Privacy Policy

Effective · April 1, 2026

Complyant ("we", "us", or "our") operates the Complyant platform, a compliance and operations tool for Ontario real estate brokerages. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

We are committed to protecting your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation.

1. Information We Collect

Account Data

When you register for Complyant, we collect your name, email address, phone number, role, and brokerage affiliation. This information is necessary to create and manage your account.

Brokerage Data

We collect brokerage operational information including brokerage name, licence numbers, office addresses, team structures, and administrator designations to configure and operate the platform for your organization.

Transaction Data

The platform processes real estate transaction details including property information, offer data, approval workflows, closing timelines, and related documents uploaded by authorized users.

FINTRAC Records

Complyant facilitates the collection and storage of records required under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, including individual identification records, receipt of funds records, and large cash transaction reports. These records are stored securely in compliance with regulatory retention requirements.

2. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the Complyant platform
Process and manage brokerage compliance workflows
Generate compliance reports and audit trails
Facilitate trust accounting and conveyancing operations
Send transactional notifications (approvals, deadlines, status updates)
Provide customer support and respond to inquiries
Improve and develop new platform features
Comply with legal and regulatory obligations

3. Data Storage and Security

Your data is stored on servers located in Canada, hosted by our infrastructure provider. We implement industry-standard security measures including:

Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
Row-level security enforcing tenant isolation
Role-based access controls within each brokerage
Regular security audits and vulnerability assessments
Automated backup and disaster recovery procedures

4. Cookies and Tracking

We use cookies and similar technologies to operate the platform and improve your experience:

Essential cookies: Required for authentication, session management, and security. These cannot be disabled.
Analytics cookies: Help us understand how users interact with the platform so we can improve it. These are only set with your consent.

You can manage your cookie preferences at any time using the cookie consent banner or by adjusting your browser settings.

5. Third-Party Services

We may share information with third-party service providers who assist us in operating the platform, including:

Cloud infrastructure and hosting providers
Authentication and identity verification services
Error monitoring and application performance tools
Email and notification delivery services

These providers are contractually obligated to protect your information and may only use it to perform services on our behalf.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Certain records, including FINTRAC compliance records, are retained for the minimum periods required by law (typically five years from the date of the transaction or longer as prescribed by regulation). When data is no longer required, it is securely deleted or anonymized.

7. Your Rights Under PIPEDA

Under PIPEDA, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Withdraw consent for non-essential data processing
File a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at the address below. We will respond to your request within 30 days.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the effective date. Your continued use of the platform after changes are posted constitutes acceptance of the revised policy.

9. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact our Privacy Officer:

Email: privacy@complyant.ca