Legal
How RealEstAi collects, uses, discloses, and protects personal information.
RealEstAi Inc., an Alberta corporation (“RealEstAi”, “we”, “us”), provides conveyancing software to Alberta law firms. This policy explains how we handle personal information for our website visitors and for the firms and clients who use our platform.
Account and firm details, information you upload to a file (which may include client identity documents, financial details, and property information), usage and device data, and communications you send us.
We also maintain a reference directory of real estate professionals and organizations — realtors and brokerages, law firms, mortgage brokerages, condominium corporations, homeowners' associations and property managers — so that the right party can be contacted on a file. It is built from the matters our customers handle, from public government data, and from contact details those organizations publish on their own websites, which we read automatically and politely (honouring each site's robots.txt). It holds business contact information only: name, title, organization, work email and phone. It is shared across the firms that use the platform. To correct or remove an entry, write to privacy@realestai.ca.
To provide and operate the platform, support conveyancing workflows and the client identification and verification steps your law firm carries out under the Law Society of Alberta's Client Identification and Verification Rules, secure the service, meet legal obligations, and communicate with you.
For file and client data entered by a firm, the firm is the controller and RealEstAi acts as a service provider/processor on the firm's instructions.
The platform uses third-party artificial intelligence services to read documents you upload and extract information from them — including purchase contracts, mortgage instructions, title documents, and images of government-issued identity documents. To do this, the document or image is transmitted to those services, which are located in the United States. They are described in section 6.
Extraction is automated and is not a substitute for review by your lawyer. Output is presented to the firm for review; the lawyer remains responsible for the file.
The platform is hosted in Canada and data is encrypted in transit and at rest by our hosting and storage providers. Access to the application is controlled by role-based permissions and protected by a password, with accounts locked after repeated failed sign-in attempts. A second factor is required for administrator accounts: a single-use code sent to the account’s email address at sign-in. Certain actions — including sign-in events, document activity and administrative changes — are recorded in an audit log; audit logging is not applied uniformly to every operation in the platform.
Some processing occurs outside Canada, as set out in section 6. Retention follows your firm's instructions and the record-retention obligations that apply to the firm under the Law Society of Alberta's rules.
We do not sell personal information. We disclose it only to the service providers described below, for the purposes stated, or where required by law. Providers are described by the service they perform; the table shows the country in which each collects, uses, discloses or stores personal information, and the purposes for which it is authorized to do so. Each provider is bound to use the information only for that purpose. Customer firms receive the register of providers by name under their services agreement.
| Type of service provider | Country of processing | Purpose it is authorized for |
|---|---|---|
| Artificial-intelligence document-analysis provider | United States | Automated extraction and analysis of uploaded documents, including images of government-issued identity documents. Receives document images and text, party names, dates of birth, addresses and financial terms. |
| Artificial-intelligence language-model provider | United States | Automated document question-answering, drafting assistance, email triage and search indexing; also used for document extraction. Receives document text and the questions asked of it. |
| Online identity-verification provider | Canada | Online identity verification, where your law firm enables it. Receives your name, email address and mobile phone number, and returns an identity verification report. |
| Cloud hosting provider (Microsoft Azure) | Canada | Application hosting, database and document storage. Holds every uploaded and generated document and the platform database. |
| Transactional email provider | European Union (France) | Delivery of transactional email — invitations, one-time codes, notifications, document links and reports. Receives recipient email addresses, matter references, party names and message content. |
| SMS messaging provider | United States | Delivery of SMS messages — one-time codes and identity-upload links. Receives the recipient phone number and the message content. |
| Payment processor | United States | Card payments for RealEstAi’s platform fees charged to your law firm (never to a firm’s clients). Receives the cardholder name, billing email and postal code, and payment tokens. Applies once card payments are enabled. |
| Electronic-signature provider | United States | Electronic signature envelopes, where your firm uses them. Receives signer names, email addresses and the documents being signed. |
| Document-conversion service | European Union (Spain) | Conversion of populated Word documents to PDF. Receives the completed document, which may contain party names, property details and financial terms. |
| In-browser document-editing service | Depends on your firm’s deployment — confirm with your firm | In-browser editing of Word documents. The document server retrieves the document being edited from platform storage. |
| Property-data provider | Canada | Property assessment and property-tax lookups. Receives the property address, city and province. |
| Address-verification services (two providers) | Canada | Address autocomplete, address verification and postal-code verification. Receive the partial address text typed into an address field, or a postal code. |
| Mortgage-instruction and funding network used by Canadian lenders | Canada | Lender instruction messaging, funds requests and closing reports on mortgage files. Receives borrower details, mortgage terms and the firm’s trust account details. |
| Your firm’s own email, calendar and meeting providers, where your firm connects its account | United States | Meeting creation, calendar synchronisation and sending email from the lawyer’s mailbox. Receive calendar entries (which include client name and property address), attendee email addresses and email content. Your firm’s own agreement with that provider also applies. |
In addition, where your firm instructs us to do so, the platform submits searches to Canadian government and registry services — including Alberta Land Titles / SPIN2, the Alberta corporate, personal property and writs registries, and the City of Calgary's CityOnline service for property tax certificates — and, on a firm-requested data migration, retrieves that firm's historical records from its previous practice management system. These are located in Canada. The platform also reads the City of Calgary's public open-data service for property and condominium reference data; no personal information is sent to it.
Where your firm's administrator has set up an outbound integration (a webhook), the platform sends file numbers, file titles, property addresses and invoice amounts to the address your firm chose. Your firm controls that recipient and where it is located; it is not a RealEstAi service provider.
This list is current as at the date of this policy and will change as the platform changes. If you need it as at a particular date, write to privacy@realestai.ca.
As section 6 shows, some of our service providers collect, use, disclose or store personal information outside Canada — in the United States and in the European Union. Personal information held in another country is subject to the laws of that country and may be accessible to the courts, law enforcement and national security authorities of that country.
You can obtain written information about RealEstAi's policies and practices with respect to service providers outside Canada — including the countries involved and the purposes each provider is authorized for — by writing to privacy@realestai.ca or to the postal address published on our contact page. We will provide it in writing at no charge.
The person able to answer your questions about the collection, use, disclosure and storage of personal information by service providers outside Canada is:
Privacy Team, RealEstAi — privacy@realestai.ca
Subject to applicable law, you may request access to or correction of your personal information by contacting us. Where data was entered by your firm, we will direct the request to the firm as the controller of that information.
Privacy questions: privacy@realestai.ca.