Privacy Policy

Last updated: September 17, 2025
(This policy is designed for Canadian audiences and uses Canadian spelling. It is general information, not legal advice.)

Who we are

Hinchey’s Home First Estate Co. (“Hinchey Homes”, “we”, “us”, “our”) is a real-estate team operating in Ontario, Canada, brokered by RE/MAX Hallmark. This Privacy Policy explains how we collect and use data, and protect personal information in the course of providing real estate and related services, advertising properties and real estate on social media, and conducting marketing and events.

Contact for privacy inquiries (Privacy Officer):
Email: [email protected]
Phone: 905.449.4422
Mailing address: 152 Simcoe St N, Oshawa, ON L1G 4S7

Scope

This policy applies to personal information we collect:

All clients: prospective clients, open house/event attendees, website visitors, and job applicants.
Our websites, landing pages, forms, SMS phone, email, social media, online ads, chat features, and from in-person interactions.
Through our service providers (e.g., to enter relationship management, email, analytics, or cloud software used by us).

It does not cover personal information handled solely by third parties we link to (e.g., mortgage brokers, lawyers, inspectors, mortgage). These providers have their own privacy policies.

The personal information we collect

Depending on your relationship with us, we may collect:

Identity & contact details: name, address, email, phone, preferred contact method
Client file information: property details and preferences, budget ranges, pre-qualification, finances, notes
Identification information: residency, identity verification information (where required), and communications with us

Marketing & communications: lead source (e.g., Meta/Google lead ad, website form), registration at events, campaign interactions, messages/invitations you submit, unsubscribes/opt-outs, satisfaction surveys
Technical information: IP address, device/browser type and version, site usage, clickstream data, session identifiers (e.g., from Meta pixels, Google Analytics, Hotjar, etc.)
Other documents: RESV (details), affidavits, (photos ID) with consent, driver and license details (when required by law)

We do not intentionally collect sensitive health information or payment card numbers through our sites.

How we collect information

Directly from you (forms, calls, SMS, email, DMs, in person, open houses).
Automatically you (cookies, pixels, SDKs, and similar technologies when you use our sites and ads).
From third parties such as ad platforms, public listings, referral partners, and service providers acting for us.

Why we use your information (our purposes)

We use personal information to:

Provide real-estate services (set up searches, schedule/show properties, preparation/consultation listings, advice on strategy, negotiate, and manage transactions/related facilities).
Operate our business (record keeping, quality control, training, audits).
Communicate with you (responses to inquires, appointment reminders, status updates, satisfaction follow-ups).
Marketing (with consent) (newsletters, market updates, event invites, surveys, contests, advertising)
Information and site analytics (site analytics, troubleshooting, security, and fraud).
Comply with legal, regulatory, and professional obligations (e.g., RECO/FINTRAC, insurance, taxes).

Where required, we will ask your consent (e.g., for marketing). You may withdraw consent at any time (see “Your choices & rights”).

How we contact clients & leads

We will send commercial electronic messages (e.g., email/SMS marketing) with express or implied consent, under Canada’s CASL legislation. An opt-out/unsubscribe link is always included in marketing (for text messaging, use the unsubscribe link in your STOP text to SMS). Transactional messages (e.g., showing confirmations, document delivery) may still be sent.

When we share information

We may share personal information:

Within our team and brokerage to deliver services
With service providers (cloud, CRM, analytics, website, email/SMS service providers, IT, accounting, financial institutions, insurers, certification, auditors, notaries, inspectors, lawyers, mortgage brokers)
With other industry professionals (e.g., when it is a routine customary for a transaction)
When legally required by regulators, law enforcement, insurers, tax authorities, or professional bodies

We do not sell personal information.

International transfers

Some of our service providers (e.g., cloud, CRM, analytics, email/SMS) may process data outside Canada (including the United States). When they do, your information may be subject to the laws of those jurisdictions. We use contractual and technical safeguards appropriate to the sensitivity of the data.

Retention

We keep personal information only as long as necessary for the purposes above, and longer where law or regulators require.

Real-estate records (e.g., transaction documentation) are commonly retained for at least six years.
Site visitors: background material (site cookies/archives of written offers) for a shorter period.
Marketing information: typically two years
We records: special duty items from the end of the relevant tax year.

When information is no longer required, we securely destroy or de-identify it.

Cookies, pixels, and analytics

We use cookies/pixels/SDKs to run our site and measure/improve performance and advertising. This may include:

Essential cookies (security, session).

Analytics (e.g., Google Analytics) to understand website usage.
Advertising/pixels (e.g., Meta, Google Ads) to measure and customize ads.

Your controls:
Most browser settings let you decline cookies (site functionality may be affected). You can opt-out of online ads across platforms using industry opt-out tools (e.g., AdChoices). If you reject cookies or pixels on our site, we use fall back your preferences.

Your choices & rights

Subject to law, you may:

Access your personal information and request corrections
Withdraw consent at any time (unsubscribe to email or STOP to SMS)
Complain to our Privacy Officer, and/or the Office of the Privacy Commissioner of Canada

We will always identify, locate, and delete access or missing changes, and respond within established legal timeframes.

If we cannot comply with your request, you may contact the Office of the Privacy Commissioner of Canada for more information.

Children

Our services and marketing are directed to adults. We do not knowingly collect personal information from children under the age of 13 without appropriate consent.

Links and third parties

Our website and communications may link to third-party sites and services we do not control. Their privacy practices are governed by their own policies.

Changes to this policy

We may update this Privacy Policy to reflect changes in law or our practices. The “Last updated” date shows when it was most recently revised. Significant changes will be highlighted on our website or communicated directly where appropriate.

How to contact us (and regulators)

Contact Hinchey Homes (Privacy Officer):
Email: [email protected] | Phone: 905-436-4422 | Mail: 152 Simcoe St N, Oshawa, ON L1G 4S7

Office of the Privacy Commissioner of Canada (OPC):
Submit a concern or complaint via the OPC website or by phone at 1-800-282-1376: Privacy Commissioner of Canada

Notes on legal compliance (references)

This policy is intended to align with Canadian privacy and marketing requirements relevant to a real-estate brokerage, including:

PIPEDA (private-sector privacy law, including fair information principles and consent): Privacy Commissioner of Canada+Privacy Commissioner of Canada2
CASL (anti-spam law: commercial electronic messages, consent, identification, unsubscribe): CRTC: Commercial electronic messages, CRTC: Stop-spamming & public database
Ontario real-estate record keeping under TRESA/RECO (e.g., retaining transaction documentation and complying with licensing rules): RECO
FINTRAC (anti-money-laundering reporting/record retention): FINTRAC
CRA (general business record-keeping timeline): Government of Canada

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