Privacy Policy

1. Privacy Principles

At EstateDealFlow, we understand the importance of protecting your personal and business information and treat the safeguarding of your deal flow-related data with the highest priority. This Privacy Policy informs you about the nature, scope, and purpose of the collection and use of personal data in the context of our real estate deal flow management services for individual professionals and property specialists.

Our privacy practices fully comply with Canadian data protection laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as the European General Data Protection Regulation (GDPR), where applicable. As a professional real estate deal flow management service provider, we place particular emphasis on compliance with these regulations and the protection of sensitive business information of our clients.

2. Data Collection and Processing

In our real estate deal flow organization, we collect and process personal data exclusively for specific purposes related to the provision of our deal flow guidance, market analysis, and planning services, client care, and fulfillment of our professional and legal obligations. This includes:

2.1. Deal flow data that you provide to us:

Contact and personal information such as name, address, phone number, email address, and deal flow background
Information about your deal flow goals, business situation, and real estate preferences
Deal flow communication such as email correspondence, consultation sessions, and transaction notes
Documentation and deal flow records required for the provision of our services

2.2. Automatically collected system data:

Access data when visiting our website such as IP address, browser type, and operating system
Date and time of access and pages visited
Information about your interaction with our digital deal flow platforms and service applications

2.3. Cookies and tracking technologies: On our website, we use only technically necessary cookies and security-relevant tracking technologies. You can optionally consent to the use of analytical cookies that help us improve our deal flow guidance services. You can adjust your cookie settings at any time.

3. Purposes of Data Processing

We process your personal and deal flow data for the following purposes:

Deal flow guidance & planning – To provide high-quality deal flow guidance, market analysis, and strategic transaction planning
Transaction pipeline development – To ensure proper and timely fulfillment of your deal flow growth objectives
Deal flow communication – For efficient correspondence with you, deal flow communities, and relevant service providers
Service management – For billing our services, project management, and deal flow purposes
Client care – To ensure optimal service quality and client-oriented deal flow guidance

4. Legal Bases for Processing

The processing of your data is based on the following legal grounds:

Fulfillment of deal flow guidance contracts and implementation of pre-contractual measures (Art. 6 para. 1 lit. b GDPR)
Compliance with legal obligations, particularly deal flow and professional regulations (Art. 6 para. 1 lit. c GDPR)
Protection of our legitimate interests such as quality assurance or service optimization (Art. 6 para. 1 lit. f GDPR)
Your explicit consent, for example for extended service offerings or newsletters (Art. 6 para. 1 lit. a GDPR)

5. Data Sharing with Third Parties

Your deal flow data will only be shared with third parties in the following necessary cases:

Deal flow communities and organizations – When legally required or necessary for proper deal flow guidance
External deal flow experts – Such as property valuers, market analysts, or other transaction specialists, when required for comprehensive deal flow solutions
IT service providers – Who work under strict data protection conditions and ensure the secure operation of our deal flow systems
Deal flow correspondence – For proper handling of your deal flow communication and document management

As a professional deal flow advisor, we are subject to strict confidentiality obligations and treat your deal flow information with utmost discretion and professionalism.

6. Data Security and Protection Measures

We implement comprehensive technical and organizational measures to protect your deal flow data. This includes access restrictions, encryption according to the latest standards, regular security audits, and training of our staff in data protection and deal flow confidentiality matters.

For sensitive deal flow information and administrative documents, additional security measures are implemented, including physical security of office spaces and digital backup systems. However, completely secure data transmission over the internet cannot be guaranteed, which is why we also offer secure alternative communication channels for particularly sensitive deal flow information.

7. Data Retention and Deletion

We store your deal flow data only as long as necessary for the provision of our deal flow guidance services and in accordance with legal retention periods:

Deal flow records and client files are retained in accordance with deal flow and business regulations (typically 10 years).
Communication data is retained for the duration of the business relationship and potentially beyond according to legal requirements.
Administrative correspondence and deal flow documents are retained in accordance with legal regulations for deal flow records.
Project documentation and service records are retained for appropriate periods to ensure service quality.

After the expiration of legal retention periods, your data will be securely and irrevocably deleted or anonymized, with special care taken for the destruction of physical documents.

8. Your Rights as a Client

As a data subject or client, you have the following rights:

Information about the personal data stored about you or your organization
Correction of incorrect or incomplete deal flow data
Deletion of your data, subject to legal retention periods or legitimate business interests
Restriction of processing under certain deal flow circumstances
Data portability in a structured, commonly used, and machine-readable format
Objection to processing based on your particular deal flow situation

Please direct requests to exercise your rights to privacy@estatedealflow.com or use our contact form.

9. International Data Transfer

As deal flow advisors with international clients, we are also subject to the European General Data Protection Regulation (GDPR) in certain cases. In this context, we observe the following specific principles:

Deal flow data minimization – We collect only the deal flow-related data that is absolutely necessary for our deal flow guidance services.
International deal flow data transfer – When transferring deal flow-related data to countries outside the EU/EEA, we ensure that appropriate safeguards according to Art. 44 ff. GDPR are maintained.
Deal flow impact assessment – For processing operations that could pose special risks to deal flow rights, we conduct a data protection impact assessment in advance.
Deal flow accountability – We document our data protection measures and can demonstrate our compliance with the regulations.

As an EU client, you also have the right to lodge a complaint with a European data protection supervisory authority if you believe that the processing of your deal flow-related data violates the GDPR.

10. Updating the Privacy Policy

This Privacy Policy is regularly reviewed and updated when legal or factual changes in our deal flow guidance services require it. The current version is always available on our website. We will inform you of significant changes through appropriate communication channels.

Continued use of our deal flow guidance services after an update is considered consent to the modified Privacy Policy.

As a professional deal flow advisor, the trustworthy and legally compliant processing of your deal flow data is particularly important to us, as we work with sensitive deal flow information and confidential documents. We are available to you at any time for questions.