1. Introduction
MAXAGENT ("we," "us," or "our") is a Software-as-a-Service platform operated by MAXBROKER, providing market analytics, customer relationship management, AI-powered tools, and web hosting services to licensed real estate agents on Vancouver Island, British Columbia, Canada.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our platform at maxagent.ca (the "Service"). This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia's Personal Information Protection Act (PIPA), and Canada's Anti-Spam Legislation (CASL).
By accessing or using MAXAGENT, you acknowledge that you have read and understood this Privacy Policy.
2. Information We Collect
2.1 Information You Provide Directly
- Account Registration: Name, email address, phone number, real estate license number, brokerage affiliation, and office address.
- Authentication Credentials: Email, password, and encrypted PIN code for three-factor authentication.
- CRM Data: Client contact information, vendor details, notes, communication logs, task lists, and transaction records that you voluntarily enter into the platform.
- Billing Information: Payment method details, billing address, and transaction history processed through our secure payment provider.
- Communications: Messages, support tickets, and feedback you send to us.
2.2 Information Collected Automatically
- Usage Data: Pages visited, features used, session duration, click patterns, and interaction data within the platform.
- Device Information: Browser type, operating system, screen resolution, IP address, and device identifiers.
- Cookies & Tracking: Session cookies, authentication tokens, and analytics cookies (see our Cookie Policy for details).
- Log Data: Server logs including access times, error logs, and referral URLs.
2.3 MLS Board Data
- Agent Directory Information: Publicly available agent data sourced from MLS board feeds, including names, photos, office affiliations, trading areas, and specialties. This data is used to pre-populate the Agent CRM directory for Vancouver Island.
- Property Data: Listing information, sold data, assessed values, and tax records sourced from MLS board feeds for market analytics purposes.
3. How We Use Your Information
We use collected information for the following purposes:
- Service Delivery: To provide, maintain, and improve the MAXAGENT platform and its features.
- Authentication & Security: To verify your identity, manage account access, and protect against unauthorized use.
- CRM Functionality: To enable you to manage your client, vendor, and agent contact databases.
- Market Analytics: To generate market reports, trend analyses, and competitive intelligence from aggregated MLS data.
- AI Features: To power AI-assisted email drafting, market analysis, and task generation tools. Your CRM data may be processed by AI models to provide personalized suggestions.
- Billing & Subscriptions: To process payments, manage subscriptions, and send invoices.
- Communications: To send service-related notifications, system alerts, maintenance notices, and respond to support requests.
- Improvement & Analytics: To understand how the platform is used and make improvements.
4. Real Estate Industry Considerations
4.1 Client Data Responsibility
As a real estate agent, you may enter personal information about your clients into the MAXAGENT CRM. You are the data controller for client information you input, and you are responsible for:
- Obtaining appropriate consent from your clients to store their personal information.
- Complying with PIPEDA, PIPA, and your real estate board's privacy requirements regarding client data.
- Ensuring client data is accurate and up to date.
- Responding to client requests to access, correct, or delete their personal information.
4.2 MLS Data Usage
Agent and property data sourced from MLS board feeds is used in accordance with the terms of the applicable MLS board data sharing agreements. This data is used solely for the purposes of providing platform services and is not sold to third parties.
4.3 FINTRAC Compliance
MAXAGENT does not collect or store FINTRAC-required identification documents. As a real estate agent, you remain solely responsible for your own FINTRAC compliance obligations.
5. How We Share Your Information
We do not sell your personal information. We may share information in the following circumstances:
- Service Providers: With trusted third-party providers who assist in operating the platform (hosting, payment processing, email delivery), bound by confidentiality agreements.
- AI Processing: Data may be processed by AI service providers to deliver AI-powered features. Data is transmitted securely and not retained by AI providers beyond the processing session.
- Legal Requirements: When required by law, regulation, court order, or governmental request.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users.
- With Your Consent: When you have given explicit consent to share specific information.
6. Data Security
We implement robust security measures to protect your information:
- Encryption: AES-256 encryption for stored credentials and TLS 1.2+ for all data in transit.
- Three-Factor Authentication: Email, password, and encrypted PIN code required for account access.
- Role-Based Access Control: Granular permissions ensure users only access authorized features and data.
- Automated Backups: Regular encrypted database backups with secure off-site storage.
- Monitoring: Continuous security monitoring and logging of system access.
- Maintenance Mode: Ability to immediately restrict platform access during security events.
While we employ industry-standard security practices, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.
7. Data Retention
- Account Data: Retained for the duration of your active subscription, plus 90 days after account closure to allow for reactivation.
- CRM Data: Retained for the duration of your subscription. Upon account closure, CRM data is available for export for 30 days, then permanently deleted.
- Billing Records: Retained for 7 years as required by Canadian tax law.
- Usage Logs: Retained for 12 months for analytics and security purposes.
- Backups: Rotated and purged on a 30-day cycle.
8. Your Privacy Rights
Under PIPEDA and PIPA, you have the right to:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal retention requirements.
- Withdrawal of Consent: Withdraw consent for specific processing activities at any time.
- Data Portability: Export your CRM data in standard formats.
- Complaint: File a complaint with the Office of the Privacy Commissioner of Canada or the BC Office of the Information and Privacy Commissioner.
To exercise these rights, contact us at the address provided in Section 11.
9. Third-Party Links & Services
MAXAGENT may contain links to third-party websites or integrate with third-party services (e.g., MLS boards, payment processors). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via platform notification and/or email at least 30 days before taking effect. Continued use of the Service after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: