Introduction

At THE AGENCY MONTREAL, a real estate agency, we respect your right to privacy. We recognize the importance of protecting your personal information provided during your visit to our website and are committed to maintaining the confidentiality and security of the personal information we collect. This Privacy Policy describes, among other things, the type of personal information we collect, how we use that information, what safeguards we have in place, the right to access personal information, and who that personal information may be disclosed to. This privacy policy applies to any personal information that we receive from/or about individuals, like you, who are not employed by us.

For the purposes of this statement, “personal information” means information about an identifiable individual, including but not limited to contact information, such as name, address, email address, telephone number, telephone number, demographic or household information, demographic or household information, and financial and credit information.

THE AGENCY MONTRÉAL is governed by the Act Respecting the Protection of Personal Information in the Private Sector (RLRQ, c. P-39.1) (hereinafter, the” Loi ”) and as such THE AGENCY MONTRÉAL strives to maintain the highest standards of confidentiality with respect to the personal information that its customers, suppliers and other businesses provide to it as part of its real estate brokerage acts, in particular but without limitation, through the THE AGENCY MONTRÉAL website (the “Website”), its social networks, its advertisements as well as for the purposes of its Customer Relationship Management (CRM) systems and Electronic Document Management (EDM) in accordance with the obligations incumbent on him under the Act.

What does “personal information” mean?

One Personal information is information that concerns a natural person and that makes it possible, directly or indirectly, to identify that person. Writing, image, video, and sound recording may contain personal information. As part of its professional activities, THE AGENCY MONTRÉAL may collect personal information such as

only the name, home address, date of birth, identification information, social insurance number, income information, marital status of an individual, etc.

The protection principles listed below apply to the collection, use and transmission of personal information that Internet users may provide in connection with the use of the Website.

1. Responsibility

THE AGENCY MONTREAL is responsible for the protection of the personal information it holds in the course of carrying out real estate brokerage activities. To this end, THE AGENCY MONTREAL has adopted the privacy policy as well as policies and practices governing the governance of personal information and whose objective is to regulate the collection, use, communication, communication, retention and destruction of personal information.

2. Collection of personal information

THE AGENCY MONTREAL only collects personal information necessary to carry out its activities in the field of real estate brokerage. For example, this may be information collected for the purposes of carrying out a real estate transaction, for the purposes of maintaining records, for the monitoring of professional practice by the Organisme d'autoréglementation du Courtage Immobilier du Québec (the OACIQ) or any other purpose determined by THE AGENCY MONTRÉAL and brought to the attention of the person whose consent is requested.

THE AGENCY MONTRÉAL invites members of its staff, its team or any administrative assistant, as the case may be, to explain in simple and clear terms to the person concerned the reasons for collecting their personal information and to ensure that they are understood.

For the purposes of collecting personal information, THE AGENCY MONTREAL encourages members of its staff, its team or any administrative assistant, as the case may be, to use the standardized forms developed by the OACIQ. Access to your personal information will be limited to

people who need this information to carry out our business activities. We do not disclose your personal information without your consent and that is why your real estate broker will ask you to sign the OACIQ consent form for this purpose. A specific reference is made when you provide this personal information, or if the disclosure of this personal information to third parties is directly related to our business activities or necessary to provide you with information, products, or services, and would constitute a situation where the form would not necessarily be required. We may also disclose your personal information when required to do so by law.

THE AGENCY MONTREAL may also collect personal information verbally during correspondence with persons involved in a transaction or through various documents submitted as part of a real estate transaction (identity documents, financial documents, powers of attorney, etc.).

3. Use and disclosure of personal information

Personal information is used and communicated for the purposes for which it was collected and with the consent of the person concerned. In certain cases provided for by law, personal information may be used for other purposes, for example, in order to detect and prevent fraud or in order to provide a service to the person concerned.

THE AGENCY MONTREAL may be required to communicate personal information to third parties, for example, to suppliers, contractors, contractors, subcontractors, agents, insurers (such as the Quebec Real Estate Brokerage Insurance Fund [the FARCIQ], the Fonds d'Indemnification du Courtage Immobilier du Québec [the FICI]), to professionals, to financial or credit check institutions as well as to providers of electronic document management systems (EDM).) as well as to other regulators, or to outside of Quebec.

THE AGENCY MONTRÉAL may, without the consent of the person concerned, communicate personal information to a third party if such communication is necessary for the execution of a mandate or a contract of

service or business. In this case, THE AGENCY MONTRÉAL establishes a mandate or a written contract in which it indicates the measures that its mandatary must take to ensure the protection of the personal information entrusted to it, so that it is used only in the exercise of the mandate or contract and that it is destroyed after its end. The contracting party must also undertake to collaborate with THE AGENCY MONTRÉAL in the event of a violation of the confidentiality of personal information.

Before communicating personal information outside Quebec, THE AGENCY MONTREAL takes into account its sensitivity, the purpose of its use and the protection measures that they will benefit from outside Quebec. THE AGENCY MONTREAL will only communicate personal information outside Quebec if its analysis shows that it will benefit from adequate protection in the place where it must be communicated.

4. Retention and destruction of personal information

Once the purposes for which the personal information was collected or used have been fulfilled, THE AGENCY MONTRÉAL must destroy it, subject to a retention period provided for by the Act. In this regard, THE AGENCY MONTRÉAL's professional obligations require it to keep its files for at least six (6) years following their final closure.

5. Security measures

When collecting, using, maintaining and destroying personal information, THE AGENCY MONTREAL applies the security measures necessary to protect the confidentiality of personal information. The personal data collected will be stored, in particular, on servers and in electronic data management systems that have mechanisms and use recognized standards of protection to ensure the security of the personal information that its customers, suppliers and other companies provide to it as part of its real estate brokerage acts, in particular, but without limitation, through the Website, its social networks, its advertisements as well as for the purposes of its relationship management systems. Customer (GRC)

and Electronic Document Management (EDM) in accordance with its obligations under the Law.

Confidentiality incident

A confidentiality incident is the access, use, or disclosure of personal information that is not authorized by law or the loss of personal information or any other breach of the protection of personal information.

THE AGENCY MONTREAL has put in place a protocol for managing a confidentiality incident in which the persons who assist the Personal Information Protection Officer are identified and which provides for the concrete actions that must be taken in the event of an incident. This protocol includes the responsibilities expected at each stage of incident management, including the measures to be taken to ensure data security.

6. Cookies

A “cookie” is a small amount of data that our website can send to your internet browser and that can then be stored on your computer's hard drive so that we can recognize you when you return to our website. We may use cookies to store visitor preferences, record session information, record user information, record user-specific information on web pages that users access or visit, alert visitors to new areas that may be of interest to them when they return to our website, record past activities on a site, record past activities on a site in order to provide better service when visitors return to our site, customize website content based on browser type. visitors or other information that the visitor sends

You can set your web browser to notify you when you receive a cookie or to not accept certain cookies. You do not have to accept cookies to access or search our website. However, there may be a minimal loss of functionality if you have disabled or deleted all cookies.

7. Roles and responsibilities
8. THE AGENCY MONTREAL its staff, members of its team or any administrative assistant, as the case may be

• Ensures the confidentiality of information through good information management practices. In particular, it provides instructions, training, and instructions to staff members relating to the collection, use, storage, modification, consultation, disclosure, and permitted destruction of personal information.
• Deploy appropriate safeguards to reduce the risk of a privacy incident, for example, computer security, updating privacy policies, staff training, etc.
• Has standardized methods for filing documents containing personal information.
• Has standardized methods for maintaining documents containing personal information, including the scanning procedure.
• Manages physical and computer access to personal information based in particular on its sensitivity.
• Securely destroys personal information. In particular, it gives instructions or instructions to staff members relating to the method of safe destruction, destruction deadlines, etc.

1. Personal Information Protection Officer

In accordance with the Act, THE AGENCY MONTRÉAL has appointed the Personal Information Protection Officer.

In particular, he ensures that these policies are respected and that they comply with applicable regulations. The name and contact information for this person can be found in the “Complaints” section.

The Privacy Officer is responsible for the management of confidentiality incidents and, in this context, takes the actions provided for in the Act.

The Privacy Officer processes requests for access and correction of personal information. It treats

also complaints regarding the processing of personal information by THE AGENCY MONTREAL.

The Privacy Officer is consulted as part of a privacy impact assessment for any project to acquire, develop and redesign an information system or the electronic delivery of services involving the collection, use, communication, disclosure, retention or destruction of personal information. It may suggest measures to ensure the protection of personal information as part of such a project.

1. Staff members, team members, or any administrative assistant

A member of the staff, team or any administrative assistant of THE AGENCY MONTREAL may access personal information only to the extent that it is essential for the execution of their functions or mandate.

The staff member, team member or any administrative assistant of THE AGENCY MONTREAL:

• Ensures the integrity and confidentiality of personal information held by THE AGENCY MONTRÉAL.
• Complies with all policies and guidelines of THE AGENCY MONTREAL on the access, collection, use, use, communication, destruction of personal information and information security and respects the instructions presented to it.
• Respect the security measures put in place on your workstation and on any equipment containing personal information.
• Use only equipment and software authorized by THE AGENCY MONTREAL.
• Ensure, when the time comes, the secure destruction of personal information in accordance with the instructions received. Report immediately to his supervisor any act, of which he is aware, that may constitute a real or presumed violation of the security rules relating to personal information.

8. Right of access, withdrawal and correction

An individual (or their authorized representative) may request access to personal information about them held by THE AGENCY MONTRÉAL. An individual may withdraw consent to the collection, use, and disclosure of their personal information at any time. This withdrawal is then recorded in writing by contacting our Privacy Officer using the contact details provided below. We will, subject to legal or contractual restrictions and reasonable notice, ensure that your name is removed from our mailing list (s).

An individual may request the correction, in a file concerning them, of personal information that they consider inaccurate, incomplete, or equivocal.

A person may request to transfer to a third party, by electronic means, the personal data that THE AGENCY MONTRÉAL holds about them.

THE AGENCY MONTRÉAL may refuse a request for access or correction in the cases provided for by the Act.

(https://www.legisquebec.gouv.qc.ca/fr/document/lc/P-39.1).

9. Complaints

A person who considers themselves aggrieved may file a complaint regarding the processing of their personal information by THE AGENCY MONTRÉAL. This complaint will be handled diligently within a maximum of 30 days by the Privacy Officer and a written response will be sent to you.

To request access, correction of your personal information, or any other request to which you are entitled as well as to submit a complaint regarding the processing of personal information, please contact:

Stéphane Arbour

Responsible for the protection of personal information THE AGENCY MONTREAL

4115 Sherbrooke West

Montreal, Qc H3Z 1K9

514-923-7793

stephane.arbour@theagencyre.com

10. Revision of this privacy policy

We reserve the right to update the Privacy Policy at any time to reflect changes in legal obligations or changes in how we handle personal information, without notice, and we encourage you to refer to our Privacy Policy regularly.

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Update: October 2024