Privacy Policy

1. Introduction

PropAI Canada("we", "us", or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, and share information about you when you use our services at https://www.thepropai.ca (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not use the Service.

2. Information We Collect

We collect information you provide directly to us and information generated through your use of the Service:

• Contact details — your name, email address, and phone number when you submit an inquiry or contact form.
• Property preferences — budget range, property type, preferred location, and purchase/rental intent, as provided in your inquiry.
• Messages and notes — any additional information you include in the message field of our contact form.
• Call recordings & transcripts— when you speak with our AI voice agent ("Aria"), calls may be recorded and transcribed for service delivery and quality purposes.
• Usage data — basic technical information such as browser type, pages visited, and time spent on the Service, collected automatically.

3. How We Use Your Information

We use the information we collect to:

• Respond to your property inquiries and connect you with relevant listings.
• Qualify your real estate needs so we can match you with appropriate properties.
• Book property viewings on your behalf through our scheduling integration.
• Have our AI agent follow up with you by call or message based on your inquiry.
• Send newsletter updates or market insights you have subscribed to.
• Improve, personalise, and expand our Service.
• Comply with legal obligations.

4. AI Calls & Recordings

When you interact with our AI voice agent (Aria) by calling our number or receiving a follow-up call, the conversation may be recorded and transcribed. These recordings are used to:

• Deliver the service you requested (e.g., booking a viewing or answering a listing question).
• Maintain an accurate record of your inquiry and preferences.
• Review and improve the quality and accuracy of the AI agent.

Where required by applicable law, you will be informed at the start of the call that it may be recorded.

5. How We Share Your Information

We share your personal information with third-party service providers solely to deliver the Service. These include providers of voice AI, appointment scheduling, email communications, and database/hosting infrastructure. All such providers are contractually obligated to use your data only for the purpose of providing their service to us and to protect it appropriately.

We do not sell, rent, or trade your personal information to third parties for marketing purposes, and we do not share it with any other parties except as required by law or with your explicit consent.

6. Data Storage & Security

Your personal information is stored in a secure cloud database with access controls restricting who can view or modify it. We implement reasonable technical and organisational safeguards designed to protect your information against unauthorised access, alteration, disclosure, or destruction.

However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Your Rights

Depending on your location, you may have certain rights with respect to your personal information, including:

• The right to access the personal information we hold about you.
• The right to request correction of inaccurate or incomplete information.
• The right to request deletion of your personal information, subject to certain exceptions.
• The right to withdraw consent where processing is based on consent.

PropAI Canada is committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) applicable to Canadian businesses. Residents of Québec may have additional rights under Law 25 (Loi 25) including enhanced transparency and the right to data portability.

To exercise any of these rights, please contact us at hello@propai.ca. We will respond to your request within 30 days.

8. Marketing & Communications

If you have subscribed to our newsletter or marketing communications, you may opt out at any time by clicking the unsubscribe link in any marketing email or by contacting us at hello@propai.ca. Please note that even after opting out, you may continue to receive transactional or service-related communications (e.g., a follow-up regarding a specific inquiry you submitted).

9. Cookies & Analytics

We use cookies and similar tracking technologies to maintain session state, remember your preferences, and understand how visitors use our Service. Basic analytics data (such as page views and device type) may be collected through our hosting and analytics providers.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of the Service may not function properly without cookies.

10. Data Retention

We retain your personal information for as long as reasonably necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Call recordings are retained for a limited period to support quality review and, where applicable, regulatory compliance. You may request earlier deletion by contacting us as described in Section 7.

11. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at hello@propai.ca and we will promptly delete such information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

13. Contact

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us at hello@propai.ca.