Privacy Policy

Last updated: September 27, 2023

This Policy outlines the measures and practices implemented by RE/MAX 2000 (the “Agency” or “we” or “our”) to govern its handling of personal information and to protect the personal information of its clients—individuals from whom the Agency collects personal information through direct or indirect contact with an authorized representative of the Agency or via the website www.remax-2000.com ↗ (the “Website”) (the “Clients” or “you” or “your”)—for the purposes described in Section 4 below.

In this Policy, the term "personal information" refers to any information collected by the Agency that, either alone or in combination with other information, directly or indirectly identifies a Client.

The primary purpose of this Policy is to inform Clients of:

• The methods used by the Agency to collect personal information;
• The type of personal information collected by the Agency and the purposes for which it is collected;
• How the Agency may use personal information and the third parties to whom the Agency may disclose this information, if applicable;
• The rights you have regarding your personal information collected by the Agency, including the ability to access or correct inaccurate personal information, if applicable;
• The security measures implemented by the Agency to ensure the confidentiality of personal information;
• How personal information is stored, destroyed, and/or anonymized; and
• How you can contact the Agency to address questions, share comments, or file a complaint regarding this Policy.

By submitting one or more pieces of personal information to the Agency through direct or indirect contact with an authorized representative of the Agency or by using the Website, you consent to the Agency collecting, using, disclosing, and retaining this personal information in accordance with the terms and conditions of this Policy.

The Agency reserves the right to modify the terms and conditions of this Policy at any time and at its sole discretion. In such cases, the Agency will provide you with a revised version of this Policy that includes the changes made. Your continued use of the Services (as defined in Section 4 below) after receiving the updated version will be deemed as explicit acceptance of the changes.

This Policy and any modified version thereof 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 methods:

(i) Voluntary submission of such personal information to an employee or authorized representative of the Agency in writing, via email, or verbally;
(ii) Information collected from other businesses and public organizations (including entities within the RE/MAX group to which the Agency is affiliated, such as RE/MAX Quebec Inc., RE/MAX Promotional Fund Inc., National Relocation Services (RELONAT) Inc., and RE/MAX, LLC (Denver, CO)); or
(iii) Through your use of the Website.

Personal information communicated via the Website may be provided directly (e.g., through a web form or email) or automatically (see the list of automatically collected information in Section 3).

2. What personal information does the Agency collect?

The personal information the Agency may collect includes the following:

• Your first and last name and your contact information (physical addresses, email addresses, phone numbers);
• Your date of birth, gender, and preferred language;
• Personal information required for the Agency, through its authorized representatives, to verify your identity and that of others in compliance with applicable real estate brokerage laws, including the Real Estate Brokerage Act (RLRQ, c. C-73.2) and the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (SC 2000, c. 17), and their respective regulations, including but not limited to:
  • Your profession or primary occupation;
  • A valid, authentic, and current government-issued photo ID;
  • A reliable document with your name and address, your name and date of birth, and/or confirmation that you hold a deposit account, prepaid payment product account, credit card, or other loan account with a financial institution;
  • Your Canadian citizenship or residency;
• Personal information related to real estate transactions, including:
  • Financial information required to perform credit checks and process deposits and payments (credit card numbers, mortgage approvals, tax returns, credit reports, etc.);
  • Communications and interaction history with us (recorded calls, chat sessions, and instant messaging, including social media conversations);
• Personal information generated in connection with your use of the Services (complaints, inquiries, reviews, comments, and survey responses);
• Information provided when applying for a job or engagement with the Agency (resumes, educational background, work experience, and professional affiliations);
• Personal information required or requested based on your relationship with the Agency (e.g., social insurance numbers for employees, financial details for employees, employee photos for publication on the Website, and identification documents for directors under the Act to enhance the transparency of enterprises);
• Automatically collected personal information while using the Website (see Section 3).

3. Automatically collected personal information and cookies

To ensure the functionality of the Website and for the purposes described below, the Agency collects the following personal information from Clients visiting the Website:

• The domain name of their Internet service provider;
• Their IP address;
• Their browser (Explorer, Firefox, etc.) and operating system (Windows, Mac OS, etc.);
• The date and time of their visit;
• Their country of origin;
• The pages viewed and the duration of the visit;
• The referring site address; and
• Crash data.

These details are collected automatically when a Client connects to the Website. Some of this information is gathered through temporary cookies or web beacons (also known as "invisible pixels"). These tools also enhance the performance and functionality of the Website.

4. Why does the Agency collect personal information?

The Agency collects your personal information for the following purposes:

• To provide support, information, advice, and tools related to real estate transactions you request from us (collectively, the “Services”);
• To complete real estate transactions and receive payment for our Services;
• To comply with applicable laws and regulations;
• To issue notifications and alerts specific to your use of the Services, which may involve profiling technology activated by the Client on the Website;
• To evaluate your eligibility for programs such as Tranquilli-T, Intégri-T, and Programme Clé to help you save and protect yourself from hidden defects when purchasing a property;
• To communicate various updates related to the Services and offer products or services that may interest you;
• To conduct periodic follow-ups to ensure your satisfaction with the Services;
• To develop, improve, and promote the Services, including by generating anonymized statistical data from multiple Clients;
• To assess the effectiveness of the Agency’s efforts to attract Website visitors;
• To evaluate the content and approaches that interest Website visitors;
• To improve Website performance and visitor retention;
• To identify the legal framework applicable to visitors’ personal information; and
• To review job or engagement applications submitted to the Agency, if applicable.

The Agency will obtain your consent before using your personal information for purposes other than those listed above, except where exceptions are provided by applicable laws.

5. Who might the Agency share your personal information with?

Generally, the Agency uses Clients’ personal information internally. However, the Agency may share personal information with the following:

• Its employees and representatives who need access to the information to pursue the purposes outlined above;
• External service providers under contractual agreements ensuring proper protection of your personal information;
• Voici la traduction complète de la section 6 :

• 6. How does the Agency protect the confidentiality of your personal information?
  The Agency implements appropriate physical, technological, and administrative safeguards to protect your personal information and reduce the risks of unauthorized and/or unlawful access, use, disclosure, and destruction.
• Without limiting the generality of the foregoing, the Agency:
• Verifies the identity and criminal background of all its employees and representatives;
• Requires each employee and representative with access to personal information to sign a confidentiality agreement;
• Maintains access controls that restrict personal information access to authorized employees and representatives who require such access;
• Stores personal information on physical media in locked premises accessible only to authorized employees and representatives of the Agency; and
• Stores personal information on a secure technological platform, specifically the information system provided by Electronic Document Management Suppliers, which includes an identification and authentication system to limit access to personal information to authorized individuals requiring it for one or more purposes listed in Section 4 above.
• In addition, the Website incorporates certain security mechanisms to protect your personal information, including:
• All exchanges between RE/MAX servers and user devices are encrypted;
• All user passwords are encrypted;
• The Agency’s IT service provider is required to comply with various security obligations, which include periodic validation of security practices and processes, as well as continuous monitoring of the Website’s software components and their updates.

7. What measures does the Agency have in place regarding privacy incidents?
The Agency maintains a record of privacy incidents in compliance with applicable legislation. In the event of a privacy incident that poses a risk of causing you serious harm, the Agency will take the necessary steps to notify you, in compliance with applicable legislation. The assessment of the risk of serious harm considers factors such as the sensitivity of the personal information involved in the privacy incident, the anticipated consequences of its use, and the likelihood of its being used for harmful purposes.

8. How long are your personal data retained?
In accordance with our secure procedures for retaining and destroying personal data, we retain your personal data only for as long as necessary to fulfill the purposes listed in Section 4 of this Policy or for the period required to meet our statutory obligations, whichever is later.

The Agency reserves the right to close a Client’s file once the real estate transaction process has been completed or, in the case of Agency employees, for a consecutive period of at least seven (7) years from the date of employment termination, subject to any statutory obligation providing for a different minimum retention period. Closing a file involves the complete and definitive destruction of the personal data it contains or its anonymization for serious and legitimate use. For Clients who are not employees or representatives of the Agency, personal data in a closed file will generally be destroyed or anonymized six (6) years after the file’s closure to comply with statutory retention periods.

In this Policy, "anonymization" refers to the process by which personal data is irreversibly rendered unable to directly or indirectly identify the Client to whom it relates.

9. How can you access, correct, update, and/or obtain a copy of your personal data?
The Agency recognizes the right of its Clients to access, correct, update, and obtain a copy of their personal data by submitting a written request to the Agency at the contact details provided in Section 13 below. Upon receipt of such a request, the Agency must, by law, verify your identity and respond in writing no later than thirty (30) days after receiving the request. Any request not addressed within this timeframe is deemed denied.

Requests to correct personal data will be granted under certain circumstances, including:

• The personal data is inaccurate;
• The personal data is outdated;
• The personal data is ambiguous;
• The personal data is incomplete; or
• The personal data was unjustifiably collected.

If the Agency agrees to a Client's request for a copy of computerized personal data, it will ensure that this copy is provided to the Client (or to any person or entity legally authorized to collect such personal data, as requested by the Client) in a structured, commonly used technological format. This provision does not apply (i) if providing the copy in such a technological format raises significant practical difficulties and/or (ii) regarding any computerized personal data created or inferred from other personal data.

If the Agency denies any request for access, correction, or updating made by a Client, it will communicate the reasons for this refusal along with the remedies available to the Client in the circumstances and the applicable timeframes for exercising these remedies. If requested, the Agency will assist the Client in understanding the reasons for the refusal.

Upon receiving a written request, the Agency may also cease the dissemination of personal data related to a Client and/or de-index or re-index, as the case may be, any hyperlink associated with the Client's name, subject to the criteria established by applicable legislation.

Generally, exercising a right under this section is free of charge for Clients. However, reasonable fees may be charged to the Client to cover the costs of transcribing, reproducing, or transmitting personal data. In such cases, the Client will be informed of the applicable fees before their request is processed.

10. How can you withdraw your consent to the use or communication of your personal data?
Subject to your contractual obligations with the Agency and applicable legislation, you may withdraw or modify your consent to the use or communication of your personal data. To do so, you must submit a written request to the Agency at the contact details provided in Section 13 below.

Please note that withdrawing or modifying your consent may impact the Agency’s ability to adequately pursue the purposes described in Section 4 of this Policy, which may, in turn, affect the services provided to you.

11. How to file a complaint?
You may file a complaint about our methods, practices, and policies for protecting personal data by writing to our Privacy Protection Officer, whose contact details are provided in Section 14 of this Policy.

All complaints will be addressed directly by our Privacy Protection Officer. A response will be provided within 30 days of the complaint. If the complaint is upheld, a brief summary of the changes made to address the issue will be communicated to you.

If you are not satisfied with the resolution of your complaint, you may also contact the Commission d'accès à l'information du Québec. A written complaint can be submitted by visiting the following page: Commission d'accès à l'information du Québec.

12. The protection of your personal data is a priority for all entities within Groupe RE/MAX Québec Inc.
For more information regarding the processing of your personal data by other entities within Groupe RE/MAX Québec Inc., we invite you to consult the privacy policy of each entity:

• RE/MAX Québec Inc.
• Fonds promotionnel RE/MAX Inc. – A copy of this entity's privacy policy will be provided upon request.
• Les Services de Relogement National (RELONAT) Inc.

13. The Agency has no responsibility or obligation regarding Third-Party Products.
The Website may contain links to other websites or products and services from third parties (collectively, "Third-Party Products"). Third-Party Products may be subject to terms of use and privacy policies that differ from those of the Agency. The Agency cannot be held responsible or liable for the content of the terms of use and/or privacy policies of these Third-Party Products.

Additionally, the Agency assumes no responsibility for your personal data that may be collected, used, disclosed, or retained by any person or entity in connection with your access to or use of Third-Party Products.

Any link on the Website directing to a Third-Party Product does not imply or signify the Agency's assumption or acceptance of responsibility for the content or use of that Third-Party Product. The Agency makes no representations regarding the quality, safety, adequacy, or reliability of Third-Party Products or the content or materials they contain. When accessing or using Third-Party Products, you should review their terms of use and privacy policy.

14. How can you contact the Agency’s Privacy Protection Officer?
We are responsible for your personal data. Accordingly, we have designated a person to act as the Privacy Protection Officer for the Agency. To exercise your rights, ask questions, provide comments, or file a complaint regarding this Policy or the handling of your personal data, please contact this person at the following details:

Attention: Michelle Demange, Privacy Protection Officer
RE/MAX 2000
1620 boul. de l’Avenir
Laval, QC H7S 2N4
Toll-Free: 514-336-4611 in the Montreal region or 450-682-0101
Email: renseignementspersonnels@remax-2000.com ↗

Please note that the Agency is required to verify your identity before responding to any request, question, comment, or complaint addressed to its Privacy Protection Officer.