Privacy Policy
How we collect, use, share, store, and protect your personal information when you use RealtorReferral.ca, in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Last updated: 21 May 2026 · Version v1.1-2026-05-21
1. Who we are
RealtorReferral.ca is operated by Thom Gallagher, Sales Representative, iCloud Realty Ltd. (the "Service"). We are based in Ontario, Canada, and provide a real-estate referral matching service to consumers across Canada. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation.
2. What we collect
We collect only the personal information that is reasonably necessary to provide the Service. This includes: your first and last name; email address; mobile phone number; current city, province, and postal code; whether you are currently working with a licensed real-estate agent; the type of property you are buying or selling; your search location and criteria; your preferences regarding the agent you'd like to be matched with; any other context you choose to share in the optional free-text fields; and an audit record of your consent (timestamp, IP address, and browser user-agent) at the time you submit the form.
3. Why we collect it (purpose)
Your information is collected and used for the sole purpose of personally matching you with up to three vetted real-estate agents in your target market who are well-suited to your needs, and for related communications such as confirming your submission, scheduling an introductory video or phone call, and providing you with the contact details of the matched agent(s). With your separate, optional consent, we may also send you occasional helpful updates (market commentary, Journal articles, tips related to your move). You can withdraw the marketing consent at any time without affecting the matching service.
4. Who we share it with, and when
Your personal information is shared in two clearly separated stages. (a) During the matching phase, we may describe your situation, target market, timeline, and matching preferences with up to three vetted real estate agents in order to confirm their interest, fit, and availability for your file. At this stage we do not disclose your name or direct contact information. (b) After you have personally selected one of the three presented agents and all three parties — you, RealtorReferral.ca (iCloud Realty Ltd, the referring brokerage), and the receiving brokerage — have signed the Referral Agreement, we share your name, contact information, and the substance of your matching criteria with the receiving brokerage so they can begin representing you. The receiving brokerage then becomes responsible for your information under their own privacy policy and applicable law. We do not sell, rent, trade, or otherwise disclose your personal information to advertisers, list-brokers, lead-buying platforms, data brokers, or any party that is not directly involved in your matching.
5. Where it is stored and for how long (retention)
Your information is stored in a secure database operated on cloud infrastructure that may be located in Canada or the United States. We retain your information for up to twenty-four (24) months following our last contact with you, after which it is deleted or anonymized. If you ask us to delete your information sooner, we will do so within thirty (30) days of receiving your written request, except where we are required to retain certain records by law.
6. How we safeguard it
We use industry-standard administrative, technical, and physical safeguards to protect your information against loss, theft, and unauthorized access, disclosure, copying, use, or modification. These safeguards include encrypted transmission (HTTPS/TLS), access controls limiting visibility to authorized personnel, regular software updates, and secure password hashing for any administrative accounts. No method of transmission over the Internet is 100% secure, but we take all reasonable steps to protect your information.
7. Your rights
You have the right, at any time, to: (a) access the personal information we hold about you; (b) ask us to correct or update inaccurate information; (c) ask us to delete your information; (d) withdraw your consent to the matching service (which will end the service); (e) withdraw your separate consent to receive marketing communications (which will not affect the matching service); and (f) lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights under PIPEDA have been violated. The fastest way to exercise these rights is the self-serve form at /privacy/request, or email privacy@realtorreferral.ca — we'll respond within thirty (30) days, but typically within seven (7) business days.
8. Cookies and analytics
Our website uses essential cookies and local storage to operate the site and remember administrative login sessions. We do not use third-party advertising or behavioural-tracking cookies. We do not sell or share visitor analytics with third parties beyond what is required to operate and improve the site.
9. Children
Our Service is intended for adults aged 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has submitted information to us, please contact privacy@realtorreferral.ca and we will delete it promptly.
10. Changes to this policy
We may update this Privacy Policy from time to time. The current version is identified by the version code shown at the bottom of this page. If we make a material change, we will update the version code and, where required by law, obtain fresh consent from individuals whose information is affected.
11. Contact
Questions, concerns, complaints, or requests regarding this Privacy Policy or our handling of your personal information should be sent to: Thom Gallagher, Privacy Officer, RealtorReferral.ca (iCloud Realty Ltd) — privacy@realtorreferral.ca.