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PRIVACY

Privacy Policy

Last updated: 10 July 2026

Property Synth AI Inc. ("Property Synth AI", "we", "us", "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 what rights you have.

This policy applies to personal information collected through propertysynthai.pro (the "Website"), our contact and enquiry forms, email and telephone communications, and professional services engagements with real-estate organizations, brokerages, developers, property managers and related client organizations in Canada and North America.

1. Organization identity & Privacy Officer

Property Synth AI Inc.
425 Adelaide Street West, Suite 200
Toronto, ON M5V 1S4, Canada
Business Number: 517263849 RC0001

Our Privacy Officer can be reached at [email protected] or by post at the address above. For general enquiries, contact [email protected] or +1 (416) 603-7248.

2. Scope & relationship to services

Property Synth AI is a proptech studio and real-estate AI consultancy. We design and deliver property data, analytics and workflow systems for client organizations. We are not a licensed real-estate brokerage, mortgage broker, lender or investment adviser. Personal information we handle may include contact details of business representatives, information submitted through our Website, and — under contract — personal information contained in client property datasets (for example tenant names, contact details or financial references in leases) that we process solely to perform agreed services.

When we process personal information on behalf of a client organization, we act as a service provider under contractual data-processing terms. The client organization typically remains responsible for determining the purposes of processing client-side data. This Policy focuses on information for which Property Synth AI is the organization accountable under PIPEDA.

3. What personal information we collect

3.1 Website visitors and enquiry contacts

When you submit our contact form or email us, we may collect: your name, email address, telephone number (if provided), organization name, message content, selected enquiry subject, and the fact and time of your PIPEDA consent. We collect technical information such as IP address, browser type, device type, referring URL and pages viewed when you use the Website, including through cookies described in our Cookie Policy.

3.2 Professional services engagements

When you engage us for proptech consulting, data pipeline work, AVM support, listing systems, document automation or related services, we may collect: business contact details for stakeholders; contractual and billing information; credentials for agreed system integrations; and property or personal information within datasets you provide for the scoped engagement. We limit collection to what is reasonable for discovery, prototype and production delivery.

3.3 Information we do not intentionally collect

We do not intentionally collect sensitive personal information through the Website beyond what you voluntarily provide. We do not knowingly collect information from children. We do not purchase personal information lists for resale.

4. Purposes of collection and use

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

  • Responding to enquiries and scheduling data walkthroughs or discovery sessions;
  • Performing contracted proptech services, including property data analysis, model development, human-in-the-loop review workflows and documentation;
  • Managing contracts, invoicing and accounts receivable in Canadian dollars;
  • Communicating about project scope, roadmaps, retainers and measurable outcomes;
  • Maintaining data governance, security monitoring and incident response;
  • Complying with legal obligations, including PIPEDA access requests and regulatory enquiries;
  • Improving the Website and understanding aggregate traffic patterns where you have consented to analytics cookies;
  • Protecting our rights and the security of our systems, including spam prevention through honeypot fields on forms.

We will not use your personal information for materially different purposes without notice and, where required, fresh consent.

5. Legal bases and consent

Under PIPEDA, we rely on your knowledge and consent for the collection, use and disclosure of personal information, except where the law permits otherwise. Express consent is obtained through the unchecked consent_pipeda checkbox on our contact form. Implied consent may apply to obvious follow-up correspondence related to an enquiry you initiated.

For client engagements, contractual terms and statements of work describe how client datasets — which may contain personal information — are processed. You may withdraw consent for marketing communications at any time by emailing [email protected]. Withdrawal may limit our ability to respond to certain requests or continue optional services, but will not affect processing necessary to complete an existing contract or comply with law.

6. Client property data & personal information in datasets

Real-estate datasets frequently mix property attributes with personal information — tenant names, phone numbers, income references, showing preferences. When you provide such data for an engagement, we process it only within project scope, under confidentiality obligations, with role-based access controls and PIPEDA-aligned retention schedules. We use property data for tasks such as automated valuation model support, market analytics, listing content generation, lead scoring, document automation and model QA — always subject to human review requirements agreed in the statement of work.

We do not sell client datasets. We do not use client proprietary records to train models for other organizations without explicit written permission. Synthetic training data, where used, is generated or sourced to avoid exposing identifiable personal information unless contractually agreed.

7. Disclosure to third parties

We may disclose personal information to:

  • Service providers who assist with hosting, email delivery, analytics (with consent), cloud compute, or professional advisers bound by confidentiality;
  • Client stakeholders where you are acting on behalf of an organization and disclosure is necessary for the engagement;
  • Regulators, courts or law enforcement when required by applicable law or to protect rights and safety.

We require processors to protect personal information by contractual means appropriate to the sensitivity and nature of the information. A list of key cookie and analytics vendors appears in our Cookie Policy.

8. Cross-border processing

Property Synth AI is based in Toronto, Ontario. Some service providers may process or store information in the United States or other jurisdictions. When personal information is processed outside Canada, it may be subject to lawful access by foreign authorities under local law. We evaluate cross-border risks and implement safeguards such as encryption in transit, access limitations and vendor contractual clauses. Details of sub-processors relevant to your engagement are available on request.

9. Retention

We retain personal information only as long as necessary for the purposes described in this Policy or as required by law. Contact form submissions are typically retained for twenty-four months unless a business relationship develops. Contractual project records, including correspondence and deliverables, are retained for the period required by tax, litigation and professional record-keeping standards — commonly seven years for financial records unless a longer period is agreed. Cookie consent choices are stored for six months, after which the cookie banner may reappear. When retention ends, we delete or anonymize information where feasible.

10. Security safeguards

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information, including access controls, encryption in transit for the Website, staff confidentiality training, logging and vendor review. No method of transmission or storage is completely secure; we cannot guarantee absolute security. You are responsible for safeguarding credentials for systems we integrate on your behalf.

If we become aware of a breach of security safeguards involving personal information under our control 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 PIPEDA breach notification provisions, and we will keep records of breaches as mandated.

11. Your rights under PIPEDA

Subject to limited exceptions, you have the right to:

  • Request access to personal information we hold about you;
  • Request correction of inaccurate or incomplete information;
  • Withdraw consent where processing is consent-based, understanding that withdrawal may affect services;
  • Challenge our compliance with PIPEDA by contacting our Privacy Officer first.

Access requests should be sent to [email protected] with sufficient detail to verify your identity. We will respond within thirty days unless an extension is permitted. We may charge a minimal fee for transcription where allowed by law.

12. Office of the Privacy Commissioner of Canada

If you are not satisfied with our response to a privacy concern, you may contact:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

13. Cookies and online tracking

We use strictly necessary cookies for basic site operation and, with your consent, optional analytics and marketing cookies. The cookie banner offers Accept all, Reject all and Customise choices; preferences are stored for six months. See our Cookie Policy for categories, vendors and opt-out instructions.

14. Automated decision-making

Property Synth AI builds AI-assisted property analytics and workflow tools for clients. Outputs such as valuation estimates, lead scores or listing drafts are designed for human-in-the-loop review and are not intended to produce legal or similarly significant effects about individuals without human oversight. We do not make automated eligibility decisions about tenancy, financing or investment participation on this Website.

15. Links to other websites

Our Website may link to third-party sites. We are not responsible for their privacy practices. Review their policies before providing personal information.

16. Changes to this Policy

We may update this Privacy Policy to reflect changes in law, technology or our services. The "Last updated" date at the top will change accordingly. Material changes will be posted on this page. Continued use of the Website after changes constitutes acceptance of the revised Policy for Website interactions, subject to consent requirements for new uses.

17. Contact

Privacy questions, access requests and complaints:

Privacy Officer
Property Synth AI Inc.
[email protected]
425 Adelaide Street West, Suite 200, Toronto, ON M5V 1S4, Canada