Your Privacy Matters to Us

1. Who We Are

This Privacy Policy explains how Neil Bayley-Hay Real Estate ("we", "us", or "our") collects, uses, and protects your information when you:

• Visit our real estate website BH Team at www.BHTeam.ca (the "Site"),
• Use our tools to search for homes, view listings, and request information,
• Use our property evaluation or home value tools, and
• Interact with our AI-powered features, including AI chat, AI calls, AI texts, and AI emails.

Our services are focused on home buyers and sellers in Barrie, and also available to users in other parts of Canada and the United States.

By using our Site or services, you agree to the collection and use of information as described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

We may collect information that you provide to us, such as:

• Contact details: name, email address, phone number, postal code, and mailing address.
• Account details (if you create an account): username, password (stored securely), saved searches, and favourite properties.
• Real estate preferences: price range, property type, preferred neighbourhoods, number of bedrooms/bathrooms, timeline, and whether you are buying, selling, investing, or just browsing.
• Property details (sellers): property address, listing details, photos, videos, descriptions, and other information about your home.
• Communications: messages you send through our forms, emails, AI chat, or other communication features on or off the Site.

2.2 Information from AI Calls, Texts, Email & Chat

We use artificial intelligence ("AI") to help operate parts of our Site and communications. When you interact with these features, we may collect:

• Call data: phone number, call time and duration, and, where permitted by law, call recordings and/or transcripts, including AI-assisted calls.
• SMS/MMS data: phone number, message content, timestamps, and delivery status.
• Email data: email address, email content, and metadata (such as send/receive time).
• AI chat data: prompts, responses, and conversation logs from our on-site AI assistant and other AI-driven interactions.

We use this information to:

• Respond to your inquiries and provide property information,
• Help you with home searches, property evaluations, and related questions,
• Improve the accuracy and quality of our AI systems and customer service,
• Monitor for fraud, spam, abuse, or security issues, and
• Comply with legal and regulatory obligations.

Where required by law, we will notify you at the beginning of a call that the call may be recorded and/or that AI assistance may be used. Please avoid sharing highly sensitive information (such as full credit card numbers, banking PINs, or social insurance/social security numbers) via calls, texts, chats, or emails, unless it is clearly necessary and you understand why it is needed.

2.3 Automatically Collected Information

When you use the Site, we may automatically collect:

• IP address and approximate location (e.g., city/region),
• Browser type and version, device type, and operating system,
• Pages viewed, links clicked, and time spent on pages,
• Search filters, saved searches, and interactions with property listings and tools.

We use this information to operate and improve the Site and understand how visitors use our services.

3. Cookies, Tracking Technologies & Analytics

We use cookies, pixels, and similar tracking technologies to:

• Remember your preferences and saved searches,
• Keep you logged in (where applicable),
• Analyze how visitors use our Site and tools, and
• Improve our services and marketing.

We may use third-party analytics services (such as Google Analytics) that collect information about your use of the Site. These third parties may set their own cookies and may collect data such as IP address, browser type, pages visited, and time spent on the Site. We use this information in aggregated or de-identified form to understand trends and improve performance.

You can manage cookies through your browser settings. If you disable cookies, some parts of the Site (such as saved searches or personalized features) may not function properly.

4. How We Use Your Information

We use your information to:

Provide and operate our services, including:

• Displaying property listings and supporting your home search,
• Providing automated property evaluations and estimates,
• Connecting you (where applicable) with real estate professionals or service providers.

Communicate with you, including:

• Responding to your requests for property information,
• Sending listing alerts, updates, and market information (with your consent where required),
• Confirming appointments and following up on your inquiries.

Operate AI and messaging features, including:

• AI chat and virtual assistance on the Site,
• AI-assisted calls, texts, and emails about your real estate interests.

Improve and protect our services, including:

• Monitoring usage and performance,
• Detecting and preventing fraud, spam, or abuse,
• Enhancing our Site, AI systems, and user experience.

Comply with legal obligations, including:

• Recordkeeping,
• Responding to legal requests and regulatory requirements.

We may also use aggregated or de-identified data (that does not identify you personally) for analytics, research, and improving our services and AI models.

5. Legal Basis & Consent (Canada & U.S.)

Where required by law, we process your personal information based on:

• Your consent (for example, when you opt in to receive marketing emails or texts),
• The need to perform a contract or take steps at your request before entering a contract (for example, when you ask for property information or evaluations),
• Our legitimate interests (such as improving services, maintaining security, and managing our business), and
• Legal obligations (such as recordkeeping and regulatory requirements).

Canada (CASL)

For Canadian recipients, we comply with Canada's Anti-Spam Legislation (CASL). We will only send you commercial electronic messages (emails, texts) where we have your consent or are otherwise permitted by law. You can withdraw your consent at any time by using the unsubscribe or opt-out options described in this Policy.

United States (TCPA-style)

For U.S. recipients, we comply with applicable U.S. communications laws. Where required, we obtain your express consent for certain types of calls or text messages, particularly those that may use AI or automated technologies. You can withdraw your consent at any time using the opt-out methods described in this Policy.

6. How We Share Your Information

We may share your information with:

Service providers and vendors who assist with:

• Website hosting and maintenance,
• Analytics, marketing, and advertising,
• AI processing and communications (calls/texts/emails),
• Data storage and security.

Real estate professionals or related service providers (where applicable and with your consent or request), such as:

• Real estate agents or brokers,
• Mortgage professionals, inspectors, or other home-related service providers.

Telecommunications and messaging providers that enable our AI and messaging features.

Authorities or third parties when required by law, regulation, legal process, or to protect our rights, property, or safety or that of others.

We do not sell your personal information to third parties for their own independent marketing purposes.

Because our services may be used by people in both Canada and the United States, and because we use third-party service providers (including AI, messaging, and analytics providers), your information may be processed in either country and, in some cases, in other jurisdictions where our service providers operate. We take reasonable steps to ensure that appropriate safeguards are in place when information is transferred across borders.

Some AI processing and communications may be performed by third-party AI or technology providers. In such cases, your content and metadata (such as prompts, responses, phone numbers, or email addresses) may be processed by those providers in order to operate and improve the service, subject to their terms and applicable laws.

7. Data Retention

We retain your personal information only as long as reasonably necessary to:

• Provide you with our services and maintain your account and preferences,
• Support ongoing leads, inquiries, and potential transactions,
• Maintain appropriate business, financial, and transaction records, and
• Comply with legal and regulatory obligations in Canada and other applicable jurisdictions.

For example:

• Lead and inquiry records related to specific properties or services may be kept while we are actively communicating with you and for a period afterward for recordkeeping and compliance.
• AI chat logs, call recordings, SMS logs, and email logs may be kept for a limited period for quality assurance, training, security, and dispute resolution, after which they may be deleted or de-identified.

The specific retention period may vary based on the nature of the information and legal requirements. When information is no longer needed for the purposes for which it was collected, we will delete it or anonymize it in a commercially reasonable manner.

8. Your Rights

Depending on your location and applicable law, you may have the right to:

• Access the personal information we hold about you,
• Request correction of inaccurate or incomplete information,
• Request deletion of your personal information in certain circumstances,
• Withdraw your consent to certain uses of your information,
• Object to or restrict certain types of processing,
• Request information about our use of personal information and third-party processing.

To exercise these rights, please contact us at info@BHTeam.ca. We may need to verify your identity before fulfilling your request.

You can also:

• Unsubscribe from marketing emails by clicking the "unsubscribe" link in the message,
• Opt out of marketing texts by replying "STOP" or similar opt-out keywords,
• Manage cookies through your browser settings.

9. Security

We use reasonable physical, technical, and administrative safeguards to help protect your personal information from unauthorized access, loss, misuse, or disclosure. However, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

10. Children's Privacy

Our Site and services are not intended for children under the age of 13 (or the minimum age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under that age. If you believe a child has provided us with personal information, please contact us so that we can delete it where appropriate.

11. Third-Party Links

Our Site may contain links to third-party websites or services that we do not control. This Privacy Policy does not apply to those sites or services, and we are not responsible for their content or privacy practices. We encourage you to review their privacy policies before providing any personal information.

12. AI & Real Estate Information Disclaimer

AI-generated responses and automated tools (including property evaluations and market information) may be incomplete, outdated, or inaccurate and are provided for general informational purposes only. They do not constitute legal, financial, tax, or professional real estate advice.

You are responsible for independently verifying information and consulting with appropriate professionals (for example, a licensed real estate professional, lawyer, accountant, or mortgage advisor) before making decisions about buying, selling, or investing in real estate.

For more details about how we handle AI content and your responsibilities, please see our Terms of Use.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date at the top. We may also provide additional notice where required by law. Your continued use of the Site after any changes become effective means you accept the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact: