Privacy Policy

Effective date: 10 July 2026 · Last updated: 10 July 2026

1. Introduction

PropMind Inc. ("PropMind," "we," "us" or "our") respects your privacy and is committed to protecting personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. This Privacy Policy explains what information we collect, why we collect it, how we use and disclose it, and the choices available to you.

This policy applies to personal information collected through the website propmindai.pro (the "Site"), our contact forms, email and telephone communications, and personal information processed in the course of providing PropTech analytics consultancy services (collectively, the "Services"). It does not apply to third-party websites linked from the Site.

By using the Site or engaging our Services, you acknowledge that you have read this Privacy Policy. Where consent is required by law, we will obtain it in a meaningful way before collecting or using your personal information for identified purposes.

2. Who we are

PropMind Inc. is a PropTech analytics consultancy incorporated in Canada. Our registered office address is 215 Spadina Avenue, Suite 200, Toronto, Ontario M5T 2C7. Business number: 748295163 RC0001.

For privacy-related questions, requests to access or correct personal information, or complaints about our privacy practices, contact our privacy officer at [email protected] or write to the address above. You may also reach us at +1 (416) 274-3908 during business hours (Monday to Friday, 09:00–17:00 Eastern Time).

3. Personal information we collect

"Personal information" means information about an identifiable individual, as defined under PIPEDA. The categories we may collect include:

3.1 Information you provide directly

When you complete our contact form, email us, call our office or enter a consultancy engagement, we may collect your name, email address, telephone number, company or brokerage name, job title, property addresses or descriptions you choose to share, messages and attachments, billing and invoicing details, and any other information you voluntarily provide.

Contact form submissions are processed by send.php on our server with subject prefix [PropMind] and forwarded to our operations inbox. Form processing occurs in the America/Toronto time zone. We use a honeypot field to reduce automated spam; legitimate submissions require your explicit consent checkbox referencing this Privacy Policy.

3.2 Engagement and client data

When you hire PropMind for valuation analytics, market intelligence or portfolio forecasting, we may process property records, transaction history, rental rolls, financial assumptions, internal portfolio identifiers and correspondence necessary to deliver the scoped work. The specific datasets are defined in each statement of work or proposal. We treat client-supplied data as confidential unless disclosure is required by law or authorised by you.

3.3 Automatically collected information

When you visit the Site, our hosting infrastructure and, if you consent, analytics tools may collect technical data such as IP address, browser type and version, device type, operating system, referring URL, pages viewed, approximate geographic location derived from IP, date and time of access and cookie identifiers. See our Cookie Policy for details on cookies and similar technologies.

3.4 Information we do not collect

We do not intentionally collect government identity document numbers through the Site. We do not knowingly collect personal information from children under the age of 16. The Site and Services are directed at business professionals in the property industry.

4. How we use personal information

We use personal information only for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Responding to enquiries submitted through the Site or email
• Scoping, delivering and invoicing consultancy engagements
• Communicating about project status, deliverables and scheduling
• Maintaining client records and internal quality documentation
• Improving the Site's security, performance and content (where analytics cookies are consented to)
• Complying with legal, regulatory and professional obligations
• Protecting against fraud, abuse and security incidents

We do not use personal information to make automated decisions that produce legal or similarly significant effects about individuals without human review. Our analytics models are applied to property and market data; they are not used to profile website visitors for unrelated marketing purposes.

We do not sell or rent personal information to third parties.

5. Legal basis and consent

Under PIPEDA, we generally require knowledge and consent for the collection, use or disclosure of personal information, subject to limited exceptions (for example, where collection is clearly in the interests of the individual and consent cannot be obtained in a timely way, or where disclosure is required by law).

For contact form submissions, consent is obtained via the required checkbox at the time of submission. For optional analytics cookies, consent is obtained through our cookie banner with choices stored for six months. For consultancy engagements, consent and data-handling terms are set out in proposals, statements of work or master service agreements.

You may withdraw consent for optional processing (such as analytics cookies) at any time by adjusting cookie preferences or contacting us. Withdrawal does not affect the lawfulness of processing before withdrawal. Some information may still be retained where required for legal or contractual reasons.

6. Disclosure of personal information

We may disclose personal information to:

• Service providers who assist with hosting, email delivery, document storage, accounting or analytics (bound by confidentiality and data-protection terms appropriate to the sensitivity of the information)
• Professional advisers (lawyers, accountants) under duty of confidentiality
• Public authorities when required by valid legal process or to protect rights, safety and security
• Successors in the event of a merger, acquisition or asset sale, subject to this Privacy Policy or equivalent protections

Client engagement data is not disclosed to competing brokerages or published without anonymisation and your authorisation. Case studies on our Site use anonymised scenarios unless a client provides written permission to name them.

Some service providers may process data outside Canada. When personal information is transferred cross-border, it may be subject to the laws of the destination jurisdiction. We take reasonable steps to ensure comparable protection through contractual safeguards.

7. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting and reporting requirements. Typical retention periods include:

• Contact form enquiries: up to twenty-four months unless an engagement begins
• Client engagement records: duration of engagement plus seven years for business records
• Cookie consent records: six months, aligned with banner storage
• Server logs: up to ninety days unless needed for security investigation

When personal information is no longer required, we securely delete or anonymise it.

8. Security

We implement administrative, technical and physical safeguards appropriate to the sensitivity of personal information, including access controls, encrypted transport (HTTPS), limited staff access on a need-to-know basis and vendor due diligence. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we work to reduce risk of unauthorised access, disclosure, alteration or destruction.

If we become aware of a breach of security safeguards involving personal information that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.

9. Your rights

Subject to legal exceptions, you have the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete personal information
• Withdraw consent for optional processing where consent is the basis
• Challenge our compliance with PIPEDA by contacting us or the Office of the Privacy Commissioner of Canada

To submit an access or correction request, email [email protected] with sufficient detail to identify you and the information concerned. We may request verification before responding. We will respond within thirty days or inform you if an extension is required under PIPEDA.

10. Third-party links

The Site may contain links to external resources (for example, municipal open-data portals or industry references). We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing personal information.

11. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, technology or legal requirements. The effective date at the top of this page indicates the latest revision. Material changes will be posted on the Site. Continued use after an update constitutes acknowledgement of the revised policy where permitted by law.

12. Contact

PropMind Inc.
215 Spadina Avenue, Suite 200
Toronto, ON M5T 2C7, Canada
Email: [email protected]
General: [email protected]
Phone: +1 (416) 274-3908