Privacy Policy

Last Updated: October 26, 2026

Our Commitment to Privacy

Oulahen Team Realty Inc., Brokerage (“we”, “us”, or the “Brokerage”) respects the privacy of our clients, prospective clients, website visitors, and others who provide personal information to us.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in connection with our real estate brokerage services, our website at oulahen.com, and our business operations.

Information We Collect

Depending on the services being provided, we may collect personal information including:

• names, addresses, and contact information;
• information relating to real estate needs, preferences, and transactions;
• information contained in offers, agreements, rental applications, and other transaction documents;
• employment, income, credit, and financial information where relevant to a transaction;
• identification information where required for legal, regulatory, or transaction purposes, including identity verification required under federal anti-money laundering rules (FINTRAC);
• communications with our representatives and staff;
• information and materials you send us; and
• other information provided to us in connection with our services.

We limit the collection and use of personal information to what is reasonably necessary for legitimate business, transaction, legal, and regulatory purposes.

How We Use Personal Information

We may use personal information to:

• provide real estate brokerage and representation services;
• communicate with clients and prospective clients, including responding to website inquiries;
• identify, evaluate, and market properties;
• prepare, review, and administer offers, agreements, and other transaction documents;
• review and organize transaction information and documentation;
• assist with rental applications and related transactions;
• coordinate transactions with other brokerages, lawyers, financial institutions, landlords, tenants, and other parties as appropriate;
• maintain client and transaction records;
• satisfy legal, regulatory, and professional obligations;
• operate and improve our website, business, and technology systems; and
• provide other services requested or authorized by our clients.

Our Website

Cookies
Our website uses standard technology known as “cookies”. Session cookies temporarily keep your settings and are deleted when you close your browser. Persistent cookies remain after your browser is closed and are stored on your device. We do not use these cookies to store personal information. You can delete cookies or set your browser to refuse them at any time, although some parts of the website may not work as intended.

Analytics
Our website uses Google Analytics, a web analytics tool provided by Google, to understand audience activity and demographics and for remarketing. Each time someone visits the website, our web server collects the visitor’s domain name or IP address. We cannot identify an individual from an IP address alone.

Advertising
Our website takes part in ad retargeting. When you visit, our third-party advertising partners may place cookies in your browser so that we can understand what interests you on our website and show you relevant advertising on other websites you visit. These cookies do not collect personal information such as your name, email address, or telephone number.

Information you give us
If you complete a form or contact us through the website, we use the information you provide to respond to you and to provide the services you ask about, as described in this policy.

Third-party links
Our website includes links to other websites and sources of information. This Privacy Policy applies only to our own website and services. Personal information you choose to provide to other websites is governed by their privacy policies, and we encourage you to review them.

Technology and Service Providers

We use third-party technology and service providers to operate our business and provide brokerage services. These may include email and communication systems, cloud storage, electronic signatures, customer relationship management systems, transaction-management platforms, website, analytics, and advertising services, document-processing services, and artificial intelligence tools.

These providers may process personal information where reasonably necessary to perform services on our behalf. We take reasonable steps to select service providers that maintain safeguards appropriate to the nature and sensitivity of the information they process.

Use of Artificial Intelligence

We may use artificial intelligence (AI) tools to help our representatives and staff provide real estate brokerage services and carry out related administrative work. We use only approved AI tools: business accounts that the Brokerage sets up and controls, under the provider’s business terms, which do not permit the provider to use our information to train its AI models. Our representatives and staff do not use personal AI accounts for client or transaction information.

AI tools may be used to help with tasks including, but not limited to:

• summarizing and organizing documents;
• reviewing transaction and rental application packages;
• extracting relevant information from documents;
• comparing property or transaction information;
• drafting or reviewing communications;
• assisting with offers, agreements, and other transaction documents;
• research and analysis; and
• administrative and organizational tasks.

Documents processed with an approved AI tool may contain personal information and, where relevant to the service being provided, may contain sensitive personal or financial information.

We limit the use of personal information with AI tools to legitimate brokerage and business purposes and avoid using personal information that is not reasonably necessary for the task. Because transaction documents are often received as combined packages, it may not always be reasonably practicable to remove every piece of personal information before an approved tool processes a document. We consider the sensitivity of personal information when selecting and using technology services and take reasonable steps to use safeguards appropriate to that sensitivity.

AI is an assistance tool. Our representatives remain responsible for the services they provide and review material produced with the help of AI.

Processing Outside Canada

Some of our technology and service providers may store or process personal information outside Canada, including in the United States. Information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to its courts, law enforcement, and national security authorities. We remain responsible for personal information under our control and take reasonable steps to select service providers that maintain appropriate privacy and security safeguards.

Disclosure of Personal Information

In addition to our technology and service providers, we may disclose personal information where reasonably necessary to provide brokerage services or complete a transaction, including to other real estate brokerages and representatives, real estate boards and their MLS® systems, buyers, sellers, landlords, tenants, lawyers, financial institutions, appraisers, home inspectors, and other persons involved in a transaction, as appropriate.

We may also disclose personal information where required or permitted by law, including to regulators such as the Real Estate Council of Ontario (RECO) and the Financial Transactions and Reports Analysis Centre of Canada (FINTRAC).

We do not sell personal information, and we share it only as described in this Privacy Policy.

Marketing Communications

With your consent, we may send you emails or other messages about properties, market updates, and our services. You can opt out at any time by emailing team@oulahen.com.

Safeguarding Information

We maintain reasonable administrative, technical, and physical safeguards appropriate to the nature and sensitivity of personal information under our control. Access to personal information is limited to people who need it for legitimate brokerage, business, legal, or regulatory purposes.

Retention

We keep personal information for as long as reasonably necessary to provide our services, administer transactions, maintain appropriate business records, and meet legal and regulatory requirements, including the record-keeping periods set by RECO and FINTRAC. When information is no longer required, it is securely deleted, destroyed, or anonymized as appropriate.

Consent and Choices

By providing personal information to us, you consent to its collection, use, and disclosure for the purposes identified when it is collected and as described in this Privacy Policy, subject to applicable law.

You may withdraw consent in appropriate circumstances, subject to legal, regulatory, or contractual requirements and reasonable notice. Withdrawing consent may affect our ability to provide some services.

Access and Correction

You may ask us for access to the personal information we hold about you, or ask us to correct information you believe is inaccurate, subject to applicable legal limits.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations, or privacy practices. The current version will be posted on our website with the date it was last updated. Where appropriate or required by law, we will give additional notice or obtain additional consent for material changes to our privacy practices.

Privacy Questions and Concerns

Questions or concerns about this Privacy Policy or our handling of personal information may be directed to:

Privacy Officer
Oulahen Team Realty Inc., Brokerage
4685 Yonge St, Suite 200, Toronto, Ontario M2N 5M3
team@oulahen.com · 416-222-1212

If we cannot resolve your concern, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

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