Privacy Policy

Effective Date: June 1, 2025

This Privacy Policy describes how Martins Realty Group, a real estate team operated by Kaitlynn Martins, a licensed real estate agent with Royal LePage Your Community Realty, collects, uses, discloses, and protects the personal information of its clients, website users, and other individuals. We are committed to safeguarding your privacy and ensuring that your personal information is handled in a secure, respectful, and responsible manner in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Ontario.

By using our services and visiting our Website at www.kaitlynnmartins.com, you consent to the collection, use, and disclosure of your personal information as outlined in this Privacy Policy.

Who We Are

Martins Realty Group is a real estate team managed by Kaitlynn Martins, a licensed Realtor® affiliated with Royal LePage Your Community Realty, an independently owned and operated brokerage. While our team operates independently in terms of branding, marketing, and client engagement, all real estate transactions are conducted under the authority and supervision of Royal LePage Your Community Realty. This policy governs how we collect, manage, and protect personal information through our direct services and this Website. Information collected via our Website or directly by our team is governed by this Privacy Policy, while brokerage-held transaction data may also be subject to the brokerage’s separate privacy practices.

Collection of Personal Information

We collect personal information in a fair, lawful, and transparent manner to support the delivery of real estate services, enhance your experience with us, and meet legal and regulatory requirements. Personal information refers to any information about an identifiable individual and includes, but is not limited to:

Contact Information: Full name, email address, home address, postal code, telephone number(s), and preferred methods of communication.
Property-Related Information: Property addresses, property preferences, financial qualifications (if voluntarily disclosed), and transaction histories.
Transaction Records: Records of communications, property inquiries, service requests, contracts, offers, and any relevant real estate transaction documentation.
Website Usage Information: When you visit our Website, we automatically collect technical information such as your Internet Protocol (IP) address, device type, browser, referring website, and pages you view. This is gathered through cookies and other tracking technologies to optimize site performance and analytics.
Marketing and Subscription Preferences: Your preferences regarding how you wish to receive marketing communications and your consent status for receiving promotional materials.
User-Generated Content: Any comments, feedback, reviews, or other content you submit through forms, blogs, contests, or social media interactions.

Information is primarily collected directly from you when you voluntarily provide it through our Website, by email, phone, in-person meetings, online forms, or social media interactions.

Use of Personal Information

Your personal information is collected and used for purposes directly related to providing and improving our services, communicating with you, and complying with legal obligations. These purposes include:

Service Delivery: To provide real estate services including property searches, market evaluations, property showings, listing preparation, negotiation services, and transaction management.
Client Communications: To respond to inquiries, provide updates regarding listings or market activity, and deliver client care services.
Marketing and Promotional Communications: To send newsletters, event invitations, new listing alerts, market updates, and promotional materials, in accordance with your communication preferences and applicable consent requirements under Canadian Anti-Spam Legislation (CASL).
Website and Service Improvements: To analyze visitor behavior on our Website, evaluate marketing effectiveness, improve navigation and content, and develop new service offerings.
Legal Compliance: To comply with applicable laws, real estate regulations, and brokerage policies, including mandatory transaction reporting and record-keeping.
Risk Management and Security: To detect, prevent, and address potential security breaches, fraud, or unauthorized activities affecting our business or the personal information we hold.

We use personal information only for the purposes for which it was collected, unless we obtain your consent for other uses or such use is permitted or required by law.

Cookies and Tracking Technologies

Our Website uses cookies, web beacons, pixel tags, and other tracking technologies to improve functionality, deliver personalized content, and analyze Website usage. Cookies are small data files stored on your device that enable the Website to remember your preferences and enhance your browsing experience.

Types of Cookies We Use:

Essential Cookies: Required for basic site operations and navigation.
Performance and Analytics Cookies: Collect anonymous information about Website usage patterns to help us improve functionality and user experience.
Functionality Cookies: Remember choices you make on our Website, such as saved properties or preferred viewing options.
Marketing and Advertising Cookies: Track your interests and display relevant advertising content on our site and third-party platforms, where consent is obtained.

Most browsers automatically accept cookies, but you can adjust your settings to refuse or delete cookies at any time. Note that disabling cookies may affect your ability to access certain website features.

Disclosure of Personal Information

We do not sell, trade, or rent your personal information to third parties. However, we may disclose your personal information under the following circumstances:

To Service Providers and Contractors: Third-party service providers who assist us with marketing, IT services, transaction management software, website hosting, and administrative support. These parties are contractually obligated to maintain confidentiality and security of your information.
To Royal LePage Your Community Realty: As required to facilitate transactions, manage brokerage records, and comply with regulatory obligations imposed by the Real Estate Council of Ontario (RECO) and other applicable governing bodies.
To Government Authorities or Law Enforcement: Where legally required for compliance with laws, regulations, subpoenas, court orders, or other legal processes.
To Business Partners and Affiliates: With your consent, for referrals or promotional purposes.
In the Event of a Business Transaction: If we undergo a merger, acquisition, restructuring, or asset sale, your personal information may be transferred as part of that transaction, subject to confidentiality protections.

Disclosures are limited to what is necessary for the intended purpose and are made in accordance with applicable laws.

Retention of Personal Information

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, to comply with legal, regulatory, or contractual requirements, and for legitimate business needs. This may include maintaining records for tax, audit, real estate transaction records, and compliance with RECO regulations, which typically require retention for a minimum of six years after the completion of a transaction.

When personal information is no longer required, we securely dispose of it through shredding, data wiping, or anonymization, in accordance with our internal data retention and disposal policy.

Data Security

Protecting your personal information is a priority for us. We implement reasonable and appropriate administrative, technical, and physical security measures to safeguard your information against accidental loss, theft, unauthorized access, use, disclosure, alteration, and destruction. Measures include:

Secure servers with restricted access.
Encrypted data transmissions where applicable.
Password-protected systems and accounts.
Access controls limiting data access to authorized personnel.
Staff privacy and confidentiality training.
Regular data security reviews and software updates.

While we take precautions to protect your personal information, no security system can be guaranteed to be 100% secure.

Your Privacy Rights

You have rights regarding your personal information, subject to applicable Canadian privacy laws. These rights include:

Access: You may request access to personal information we hold about you and receive an explanation of how it has been used or disclosed.
Correction: You may request that we correct any inaccurate or incomplete personal information.
Withdrawal of Consent: Where consent is required for the collection, use, or disclosure of your personal information, you may withdraw your consent at any time, subject to legal or contractual restrictions.
Deletion: You may request that your personal information be deleted, provided it is no longer required for the purpose for which it was collected and subject to legal obligations.

To exercise these rights, please submit a written request using the contact details below. We may require verification of your identity before responding.

Children’s Privacy

Our services and Website are not directed to children under the age of 13, and we do not knowingly collect personal information from children without verified parental or guardian consent. If you are a parent or guardian and believe your child has provided personal information, please contact us so that we may delete the information promptly.

Third-Party Links

Our Website may contain links to external websites operated by third parties. These websites are governed by their own privacy policies, and we are not responsible for their content, privacy practices, or handling of your personal information. We encourage you to review the privacy policies of any third-party sites you visit before providing personal information. Data will not be shared with third parties for marketing or promotional purposes without obtaining prior written consent from the individual sharing the information.

Changes to This Privacy Policy

We reserve the right to update, modify, or revise this Privacy Policy from time to time to reflect changes in our practices, regulatory obligations, or technology. Any changes will be posted on our Website with an updated effective date. Your continued use of our Website or services following such changes constitutes your acceptance of the revised policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us at:

Kaitlynn Martins — Martins Realty Group
Royal LePage Your Community Realty
8854 Yonge Street, Richmond Hill, Ontario L4C 0T4
📧info@kaitlynnmartins.com