Privacy Policy
This Privacy Policy explains what personal information 9547-4599 Québec Inc., which operates the Realtor Flow platform ("Realtor Flow", "we", "us"), collects, how we use it, and the choices you have. It covers www.realtorflow.ca, the Realtor Flow dashboard, and the sites we host for our customers on the Realtor Flow platform.
1.Who this policy covers
1.1Visitors to our site. People who visit www.realtorflow.ca or send us a request through it.
1.2Customers. The businesses and individuals who use the Realtor Flow platform, and the people they authorize to sign in to the dashboard.
1.3Visitors to our customers' sites. For a site we host for a customer, the customer decides what is collected through that site and why. We handle that information on the customer's behalf, as set out in our Terms of Service. If you gave information to one of those sites, the business that runs the site is the best first contact, and we will pass on any request we receive.
2.Information we collect
2.1Requests sent through www.realtorflow.ca. When you request an audit, we receive your name and email address and, if you choose to give them, the name of your business and your market. The request reaches us by email.
2.2Dashboard accounts. For each person who can sign in, we hold an email address, a name if one was given, and the sites the account can manage. There is no password: we email a sign-in link that works once and expires after 20 minutes. When you sign in we record the session, including the browser identification your browser sends, so that sessions can be told apart.
2.3Content and records our customers keep on the platform. Customers put their own content on the platform (pages, listings, photos, articles, videos) and keep records of their own contacts there (enquiries, subscribers, bookings, survey answers).
2.4Forms on our customers' sites. When a visitor sends a form on a customer's site, we store what the visitor typed, such as a name, email address, phone number and message, together with the page the form was sent from and any campaign tags in the link that brought the visitor there. The customer receives it and it is theirs.
2.5Visitor statistics. Our customers' sites can count page views without identifying anyone. For each view we record the page, the time, the kind of source (search engine, AI assistant, social network, direct visit or another site), the host name of the referring site and any campaign tags. We do not keep the visitor's IP address or browser name, and this counting sets no cookie. To tell one visitor from another within a day, the address and browser are combined with a key that changes every day and turned into a short code. The key is deleted the following day, after which the codes can no longer be linked to anyone.
2.6Sponsored sections. A customer may run their own sponsored sections on their site. We count views and clicks of those sections without recording who the visitor is.
2.7Technical logs. Like most web services, our web servers and the network provider in front of them keep logs of requests: IP address, time, the address requested and browser identification. We use them for security and troubleshooting. Our own web server logs are kept for about 14 days.
2.8A connected YouTube channel. If a customer connects their YouTube channel, we access and store the information described in section 4.
3.How we use information
3.1We use personal information to:
- provide, maintain and secure the platform and the sites we host;
- answer requests, such as an audit request;
- send sign-in links and notices about the service;
- send email on a customer's behalf, such as notices of new enquiries, confirmations and newsletters to the customer's own subscribers;
- produce content with the platform's artificial intelligence features when a customer chooses to use them;
- comply with the law.
3.2No sale, no advertising use. We do not sell personal information, and we do not use it or share it for advertising. We do not use our customers' contact records to market to those contacts for ourselves or for anyone else. www.realtorflow.ca and the dashboard show no third-party advertising.
4.Connecting a YouTube channel
4.1YouTube API Services. The platform's Videos tool lets a customer bring the videos of their own YouTube channel onto their own site. To do this the platform uses YouTube API Services. By using this feature you also agree to be bound by the YouTube Terms of Service. Google's handling of your information is described in the Google Privacy Policy.
4.2Connecting is your choice. A channel is connected only when a signed-in customer presses the connect button in their dashboard, signs in at Google with the Google account that owns the channel, and allows it. Sign-in happens on Google's own pages. We never see or store your Google password.
4.3The permission we ask for. We ask Google for a single permission. Google's screen describes it broadly, as the ability to see, edit and delete your YouTube videos, ratings, comments and captions, because that is the permission Google requires for reading a channel's captions. We use it only for the following:
- to read the name and identifier of the connected channel;
- to read the list of the channel's videos: each video's identifier, title, description, length, thumbnail address and publication date;
- to read the captions of those videos, so that a transcript can be shown on the customer's site;
- when you press the button to update a video's description on YouTube, to replace that video's description with the text shown to you beforehand. This happens one video at a time and only when you press the button.
4.4What we do not do. We do not upload, delete, hide or republish videos, we do not change a video's title or privacy setting, we do not read, post or delete comments or ratings, and we do not read your channel's statistics or any other Google service.
4.5What we store. We store the channel's name and identifier, who connected it and when, the video details listed above, the transcripts read from the captions, and the authorization Google gives us so that the platform can keep reading new videos. That authorization is stored in encrypted form.
4.6How we use it. We use this information only to provide the Videos tool to the customer who connected the channel: to build video pages on that customer's own site with the YouTube player, the transcript and, when the customer chooses, an article and questions and answers written from the transcript. Published pages are public, as the customer intends.
4.7Artificial intelligence. When the customer asks for a transcript to be tidied, translated or turned into an article, the transcript is sent to our artificial intelligence provider to produce that text. We do not use information from a YouTube channel to develop or train artificial intelligence models.
4.8Sharing. We do not sell information obtained from a YouTube channel and we do not share it with advertisers, data brokers or any other third party. It is handled only by the service providers described in section 6, as needed to run this feature, and disclosed where the law requires. Our staff do not read it except when the customer asks us for help, when needed for security or to fix a fault, or when the law requires.
4.9Google's Limited Use requirements. Realtor Flow's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4.10Disconnecting. You can disconnect the channel at any time in the dashboard, in the Videos tool. When you do, we withdraw the permission at Google right away, delete the stored authorization and empty the list of videos waiting for a transcript. You can also withdraw the permission from your Google account, on Google's security settings page at https://security.google.com/settings/security/permissions. After that the platform can no longer access the channel.
4.11Deleting what was brought in. Video pages, transcripts and articles that are already on your site stay there as your content until you delete them. You can delete any of them in the dashboard at any time. You can also ask us to delete everything that was brought in from your channel by writing to [email protected], and we will do so within 7 days of your request.
4.12YouTube itself is not affected. Deleting information on the platform does not delete or change anything on YouTube. To delete a video or its captions on YouTube, use YouTube.
6.Service providers and where information is processed
6.1We use service providers to run the platform: hosting and network delivery, email delivery, artificial intelligence services and, for the YouTube connection, Google. Each receives only the information needed for its part.
6.2The platform's servers are located in Canada. Some of our service providers process information outside Québec and outside Canada, including in the United States, where it is subject to the laws of that place.
7.How long we keep information
7.1Requests to us. We keep audit requests and correspondence for as long as needed to answer and follow up.
7.2Customer content and records. We keep them for as long as the customer's services run. What happens when the services end, including the export we make available and the deletion that follows, is set out in our Terms of Service.
7.3Sign-in. A sign-in link expires after 20 minutes. A session ends after 30 days at most.
7.4YouTube authorization. We keep it until the channel is disconnected or the permission is withdrawn at Google.
7.5Logs and backups. Our web server logs are kept for about 14 days. Copies held in routine backups expire on their normal schedule.
8.Security
8.1We protect personal information with reasonable administrative, technical and physical safeguards. Connections to our sites and to the dashboard are encrypted, sign-in links and sessions are stored only in a form that cannot be read back, YouTube authorizations are encrypted, and access to the platform's systems is restricted.
8.2No system is perfectly secure. If an incident involving personal information presents a risk of serious harm, we will notify the people and customers concerned, and the regulators, as the law requires.
9.Your rights
9.1You may ask us what personal information we hold about you, ask for a copy, ask us to correct it, withdraw your consent to our use of it, or ask us to delete it where the law provides for that. Write to [email protected]. We answer within 30 days.
9.2If your request concerns information collected through one of our customers' sites, we will pass it to that customer, who decides how to respond, and we will help them carry it out.
9.3If you are not satisfied with our answer, you may contact the Commission d'accès à l'information du Québec or the Office of the Privacy Commissioner of Canada.
10.Changes to this policy
10.1We may amend this policy from time to time. The date at the top of this page shows when it was last updated. We will notify current customers of a material change before it takes effect. If a change affects how we use information from a connected YouTube channel, we will ask for your agreement before it applies to your channel.
11.Contact
11.1Realtor Flow is operated by 9547-4599 Québec Inc. Questions, requests and complaints about privacy may be sent to our Privacy Officer at [email protected].