Privacy Policy

Who we are, and the two roles we play

BrokerPilot is a website and client-management platform for Canadian REALTORS®, operated by Vantage Real Estate. It is reachable at brokerpilot.ca and it also hosts the public websites of individual agents on their own domains.

We handle information in two different roles, and your rights differ depending on which applies:

• As the operator of BrokerPilot, for the agents who subscribe to it. We decide how their account information is handled.
• On behalf of an agent, for people who contact them through a website we host. That agent decides how your information is used; we process it under our agreement with them. If you contacted an agent through their website, direct requests about your information to that agent, and we will help them action it.

What we collect when you use an agent's website

If you submit a form on a site we host — an enquiry, a home valuation request, or a request for listing alerts — we collect what you enter: your name, your email address, your phone number where you provide one, the property address you asked us to value, and any message you write. That information is stored in the CRM of the agent whose website you used, and it is visible to that agent.

We also record basic analytics for each page view: a first-party cookie called `vid` that distinguishes repeat visits, the page visited, the referring page, your IP address, and your browser's user-agent string. The `vid` cookie is set by us, contains a random identifier and no personal information, and lasts two years.

Individual agents may additionally enable Google Analytics, Google Ads or Meta (Facebook) tracking on their own site. Where they do, those services receive information about your visit directly and handle it under their own privacy policies, not this one. That tracking is separate from the advertising we run on an agent's behalf, which is described further down.

Our own marketing website

BrokerPilot's own marketing pages at brokerpilot.ca (not the websites we host for agents) use the Meta Pixel. It tells Meta which of our pages you visited and whether you started our promo video or clicked to start a free site, so we can show BrokerPilot ads to people who have already visited, and measure whether those ads work. Meta receives this directly from your browser, together with its own cookies and your IP address, and handles it under its own privacy policy.

If you type your email address or phone number into a form on those pages (for example to start a free site or request a demo), the pixel's advanced matching sends Meta a hashed (scrambled) copy of it, which Meta uses only to match the visit to an existing Meta account. We do not send your name, your realtor ID or anything you type into an agent's website.

You can limit this through your Facebook or Instagram ad preferences, or by blocking third-party cookies in your browser.

What we collect from agents who use BrokerPilot

Account and profile information: name, email address, phone number, brokerage, licence number, mailing address, and any logo or photograph uploaded.

The content agents create or upload: client records, saved searches, documents including strata packages, listing presentations and website content.

Billing information is handled by Stripe. We do not store full payment card numbers.

Google account data

An agent may choose to connect their Google Business Profile to BrokerPilot. If they do, we request permission to list the business locations they manage, to read the reviews of the one location they choose, and to publish posts to it.

We use that access for two purposes only. First, to show that agent's own Google reviews on their own website: we store each review's text, star rating, reviewer display name and profile photo, and date, refresh them daily, and remove any review that is no longer on Google. Second, to publish to that location the posts from the agent's own website blog that they send to Google or set to be sent automatically (such as a new listing, an open house or a sale), and to delete those posts when they remove or unpublish them. For each post we publish, we store Google's identifier and link so we can show its status and remove it.

BrokerPilot's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not transfer this data to others except as necessary to provide the feature, we do not use it for advertising, and we do not allow humans to read it except where required for security, to comply with the law, or where the agent has asked us for support.

An agent can disconnect their Google account at any time from their BrokerPilot settings. Disconnecting revokes our access immediately, deletes the stored connection and deletes the stored reviews. Posts already published stay on the agent's Business Profile, where the agent can delete them.

Meta account data, and advertising we run for agents

An agent may choose to connect their Facebook account to BrokerPilot so that we can run advertising for their listings on Facebook and Instagram. Connecting uses Facebook Login for Business, and asks their permission for five things: to see the Facebook Pages they manage, to advertise using those Pages, to read the advertising in the ad accounts they select, to create and manage advertising in those accounts, and to see the business portfolio those assets belong to.

What we store is the access token that lets us act on their behalf, the identifier and name of the connected account, the Pages and ad accounts they granted us, and which Page and ad account they chose to use. We do not receive their Facebook password. We do not read their personal profile, their friends, their messages, or anything on their Page beyond the advertising we run.

We use that access for one purpose: to create, publish, monitor and adjust advertising for that agent's own real estate listings, on the Page and ad account they selected. The ad account stays theirs. The payment method on it is theirs, the ad spend is billed to them by Meta directly, and we neither see nor store their card. Enquiries the advertising generates go to that agent.

Real estate advertising is regulated by Meta as a Housing special ad category, and every campaign we create is declared as one. That restricts how the advertising can be targeted, and we honour it: we do not target on age, gender, or any other protected characteristic, and we do not build audiences that would have the same effect indirectly.

How to delete this data. An agent can disconnect at any time from their BrokerPilot settings (Settings → Facebook & Instagram → Disconnect). That asks Meta to revoke our access and immediately deletes the access token and the connection record we hold. An agent can also remove BrokerPilot under Settings and privacy → Settings → Business integrations in their Facebook account: that ends our access at once and makes the token we hold useless, but the record itself stays with us until they disconnect in BrokerPilot or ask us to delete it. Anyone can ask us to delete a connection, or to confirm in writing that we have, at hello@brokerpilot.ca; we act on that within 30 days.

Advertising already created stays in the agent's own ad account under their own control, because it belongs to them and not to us; they can pause or delete it there. For each advertisement started through BrokerPilot we keep a record of which listing it was for, its budget and dates, and Meta's identifiers for it, so the agent can see and stop it from their account.

We do not sell this information. We do not use it to advertise anything other than that agent's own listings, we do not transfer it to anyone except as needed to deliver the feature, and we do not allow our staff to access it except for support the agent has asked us for, for security, or where the law requires it.

Property listing data

Listing information shown on our websites comes from Canadian real estate boards under licence. It describes properties, not website visitors, and is displayed under the rules those boards set.

Email we send you

If you ask an agent for listing alerts, we email you when new listings match the search you saved. You are only added to that after you explicitly ask for it — we do not add people who merely visited or enquired.

Every such email identifies the sending agent, gives their mailing address, and carries a link that stops the alerts. You can also reply to any of them and ask to be removed.

Who else receives information

We use a small number of service providers who process information on our instructions:

• Resend — delivering email.
• Twilio — delivering text messages, where an agent uses that feature.
• Dialpad — telephone calls, where an agent uses that feature.
• Stripe — subscription billing.
• Anthropic — generating draft content such as listing write-ups and document summaries. Material sent for this purpose is not used to train their models.
• Google — maps, address lookup, and any analytics an agent has enabled.
• Meta — publishing and reporting on the advertising we run for an agent, where an agent uses that feature.

We do not sell personal information, and we do not share it with anyone else except where the law requires it.

How long we keep it

Client records and website content are kept while the agent's account is active, and are deleted on request or within 90 days of the account closing. Analytics page views are kept for 24 months. A connected Google account's access token, connection record and stored Google reviews are deleted as soon as the agent disconnects. A connected Meta account's access token and connection record are deleted as soon as the agent disconnects, and in any case when their BrokerPilot account closes.

Your choices

You can ask us for a copy of the information we hold about you, ask us to correct it, or ask us to delete it. Where you contacted an agent through their website, that agent controls those records, so we will pass your request to them and help them act on it.

You can stop listing alerts using the link in any alert email. You can block or delete the `vid` cookie in your browser; the site continues to work without it.

Contact

Questions about this policy, or a request about your information, can be sent to hello@brokerpilot.ca.