potential homeownership needs and opportunities.
- Delivering relevant communications and notifications.
- Facilitating homeowner-requested referrals with appropriate consent.
- Improving platform performance, accuracy, and functionality.
- Maintaining system security, preventing misuse, and complying with legal obligations.
Personal information will not be used for materially different purposes without the required legal authorization or consent.
6. Property valuations and Verisk Canada
BrokerBot uses property valuation information and related services provided by Verisk Canada.
Information necessary to obtain or support property valuations may be processed through this service, subject to applicable contractual, security, and privacy requirements.
BrokerBot may combine valuation data with property information and updates supplied by homeowners to provide more relevant estimates.
Property valuations and equity calculations are estimates only. They do not constitute formal appraisals, guaranteed market values, mortgage approvals, or personalized financial advice.
7. Artificial intelligence and automated insights
BrokerBot may use artificial intelligence, automated valuation models, and analytics technologies to improve homeowner engagement.
These technologies may support property valuation estimates, personalized communications, identification of potential homeowner needs, and recommendations for relevant services.
BrokerBot will process personal information through AI-related systems only for authorized purposes and subject to appropriate privacy and security safeguards.
Automated identification of a potential referral opportunity does not itself authorize disclosure of identifiable homeowner information to an external referral partner.
Any additional AI service providers receiving personal information must be assessed for appropriate data protection, confidentiality, and Canadian data residency requirements.
8. Referral consent and information sharing
BrokerBot may identify opportunities for homeowners to access services relating to:
- Mortgage financing and refinancing.
- Real estate purchases and sales.
- Home and property insurance.
- Home renovations and improvements.
- Financial planning and other homeownership-related services.
Homeowner consent is required before identifiable personal information is disclosed to an external referral partner for a referral.
Referral information will be shared only after the homeowner has expressed interest in the relevant service and provided the necessary consent.
Information disclosed will be limited to what is reasonably necessary to facilitate the requested referral.
BrokerBot does not sell homeowner contact lists to unrelated third parties.
9. Third-party service providers
BrokerBot engages authorized technology and data service providers to deliver its Services. These include:
- Microsoft Azure: Canadian cloud infrastructure for hosting and storing homeowner records.
- Verisk Canada: Property valuation and related data services.
- Other authorized providers: Technology, communication, analytics, and operational services where required and appropriately approved.
Service providers receiving personal information must be subject to appropriate confidentiality, privacy, and security requirements.
BrokerBot limits disclosure to information reasonably necessary for the relevant service.
10. Canadian data residency
BrokerBot hosts homeowner records exclusively in Canada using Microsoft Azure infrastructure located in Canadian data centre regions.
BrokerBot is committed to maintaining Canadian data residency for its homeowner records and implementing appropriate controls over the storage and processing of personal information.
Access to information by authorized service providers or personnel may be subject to applicable contractual and legal requirements.
Canadian hosting does not, by itself, guarantee that every ancillary processing activity or support access occurs exclusively within Canada. BrokerBot will assess such activities and provide any disclosures required by law.
11. Data security and encryption
BrokerBot employs encryption and financial-industry-grade security safeguards designed to protect homeowner information against unauthorized access, use, disclosure, alteration, and loss.
Security measures include encryption and appropriate administrative, technical, and organizational controls.
Access to personal information is restricted to authorized individuals and service providers with a legitimate business need.
BrokerBot reviews security practices and takes reasonable steps to address identified risks.
While BrokerBot maintains security safeguards, no electronic system can be guaranteed completely secure.
If a privacy breach occurs, BrokerBot will investigate and take appropriate remedial action, including notifying Business Customers, affected individuals, or regulators where required by applicable law.
12. Data retention and deletion
BrokerBot maintains a standard data retention period of seven years.
The retention period generally begins when the relevant Business Customer relationship or authorized processing activity ends, unless another retention trigger is established by applicable agreement or law.
Personal information may be retained longer where required by law, necessary to resolve legal claims, or otherwise permitted under applicable legislation.
At the end of the applicable retention period, BrokerBot will securely delete, destroy, or anonymize personal information using appropriate procedures.
Information contained in backup systems will be managed through established backup retention and deletion processes.
Homeowners may request deletion of their information, subject to applicable legal obligations, contractual responsibilities, and permitted retention requirements.
13. Consent and withdrawal
BrokerBot respects homeowner choices regarding personal information.
Where consent is required, it may be obtained directly from homeowners or appropriately obtained and documented by participating Business Customers.
Homeowners may withdraw consent for optional uses of their information, subject to legal and contractual restrictions.
Withdrawal of consent may limit the availability of certain Services.
Requests to withdraw consent may be submitted through the relevant Business Customer or by contacting BrokerBot.
14. Marketing communications
BrokerBot may deliver property updates, homeowner insights, and other communications on behalf of authorized Business Customers.
Commercial electronic messages will be sent in accordance with Canada's Anti-Spam Legislation (CASL) and applicable privacy requirements.
Where required, such communications will include appropriate sender identification and an unsubscribe mechanism.
Homeowners may unsubscribe from commercial electronic communications at any time.
Essential account, service, and security notices may continue where permitted by law.
15. Access, correction, and privacy requests
Individuals may request access to personal information held about them and request correction of inaccurate or incomplete information, subject to applicable law.
Homeowners may also request information about how their personal information is used, disclosed, and retained.
Because BrokerBot acts as a service provider, certain requests may be referred to or coordinated with the Business Customer responsible for the homeowner relationship.
BrokerBot will respond to privacy requests within applicable legal timeframes.
17. Children's privacy
BrokerBot's Services are intended primarily for adults and professionals involved in homeownership.
BrokerBot does not knowingly collect personal information directly from children for marketing or homeowner engagement purposes without appropriate legal authorization.
18. Legal disclosures and business transactions
BrokerBot may disclose personal information where required or permitted by applicable law, including valid court orders, legal proceedings, or regulatory obligations.
Information may also be disclosed in connection with a proposed or completed corporate transaction, where permitted by law and subject to applicable confidentiality and privacy safeguards.
19. Accountability and compliance
BrokerBot Inc. is responsible for personal information under its control and for implementing appropriate safeguards when engaging third-party service providers.
BrokerBot maintains privacy governance procedures intended to support compliance with applicable Canadian privacy laws.
Privacy inquiries, concerns, or complaints may be directed to the contact information below.
20. Changes to this Privacy Policy
BrokerBot may update this Privacy Policy to reflect changes in technology, Services, business practices, or applicable legal requirements.
Updated versions will be published through BrokerBot's website or platform.
Where legally required, BrokerBot will provide additional notice or obtain consent for material changes.
21. Contact information
Attention: Privacy Officer
1-1439 Youville Drive
Ottawa, Ontario, Canada
Individuals who believe their privacy concerns have not been adequately addressed may contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy authority.