Privacy Policy

1. Information We Collect

When you use HouseIndex, we may collect the following categories of information:

• Account Information: Name, email address, phone number, and login credentials when you register for an account.
• Property Information: Address, price, photos, and property details you provide when listing a property for sale.
• MLS® Listing Data: We display listing data provided by the Toronto Regional Real Estate Board (TRREB) and other participating real estate boards through MLS® data feeds. This data includes property details, listing prices, and publicly available listing information.
• Search and Browsing Data: Your property searches, saved listings, saved searches, buyer alerts, and browsing preferences.
• Usage Data: IP address, browser type, device information, pages visited, time spent on site, and referring URLs.
• Communications: Messages, inquiries, and contact form submissions sent through our platform.
• Cookies and Tracking Technologies: Information collected via cookies, web beacons, and similar technologies as described in Section 9.

2. How We Use Your Information

We use your information for the following purposes:

• To create and manage your user account and display your property listings.
• To provide you with access to MLS® listing data through our Virtual Office Website (VOW) in accordance with TRREB rules and policies.
• To facilitate connections between buyers and sellers, including delivering buyer inquiries and contact requests.
• To send you notifications about your listing, inquiries, buyer alerts, and saved searches.
• To provide home valuation estimates, market analysis tools, and neighbourhood insights.
• To improve our platform, develop new features, and enhance user experience.
• To comply with legal obligations, including requirements under TRREB’s VOW policies and applicable real estate regulations.
• To detect and prevent fraud, unauthorized access, and other illegal activities.

3. MLS® Data and Real Estate Board Compliance

HouseIndex operates as a Virtual Office Website (VOW) displaying listing data provided by the Toronto Regional Real Estate Board (TRREB) and its member brokerages. The following terms apply to our handling of MLS® data:

• Data Ownership: TRREB retains ownership and copyright over its MLS® database, MLS® System, and listing information. The Canadian Real Estate Association (CREA) owns the MLS® trademark.
• Purpose Limitation: MLS® listing data displayed on HouseIndex is intended solely for the personal, non-commercial use of individuals with a bona fide interest in the purchase, sale, or lease of real estate.
• Information Sharing with Real Estate Boards: In accordance with our obligations under TRREB’s VOW policies, we may share your registration information (name and email address) with TRREB and its authorized representatives for the purposes of auditing and verifying compliance with MLS® rules and policies.
• Data Accuracy: Listing information is deemed reliable but is not guaranteed accurate by TRREB or HouseIndex. Information may be subject to errors, omissions, changes, or withdrawal without notice.
• Data Refresh: MLS® listing data is refreshed regularly to provide current information, but may not reflect the most up-to-date MLS® listings at all times.

4. CASL Compliance

In accordance with Canada’s Anti-Spam Legislation (CASL), we will only send you commercial electronic messages if:

• You have provided express consent (e.g., when registering for an account or signing up for buyer alerts).
• We have an existing business relationship with you (e.g., you have an active listing on our platform).
• The message relates to your listing, inquiries you’ve received, or services you’ve requested (e.g., buyer alerts, saved searches).

You can withdraw your consent or unsubscribe from commercial emails at any time using the unsubscribe link in our emails or by contacting us directly at [email protected].

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Potential Buyers/Sellers: Contact information you choose to make available through your listing or inquiry.
• Real Estate Boards: Registration information shared with TRREB and its representatives as required under VOW compliance rules for auditing and verification purposes.
• Service Providers: Third-party providers who help us operate the platform, including hosting services, email delivery, analytics, and data processing. These providers are bound by contractual obligations to protect your data.
• Legal Requirements: When required by law, regulation, legal process, or governmental request, or when necessary to protect the rights, property, or safety of HouseIndex, our users, or the public.

6. Data Security

We implement reasonable technical and organizational security measures to protect your personal information, including encrypted data transmission, secure server infrastructure, and access controls. However, no online platform is 100% secure. You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.

7. Your Privacy Rights

Under Canadian privacy laws (PIPEDA), you 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, subject to legal and contractual retention requirements.
• Withdraw consent for data processing (which may affect your ability to use certain features).
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, contact us at [email protected] with the subject line “Privacy Request.”

8. Data Retention

We retain your personal information for as long as your account is active, your listing is live, or as needed to provide you with our services (including buyer alerts and saved searches). After account closure or listing removal, we may retain certain information for a reasonable period to fulfill legal obligations, resolve disputes, and enforce our agreements. Registration information provided to access MLS® VOW data is retained for a minimum of 180 days after the last use of your credentials, as required by TRREB VOW policies.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, remember your preferences, analyze site usage, and deliver relevant content. The types of cookies we use include:

• Essential Cookies: Required for the platform to function, including authentication and security.
• Analytics Cookies: Help us understand how visitors use our site (e.g., Google Analytics).
• Preference Cookies: Remember your settings, such as saved search criteria and display preferences.

You can control cookies through your browser settings. Disabling certain cookies may limit your ability to use some features of the platform.

10. Children’s Privacy

HouseIndex is not intended for users under the age of 18. We do not knowingly collect personal information from minors. If you believe we have collected information from a person under 18, please contact us so we can promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The “Last Updated” date at the top of this page will reflect any changes. We encourage you to review this policy periodically. Continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact Us

For questions, concerns, or to exercise your privacy rights, contact us at:

Email: [email protected]
Subject Line: Privacy Inquiry