Privacy Policy

Coldwell Banker Community Professionals, Brokerage

Policy On the Collection, Use and Disclosure

“Privacy Policy”

1. Objective & Scope of Policy

Coldwell Banker Community Professionals  is committed to respecting your privacy and has prepared this Policy to inform you of our policy and practices concerning the collection, use and disclosure of Personal Information.

This Policy governs Personal Information collected from and about (i) individuals who are or may become Clients of Coldwell Banker Community Professionals and (ii) individuals organizations with whom Coldwell Banker Community Professionals works with.

Using contractual or other arrangements, Coldwell Banker Community Professionals shall ensure that agents, contractors or third party service providers, who may receive Personal Information in the course of providing services to Coldwell Banker Community Professionals as part of our delivery of real estate services, protect that Personal Information in a manner consistent with the principles articulated in this Policy.

This Policy does not cover aggregated data from which the identity of an individual cannot be determined. Coldwell Banker Community Professionals retains the right to use aggregated data in any way that it determines appropriate.

In the event of questions about: (i) access to your Personal Information; (ii) Coldwell Banker Community Professionals collection, use, management or disclosure of Personal Information; or (iii) this Policy; please contact:

Broker of Record – Ann Cosens – 905-522-1110 – acosens@coldwellbanker.ca

2. The Collection, Use & Disclosure of Personal Information

For the purposes of this Policy:

“Client” means an individual who may or has purchased real estate or services to buy or purchase real estate;

"Personal Information" means any information, recorded in any form, about an identified individual, or an individual whose identity may be inferred or determined from such information.

Your provision of Personal Information to Coldwell Banker Community Professionals means that you agree and consent that we may collect, use and disclose your Personal Information in accordance with this Privacy Policy. If you do not agree with these terms, you are requested not to provide any Personal Information to Coldwell Banker Community Professionals  or a Broker or Sales Representative working with Coldwell Banker Community ProfessionalsUnfortunately, certain services can only be offered if you provide Personal Information and consequently, if you choose not provide us with any required Personal Information, Coldwell Banker Community Professionals may not be able to offer you those services.

This office only collects personal information necessary to effectively market and sell the property of sellers; to locate, assess and qualify properties for buyers and to otherwise provide professional and competent real estate services to clients.

Coldwell Banker Community Professionals Brokers or sales representatives may use personal information for commission management purposes (e.g. commission financing, commission dispute resolution).

Coldwell Banker Community Professionals use of Personal Information is limited to these purposes. Coldwell Banker Community Professionals, does not sell, trade, barter or exchange for consideration any Personal Information it has obtained. Unless permitted by law, no personal information is collected about an individual without first obtaining the consent of the individual to the collection, use and dissemination of that information.

Personal information will be collected, to the extent possible, directly from the individual concerned.

Coldwell Banker Community Professionals does not knowingly collect Personal Information from anyone under the age of 18, especially children under 13, and does not use such information if Coldwell Banker Community Professionals discovers that it is has been provided by a minor.

Personal Information may also be transferred to another company in the event of a change of ownership of all or part of Coldwell Banker Community Professionals .

Coldwell Banker Community Professionals may disclose Personal Information of Clients to organizations that perform services on its behalf. This will only be done if such organizations agree to use such information solely for the purposes of providing services to Coldwell Banker Community Professionals and, with respect to that information, to act in a manner consistent with this Policy.

Please note that there are circumstances where the use and/or disclosure of Personal Information may be justified or permitted or where Coldwell Banker Community Professionals is obliged to disclose information without  consent. Such circumstances may include:

  • Where required by law or by order or requirement of a court, administrative agency or other governmental tribunal;
  • Where Coldwell Banker Community Professionals believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
  • Where it is necessary to establish or collect monies owning to Coldwell Banker Community Professionals;
  • Where it is necessary to permit Coldwell Banker Community Professionals to pursue available remedies or limit any damages that Coldwell Banker Community Professionals may sustain; or
  • Where the information is public.
  • Where obliged or permitted to disclose information without consent,

Coldwell Banker Community Professionals will not disclose more information than is required.

3. Accuracy

Coldwell Banker Community Professionals endeavours to ensure that any Personal Information provided by Clients and in its possession is as accurate, current and complete as necessary for the purposes for which Coldwell Banker Community Professionals uses that data. Information contained in files that have been closed is not actively updated or maintained.

4. Retention

Coldwell Banker Community Professionals retains Personal Information as long as Coldwell Banker Community Professionals believes it is necessary to fulfil the purpose for which it was collected and Firm legal or business requirements.

5. Security

Coldwell Banker Community Professionals endeavours to maintain adequate physical, procedural and technical security with respect to its offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information.

Coldwell Banker Community Professionals further protects Personal Information by restricting access to it to those Employees and Contractors that the management of Coldwell Banker Community Professionals has determined need to know that information in order that Coldwell Banker Community Professionals may provide services to Clients.

7. Access to Personal information

Coldwell Banker Community Professionals permits access to and review of Personal Information held by Coldwell Banker Community Professionals about an individual by the individual concerned.

If an individual believes any Personal Information concerning that individual is not correct, that person may request an amendment of that information by sending a request to the person indicated in Section 1 of this Policy. Coldwell Banker Community Professionals reserves the right not to change any Personal Information but will append any alternative text the individual concerned believes appropriate. Where not required to be retained by the Firm, an individual may also request that Coldwell Banker Community Professionals delete an individual’s Personal Information from Coldwell Banker Community Professionals’  system and records. However, due to constraints of computer technology and the fact that Coldwell Banker Community Professionals backs up its systems, Personal Information may continue to reside in Coldwell Banker Community Professionals’ systems after deletion. Individuals, therefore, should not expect that their Personal Information would be completely removed from Coldwell Banker Community Professionals systems in response to an accepted request for deletion.

Coldwell Banker Community Professionals reserves the right to decline access to Personal Information where the information requested:

  1. a)  Would disclose the Personal Information of another individual or of a deceased individual;

  2. b)  Would disclose business confidential information that may harm Coldwell Banker Community Professionals or the competitive position of a third party;

  3. c)  Is subject to solicitor-client or litigation privilege;

  1. d)  Could reasonably result in: (i) serious harm to the treatment or recovery of the individual concerned; (ii) serious emotional harm to the individual or another individual; or (iii) serious bodily harm to another individual;

  2. e)  May harm, or interfere with, law enforcement activities and other investigative or regulatory functions of a body authorized by statute to perform such functions;

  3. f)  Is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information; or

  4. g)  Does not exist, is not held, or cannot be found by Coldwell Banker Community Professionals

Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.

Where information will be disclosed, Coldwell Banker Community Professionals will endeavour to provide the information in question within a reasonable time and no later than 30 days following the request.

Coldwell Banker Community Professionals will not respond to repetitious or vexatious requests for access. In determining whether a request is repetitious or vexatious, it will consider such factors as the frequency with which information is amended, the purpose for which the information is used, and the nature of the information.

To guard against fraudulent requests for access, Coldwell Banker Community Professionals  will require sufficient information to allow it to confirm the identity of the person making the request before granting access or making corrections.

8. Amendment of Practices and This Policy

This statement is in effect as of January 1st  , 2018 . Coldwell Banker Community Professionals, Brokerage  will from time to time review and revise its privacy practices and this Policy. In the event of any amendment, an appropriate notice will be communicated to Clients and others in an appropriate manner.

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