1. Who this policy covers
This policy explains how Espace Loft collects, uses, shares and keeps your personal information when you use espaceloft.com.
Espace Loft is a real estate team with eXp Agence Immobilière. The team is Olivier Mailloux, real estate broker, OACIQ licence D9568, and Amélie Flanagan, real estate broker, OACIQ licence H6591.
Once you become a client and sign a brokerage contract, your transaction documents are also sent to eXp Agence Immobilière, as regulations require. eXp then handles them under its own privacy policy.
2. Privacy officer
For any question, request or complaint about your personal information, contact our privacy officer:
- Olivier Mailloux, real estate broker, Person in charge of the protection of personal information for Espace Loft
- Email: info@espaceloft.com
- Phone: 438-256-5638
- Address: 1723 Saint-Patrick Street, Suite 102, Montréal, Québec H3K 3G9 (by appointment)
3. What we collect
We only collect what we need to answer your request, and we collect it directly from you, through the forms on our site.
| Form | Information collected | Why |
|---|---|---|
| Contact us | First name, last name, email, phone, reason for contacting us, message | To answer your question |
| Home evaluation request | Contact details, preferred language, property address, timeline, reason for selling, existing evaluation, best time to reach you, message | To prepare your property evaluation and follow up with you |
| Visit request | First name, email, phone (optional), message, property concerned | To arrange the visit and answer your questions |
| Building unit list | First name, last name, email, phone, how you want to receive it, building requested. Optional: project, timeline, whether you already work with a broker, whether you want a call | To send you the unit list you asked for and follow up |
| Property alerts and callback | First name, email, phone, neighbourhoods, budget, timeline, message | To send you properties that fit your search and call you back |
| Alerts and newsletter | First name, email, preferred frequency, building followed if any | To send you our alerts and newsletter |
With multi-step forms, your contact details reach us as soon as you finish the first step, and the rest of your request is added at each step. A notice tells you so before anything is sent.
Technical details sent with each form. Each submission also includes the page you sent it from, the site language, the date and time, and your IP address. We use these details only as a record of your request and your consent.
We never ask for your social insurance number, banking details or health information through the site. Please do not enter them in a message field.
4. How we use your information
We use your information to:
- answer your request and follow up on it;
- book an appointment, a visit or an evaluation;
- send you the alerts, newsletter or unit lists you asked for;
- keep a record of your request and your consent;
- meet our legal and professional obligations.
We do not use your information for any other purpose without your consent, unless the law allows it. We do not sell your personal information.
5. Emails and text messages
Emails. We send alerts and our newsletter only if you asked for them. Every email includes an unsubscribe link, honoured promptly and within 10 business days at the latest.
Text messages. Our forms do not include a text message consent box. When you send us a request, we may text you about that request only: confirmation, appointments, follow-up on your evaluation or on the building you asked about. We do so for no more than six months after your last request. Each form says so under the submit button: “By submitting this form, you agree that we may reply by email, phone or text about your request.”
Every text identifies Espace Loft. Reply STOP at any time and we stop right away. We send no promotional texts on this basis, and no texts to US numbers.
6. Who can see your information
Within Espace Loft, only Olivier Mailloux and Amélie Flanagan can access the information received through the site, and only as their work requires.
7. Service providers and transfers outside Québec
We rely on a few service providers. Each receives only what it needs for its task and processes it to provide its service to us, under its own terms.
| Provider | Role | Information | Location |
|---|---|---|---|
| Cloudflare, Inc. | Website and video hosting, form handling | Form content, IP address, technical browsing data | United States and global network |
| GoHighLevel (HighLevel LLC) | Client relationship management, sending emails and texts | Form content, consent records, message history | United States; technical support may be provided from India |
| Google LLC (Google Fonts) | Website fonts | IP address, technical browser data | United States |
| CARTO and unpkg | Maps on the home and neighbourhood pages (map tiles and the Leaflet library) | IP address, technical browser data | As stated in each provider's own policy |
| Marketing Websites | Temporary hosting of building photos, on our former system | IP address, technical browser data | As stated in this provider's own policy |
| Centris | Display of listing photos | IP address, technical browser data | As stated in Centris's own policy |
Your information may therefore be shared and stored outside Québec, including in the United States, where it is subject to local laws. We assess the protection it would receive before sharing it, and each provider is bound by its written terms.
We may also share your information without your consent where the law requires or allows it, for example with the OACIQ in its oversight role, or under a court order.
8. How long we keep it
We keep your information only as long as needed for the purposes it was collected for, or longer if the law requires.
| Situation | Retention period |
|---|---|
| Request with no transaction with us | 3 years after our last contact |
| Client with whom we completed a transaction | Transaction file: at least 6 years after closing, kept by eXp Agence Immobilière, as OACIQ regulations require. Contact details in our tools: kept only if you agree at the end of the transaction; otherwise, 3 years after our last contact |
| Alerts or newsletter subscription | Until you unsubscribe; we then keep only your email address to honour your choice |
| Record of your request and consent | For as long as the related file is kept |
At the end of these periods, your information is securely destroyed, or anonymized for serious and legitimate purposes such as statistics. We run this review every quarter. We keep only the email address or phone number of anyone who unsubscribed or replied STOP, to honour their choice.
9. Your rights
At any time, you may:
- access the information we hold about you and get a copy;
- correct information that is inaccurate, incomplete or ambiguous;
- withdraw your consent to the use or sharing of your information, subject to our legal obligations;
- ask us to de-index a link to information about you, or to stop disseminating it, under the conditions set by law;
- receive your information in a structured, commonly used technological format, or have it sent to someone you name;
- file a complaint with us, and then with the Commission d'accès à l'information du Québec.
How to make a request. Write to our privacy officer (section 2). We may ask you to confirm your identity before we answer.
Response time. We reply in writing within 30 days of receiving your request. Access is free; a reasonable fee may apply for transcription, copying or sending, and we will tell you beforehand. If we refuse, we will explain why and tell you how to appeal to the Commission d'accès à l'information.
Complaints. We handle every complaint in writing, within 30 days. You may also contact the Commission d'accès à l'information.
10. Security
We take reasonable steps to protect your information against loss, theft and unauthorized access, use or disclosure:
- encrypted connection (HTTPS) across the whole site;
- access to our tools limited to the team's two brokers;
- no form data kept on the site once a submission succeeds.
No system is perfectly secure, and we cannot guarantee absolute security.
11. Confidentiality incidents
If a confidentiality incident affects your information, we act quickly to reduce the risk of harm. We keep a register of these incidents. If an incident presents a risk of serious injury, we promptly notify the Commission d'accès à l'information and the people affected. Olivier Mailloux keeps this register.
12. Cookies, browser storage and tracking
The site uses cookies and measurement tools only if you accept them in the banner shown on your first visit. You can refuse, or change your choice at any time with the “Manage cookies” link at the bottom of every page. Refusing does not prevent you from using the site. Two categories are optional: audience measurement (Google Analytics, to learn which pages are read and improve the site) and advertising (Google Ads, the Meta pixel for Facebook and Instagram, and LeadConnector, to measure our campaigns and show you our properties on other platforms). Some of these tools will only be turned on later; none loads without your agreement.
The site uses your browser's local storage for three things:
- temporarily keeping an unsent request if your connection drops, so you don't have to retype it; it is cleared as soon as it is sent;
- after a first unit list request, remembering your contact details on your device, so the list for another building reaches you in one click;
- remembering that you have already seen the alerts sign-up window;
- remembering your cookie choice (date and categories accepted).
This data stays on your device. You can clear it at any time in your browser settings.
Google Fonts, the maps, the building photos and Centris photos load from those providers' servers, which then receive your IP address (section 7).
The measurement and advertising tools are provided by Google, Meta and LeadConnector (GoHighLevel), whose servers are located outside Quebec, including in the United States. They load only after you accept. Your choice is kept in your browser's local storage, with its date and scope, so the banner is not shown again on every visit.
13. Links to other sites
The site links to other sites, such as Centris. This policy does not apply to them. Please read their own privacy policies.
14. Changes
We may update this policy. The current version is always posted on this page with its last updated date. If we make a significant change, we will say so clearly on the site.
15. Contact us
Olivier Mailloux, Person in charge of the protection of personal information · info@espaceloft.com · 438-256-5638 · 1723 Saint-Patrick Street, Suite 102, Montréal, Québec H3K 3G9.