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PRIVACY

Privacy Policy

Last updated: 10 July 2026

PropMotion AI Inc. ("PropMotion AI", "we", "us", "our") respects your privacy and is committed to protecting personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. This Privacy Policy explains what we collect, why we collect it, how we use and disclose it, and the choices available to you when you visit propmotionai.pro or engage our proptech market intelligence services.

1. Who we are

PropMotion AI Inc. is a real-estate AI consultancy and market intelligence studio based in Toronto, Ontario. We provide automated valuation model support, comparative market analysis, price forecasting, lead scoring and related analytics services to client organizations such as brokerages, developers, REITs and asset managers. We are not a licensed real-estate brokerage, mortgage lender or property listings portal.

Privacy Officer / Contact:
PropMotion AI Inc.
48 Brant Street, Suite 200, Toronto, ON M5V 2M7, Canada
Email: [email protected]
Phone: +1 (416) 627-4085

2. Scope of this policy

This policy applies to personal information collected through our website, contact forms, email correspondence, discovery workshops, contractual engagements and related communications. It does not apply to third-party websites linked from our site. When we process data on behalf of client organizations under a statement of work, we act as a service provider and the client's privacy obligations may also apply — those arrangements are documented separately.

3. What personal information we collect

Depending on how you interact with us, we may collect:

  • Contact and identity information: name, business email, phone number, job title, organization name and mailing address when you submit an enquiry or contract with us.
  • Communication content: messages you send via our contact form, email or video meetings, including details about your analytics requirements.
  • Technical information: IP address, browser type, device identifiers, referring URLs, pages viewed and timestamps from server logs and cookies (see our Cookie Policy).
  • Consent records: cookie preferences, PIPEDA consent checkbox submissions and marketing opt-in/opt-out status.
  • Client engagement data: when you hire us, we may process property records, transaction history, MLS extracts, CRM exports, financial assumptions, portfolio identifiers and correspondence necessary to deliver scoped work as defined in each proposal or statement of work.

We do not intentionally collect sensitive categories such as government ID numbers through our public website contact form. If an engagement requires processing of applicant or tenant-related data, we address lawful bases, fairness review and retention in the contractual data schedule.

4. Purposes of collection and use

We collect and use personal information for purposes that a reasonable person would consider appropriate, including:

  • Responding to enquiries and scheduling market read sessions;
  • Delivering proptech consulting, market analytics, automated valuation model support and related professional services under contract;
  • Operating, securing and improving our website;
  • Complying with legal, regulatory and contractual obligations;
  • Managing billing, accounts receivable and internal administration;
  • Conducting model validation, audit trails and quality assurance with appropriate access controls;
  • Sending service-related notices where you are an existing client or have consented to marketing communications.

We do not use personal information for automated decisions that affect individuals' housing opportunities without human review and fairness checks where required by fair-housing and human-rights law.

5. Legal bases and consent

PIPEDA requires meaningful consent for the collection, use and disclosure of personal information, subject to limited exceptions. We obtain express consent when you tick the PIPEDA consent checkbox on our contact form (not pre-selected). Cookie consent is obtained through our cookie banner for non-essential cookies. For client engagements, contractual terms and data schedules describe additional consents and client authorizations for processing property and business data.

You may withdraw consent for non-essential processing where withdrawal is practical and does not prevent us from fulfilling legal or contractual duties. Withdrawal may limit our ability to respond to marketing communications or optional analytics.

6. Client, property and applicant data

Our studio services frequently involve property data, market records and business information supplied by client organizations. Such data may include addresses, listing history, rent rolls, deal pipeline records and — where explicitly in scope — information about applicants or tenants. We treat client-supplied data as confidential unless disclosure is required by law or authorized by the client.

We apply data governance practices including role-based access, encryption in transit where supported, retention schedules and documented subprocessors. Automated valuation models and predictive analytics outputs are estimates; we document limitations and require human-in-the-loop review before client-facing use where agreed in scope.

7. Fair information and anti-discrimination

We design and review analytics systems with awareness of fair-housing and human-rights obligations. Where machine learning models could affect access to housing or credit-related decisions, we support fairness testing, bias documentation and human oversight. We do not knowingly build systems intended to discriminate on prohibited grounds. Clients remain responsible for lawful use of outputs in their operations; we document this division in contracts.

8. Disclosure to third parties

We may disclose personal information to:

  • Cloud hosting, email, analytics and collaboration vendors that process data on our instructions;
  • Professional advisers (legal, accounting) under confidentiality;
  • Subcontractors assisting with scoped delivery under written agreements;
  • Regulators, courts or law enforcement when required by applicable law.

We do not sell personal information. We require service providers handling personal information on our behalf to use it only for specified purposes and to apply appropriate safeguards.

9. Cross-border processing

Some subprocessors may store or process data in the United States or other jurisdictions. Where personal information leaves Canada, we assess risks and implement contractual and technical measures consistent with PIPEDA's cross-border accountability requirements. Details of material subprocessors are available on request to clients and privacy enquirers.

10. Retention

We retain personal information only as long as necessary for the purposes described above, unless a longer period is required by law or contract. Enquiry records are typically retained for up to twenty-four months unless an engagement proceeds. Client project data retention is defined in statements of work and may include post-project archival periods for audit and model governance. Cookie retention periods are listed in our Cookie Policy.

11. Security

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information we hold, including access controls, secure transmission where available, staff confidentiality obligations and vendor due diligence. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we review incidents and improve controls when gaps are identified.

12. Your rights

Subject to PIPEDA and applicable exceptions, you may request access to personal information we hold about you, correction of inaccuracies, and information about our use and disclosure practices. To exercise these rights, contact [email protected]. We will respond within a reasonable time and may verify your identity before releasing records.

If you believe we have not addressed your concern adequately, you may contact the Office of the Privacy Commissioner of Canada (OPC):

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: priv.gc.ca

13. Cookies and similar technologies

We use cookies and similar technologies as described in our Cookie Policy. You may manage optional cookies through our cookie banner or browser settings. Strictly necessary cookies support basic site operation and security.

14. Children

Our website and services are directed at business professionals and organizations. We do not knowingly collect personal information from children under the age of majority without appropriate parental or guardian authorization.

15. Changes to this policy

We may update this Privacy Policy to reflect changes in law, technology or our practices. The "Last updated" date at the top will change when revisions are posted. Material changes affecting existing clients will be communicated where appropriate through direct notice or contract amendment. We encourage you to review this page periodically if you interact with our studio over time.

16. Marketing communications

We may send occasional updates about our proptech studio services, events or published insights where you have provided consent or where an existing client relationship makes such communication reasonably expected. You may opt out of marketing emails at any time using the unsubscribe link in a message or by contacting our Privacy Officer. Service-related notices — contract updates, security alerts, delivery milestones — are not marketing and may continue while an engagement is active.

17. Data breach notification

If we become aware of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and report to the Office of the Privacy Commissioner of Canada as required by PIPEDA, documenting the nature of the incident, steps taken to mitigate harm and contact information for follow-up questions. We maintain an internal incident response procedure reviewed periodically and tested when material changes occur to our infrastructure or subprocessors.

18. Contact

Questions about this Privacy Policy or our privacy practices may be directed to [email protected] or by mail to the address listed in Section 1. We aim to acknowledge privacy requests within five business days and to resolve straightforward access or correction requests within thirty days, subject to complexity and legal exceptions.