RE/MAX 2001 S.S. (hereinafter referred to as "THE AGENCY" or the "BROKER") is governed by the Private Sector Personal Information Protection Act (R.S.Q., c. P-39.1) (the Act).

Personal Information

Personal information is information that concerns an individual and allows for their direct or indirect identification. Written documents, images, videos, and audio recordings may contain personal information. In the course of their professional activities, THE AGENCY or the BROKER may collect personal information such as name, home address, date of birth, identification document details, social insurance number, income information, marital status, etc.

Consent

THE AGENCY or the BROKER collects, uses, and discloses personal information with the consent of the individual concerned. To be valid, this consent must be clear, free, informed, and given for specific purposes. A person who consents to provide their personal information is presumed to consent to its use and disclosure for the purposes for which it was collected.

Any person may withdraw their consent to the collection, use, and disclosure of their personal information by THE AGENCY or the BROKER at any time. In such a case, if the collection is necessary for the conclusion or performance of a contract by THE AGENCY or the BROKER, they may not be able to accommodate a service request.

Responsibility

THE AGENCY or the BROKER is responsible for the protection of personal information held in the course of real estate brokerage activities. To this end, THE AGENCY or the BROKER has adopted a privacy policy as well as policies and practices governing the governance of personal information, with the aim of regulating the collection, use, disclosure, retention, and destruction of personal information.

Collection of Personal Information

THE AGENCY or the BROKER only collects personal information necessary for the conduct of its activities in the field of real estate brokerage. For example, this may include information collected for the purpose of completing a real estate transaction, maintaining records, monitoring professional practice by the Organisme d'autoréglementation du courtage immobilier du Québec (OACIQ), or any other purpose disclosed to the individual for which consent is sought.

THE AGENCY or the BROKER encourages its staff members to explain in simple and clear terms the reasons for collecting personal information to the individual concerned and to ensure their understanding.

For the purpose of collecting personal information, THE AGENCY or the BROKER encourages its staff members to use standardized forms developed by the OACIQ.

THE AGENCY or the BROKER may also collect personal information verbally during correspondence with individuals involved in a transaction or through various documents submitted in the course of a real estate transaction (identification documents, financial documents, powers of attorney, etc.).

Use and Disclosure of Personal Information

Personal information is used and disclosed for the purposes for which it was collected and with the consent of the individual concerned. In some cases provided by law, personal information may be used for other purposes, such as fraud detection and prevention, or to provide a service to the individual concerned.

THE AGENCY or the BROKER may be required to disclose personal information to third parties, such as suppliers, co-contractors, subcontractors, agents, insurers (such as the Fonds d'assurance responsabilité professionnelle du courtage immobilier du Québec [FARCIQ]), professionals, other regulators, or outside Quebec.

THE AGENCY or the BROKER may, without the consent of the individual concerned, disclose personal information to a third party if such disclosure is necessary for the performance of a mandate or service or business contract. In this case, THE AGENCY or the BROKER establishes a written mandate or contract specifying the measures the agent must take to ensure the protection of the personal information entrusted to them, for it to be used only in the course of the mandate or contract, and to be destroyed after its completion. The co-contractor must also undertake to cooperate with THE AGENCY or the BROKER in the event of a breach of the confidentiality of personal information.

Prior to disclosing personal information outside Quebec, THE AGENCY or the BROKER takes into account the sensitivity of the information, the purpose of its use, and the protective measures that will be in place outside Quebec. THE AGENCY or the BROKER will only disclose personal information outside Quebec if their analysis demonstrates that the information will receive adequate protection in the location to which it is to be disclosed.

Retention and Destruction of Personal Information

When the purposes for which personal information was collected or used have been fulfilled, THE AGENCY or the BROKER must destroy it, subject to a retention period provided for by law. In this regard, the professional obligations of THE AGENCY or the BROKER require them to retain their records for at least six (6) years following their final closure.

Security Measures

During the collection, use, retention, and destruction of personal information, THE AGENCY or the BROKER applies the necessary security measures to protect the confidentiality of personal information.

Privacy Incident

A privacy incident is unauthorized access, use, or disclosure of personal information as prohibited by law, or the loss of personal information, or any other breach of the protection of personal information.

THE AGENCY or the BROKER has established a protocol for managing a privacy incident, which identifies the individuals who assist the Responsible for the Protection of Personal Information and outlines the concrete actions to be taken in the event of an incident. This protocol includes the expected responsibilities at each stage of incident management, including measures to ensure data security.

Roles and Responsibilities

1. THE AGENCY or the BROKER

THE AGENCY or the BROKER:

§ Ensures the confidentiality of information through good information management practices. In particular, they provide guidance, training, and instructions to staff members regarding the collection, use, storage, modification, consultation, disclosure, and permitted destruction of personal information.

§ Deploys adequate protection measures to reduce the risk of privacy incidents, such as information security, updating policies related to personal information, staff training, etc.

§ Utilizes standardized methods for classifying documents containing personal information.

§ Utilizes standardized methods for retaining documents containing personal information, including scanning procedures.

§ Manages physical and computer access to personal information based on its sensitivity.

§ Carries out secure destruction of personal information. In particular, they provide guidelines or instructions to staff members regarding the method of secure destruction, destruction deadlines, etc.

2. Responsible for the Protection of Personal Information

In accordance with the law, THE AGENCY or the BROKER has appointed a Responsible for the Protection of Personal Information.

This individual ensures that these policies are adhered to and compliant with applicable regulations. The name and contact information of this person can be found in the "Access, Withdrawal, and Rectification Rights" section.

The Responsible for the Protection of Personal Information manages privacy incidents and, in this context, takes actions required by law.

The Responsible for the Protection of Personal Information processes requests for access and rectification of personal information. They also handle complaints related to the processing of personal information by THE AGENCY or the BROKER.

The Responsible for the Protection of Personal Information is consulted in the context of a privacy impact assessment for any project involving the acquisition, development, or overhaul of an information system or electronic service provision involving the collection, use, disclosure, retention, or destruction of personal information. They may suggest measures to ensure the protection of personal information in such a project.

3. Staff Members

A staff member of THE AGENCY or the BROKER may access personal information only to the extent necessary for the performance of their duties or mandate.

The staff member of THE AGENCY or the BROKER:

§ Ensures the integrity and confidentiality of personal information held by THE AGENCY or the BROKER.

§ Adheres to all policies and directives of THE AGENCY or the BROKER regarding access, collection, use, disclosure, destruction of personal information, and information security, and follows the instructions provided.

§ Complies with security measures in place on their workstation and on any equipment containing personal information.

§ Uses only equipment and software authorized by THE AGENCY or the BROKER.

§ Ensures, when the time comes, the secure destruction of personal information in accordance with the instructions received. Immediately reports to their supervisor any act that they become aware of, which may constitute an actual or presumed violation of the rules of security regarding personal information.

Access, Withdrawal, and Rectification Rights

An individual (or their authorized representative) may request access to personal information held by THE AGENCY or the BROKER. An individual may withdraw their consent to the collection, use, and disclosure of their personal information at any time. This withdrawal is then recorded in writing.

An individual may request the correction of personal information in a record concerning them if they believe it is inaccurate, incomplete, or ambiguous.

THE AGENCY or the BROKER may refuse a request for access or rectification in cases provided for by law.

Complaints

An individual who considers themselves harmed may file a complaint regarding the processing of their personal information by THE AGENCY or the BROKER. This complaint will be dealt with promptly within a maximum of 15 days by the Responsible for the Protection of Personal Information, and a written response will be provided to you.

To request access or rectification of your personal information or to submit a complaint regarding the processing of personal information, please contact: Salah Sedqi, 514-998-9095, Cette adresse e-mail est protégée contre les robots spammeurs. Vous devez activer le JavaScript pour la visualiser.