Les Services Immobiliers Magna R. D. Inc.
Privacy Policy
Policies and Practices Governing the Management of Personal Information.
Les Services Immobiliers Magna R.D. Inc. (hereinafter referred to as “the Agency” or “Magna” is governed by the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1) (“Act”). Magna recognizes the importance of the personal information it obtains when carrying out its real estate brokerage activities. These present policies and practices regarding personal information govern the handling and protection of personal information.
Personal Information
Personal information refers to any information about an individual that can be used to directly or indirectly identify them. This may include documents, images, videos, and audio recordings containing personal details. In its professional activities, Magna may collect personal information such as the name, address, date of birth, identification document information, social insurance number, income information, marital status, etc.
Consent
Magna may collect, use, and disclose personal information with the consent of the individual. This consent must be explicit, voluntary, informed, and for specific purposes. By providing personal information, individuals are presumed to consent to its use and disclosure for the purposes for which it was collected.
Individuals may withdraw their consent at any time. However, if the collection is necessary to conclude or fulfill a contract with Magna, the inability to collect such data may result in an inability to provide services.
Responsibility
Magna is responsible for protecting the personal information it holds as part of its real estate brokerage activities. To this end, it has adopted a privacy policy and governance practices to manage the collection, use, communication, retention, and destruction of personal information.
Collection of Personal Information
Magna collects only the personal information necessary for its real estate brokerage activities. Examples include information needed for real estate transactions, record-keeping, professional practice oversight by the Organisme d’autoréglementation du courtage immobilier du Québec (OACIQ), or other purposes communicated to the individual for which consent is obtained.
Personnel are trained to explain, in clear terms, the reasons for collecting personal information and ensure individuals understand them. The Agency also uses standardized forms developed by the OACIQ and may collect information verbally or through documents submitted during transactions.
Personal information is used and disclosed for the purposes for which it was collected and with the consent of the individual. In certain circumstances, such as fraud prevention or service provision, the law allows other uses. The Agency may disclose personal information to third parties such as suppliers, subcontractors, agents, insurers (e.g., FARCIQ), professionals, or regulators, including those outside Quebec.
Retention and destruction of personal information
Once the purposes for which the personal information was collected or used have been fulfilled, the Agency must destroy the information, subject to a retention period stipulated under the Act. As stipulated in their professional obligations, the Agency must retain records for at least six (6) years following the final closing of a transaction.
Security measures
When collecting, using, retaining and destroying personal information, the Agency applies the necessary security measures to protect the confidentiality of the information. More specifically, the following measures apply:
To collect only such information as is necessary to carry out its real estate brokerage activities. To restrict access to personal information to only those real estate brokers and staff members who require access in the course of their duties. To destroy personal information following the final closing of a file, subject to a retention period stipulated under the Act.
Privacy Incidents
A privacy incident involves unauthorized access, use, disclosure, or loss of personal information. The Agency has established a protocol for managing such incidents, identifying responsible parties, and detailing necessary actions to secure the data and comply with legal requirements.
Roles and Responsibilities
The Agency maintains confidentiality through proper information management practices, including staff training and policy enforcement. Implements security measures to minimize privacy risks, such as IT security and standardized document handling.
Personnel
Access personal information only when necessary for job duties. Follow established policies for handling, storing, and destroying personal information securely. Report any suspected security breaches to their supervisor immediately.
Right of access, withdrawal and rectification
An individual may request access to his/her personal information held by the Agency. An individual may withdraw consent to the collection, use and communication of personal information. Such withdrawal is recorded in writing. An individual may request corrections to personal information deemed inaccurate, incomplete, or ambiguous.
The Agency may deny requests under circumstances outlined in the Act.
Privacy Officer
In accordance with the Act, the Agency has appointed a Privacy Officer in charge of the protection of personal information (“PPPI”). The Officer ensures compliance with privacy policies and laws. Manages privacy incidents and processes requests for access, rectification, or complaints. Provides guidance on privacy impact assessments for projects involving personal information.
Complaints
Individuals who believe their personal information has been mishandled may file a complaint with the Privacy Officer, which will be addressed within 30 days by the Privacy Officer.
To request access, correction, or submit a complaint regarding personal information, contact:
Joseph Di Lillo,
Vice-President
Les Services Immobiliers Magna R.D. Inc.
9840 boulevard du Golf,
Anjou, Quebec,
H1J 2Y7
514-353-6944
jdl@magnagroup.ca